# Event Services ## expand\_more ## Crimson Event Services **Crimson Event Services (CES) is the premier provider of event resources for Harvard University,** specializing in the delivery and setup of tents, tables, and *other physical* *resources* for outdoor gatherings. With a deep understanding of the historic campus and grounds, and in support of the forward-looking strategic framework for hospitality within Harvard University Dining Services, our team takes special care to ensure that every event is executed with the utmost respect for the university's rich heritage. Led by Associate Director [Daniel Caterino](mailto:daniel_caterino@harvard.edu), the event service department is dedicated to handling every aspect of the event planning process with precision and expertise. From securing permits to managing vendors, we work tirelessly to create a safe, comfortable, and seamless event experience. When you choose Crimson Event Services, you can trust that your event will be in capable hands. Let us take the stress out of your next outdoor gathering and ensure that every detail is executed flawlessly. ## Outdoor Events Support Crimson Event Services will support the following Event Operation aspects for Outdoor Events. **Crimson Event Services requires an 8% Administration Fee for services provided.** ### Equipment Rentals (Full Service & Limited) Liaison with equipment vendors to secure the following equipment: - Tent Rentals - Table & Chair Rentals - Stanchions, Fencing, & Steel Barricade Rentals - Wheelchair Accessible Services such as Ramps - Tent Lighting and General Audio Visual - Portable Restrooms - Stages & Platforms - Flooring Solutions - Water Supply (buggies for larger events or stations for smaller events) - Fire Details, Fire Permits & BMI Support ### Event Logistics Coordination (Full Service Only) Coordinate Event Logistics (Full-Service only) - Creation of Event Diagrams - Coordination of Vendor Delivery and Pickups - Management of Resource SetUps - Coordination with internal departments for event support such as: - Electrical & Plumbing installations - Waste Receptacles & Waste Removal - Landscape maintenance & Irrigation shutoffs - Security Coordination - Event setup & Access needs - Signage & Banner installations --- ## FAQs Open all sections Close all sections ### What types of events does Crimson Event Services support? expand\_more Crimson Event Services supports a wide range of outdoor events, including Commencement, Reunions, alumni gatherings, athletic events like the Harvard-Yale Game, and various on-campus celebrations. We are here to assist with event planning, equipment setup, and logistics for events of all sizes. We usually do not handle indoor events unless they are associated with a flagship event. ### How far in advance should I contact Crimson Event Services to plan an event? expand\_more We recommend reaching out as early as possible, ideally several months in advance, especially for large-scale events like Commencement or Reunions. For smaller events, 4-6 weeks of notice is typically sufficient. Contacting us early ensures we can reserve the necessary resources and coordinate effectively. ### Can I request specific seating or layout arrangements? expand\_more Yes! We provide customizable seating layouts and will work with you to create an arrangement that best suits your event. Our team can help you determine the optimal configuration based on your event’s goals, venue, and expected attendance. ### How do I arrange for yard access and other logistics at Harvard? expand\_more For events held in Harvard Yard or other restricted areas, we coordinate all access requirements, including gate schedules, security checkpoints, and vehicle load-in/load-out procedures. Please contact us directly, and we will provide you with the necessary guidelines. ### Do you handle security and crowd control for events? expand\_more Yes, we work closely with Harvard’s security team to ensure that all events meet safety protocols and are equipped with adequate crowd control measures. For larger events, we can also coordinate additional security personnel as needed. ### Can Crimson Event Services assist with vendor coordination? expand\_more Absolutely. We frequently work with vendors for various aspects of event planning, such as catering, AV, and décor. Our team will manage vendor logistics to ensure they meet Harvard’s requirements and adhere to our schedule and standards. ### What sustainability practices are in place for events? expand\_more We are committed to sustainable practices and encourage waste reduction, recycling, and the use of eco-friendly materials at all events. We can provide guidance on best practices and help coordinate with vendors who prioritize sustainability. ### How can I request assistance from Crimson Event Services? expand\_more You can reach out to us directly through our website’s [Plan An Event](https://harvard.az1.qualtrics.com/jfe/form/SV_esLHMvFcC5kVaF8) form, or [email us](mailto:daniel_caterino@harvard.edu). Please provide details about your event, including date, location, and any specific needs, so we can assist you promptly. ### Are there any costs associated with Crimson Event Services? expand\_more Costs vary depending on the scope of services and equipment required. We can provide an estimate based on your event’s specific needs and work with you to ensure your budget aligns with our services. ### What should I do if my event requires last-minute changes? expand\_more We understand that changes happen. Please contact us as soon as possible, and we will do our best to accommodate any last-minute adjustments. Depending on the request, additional charges or limitations may apply. ### How can I provide feedback after my event? expand\_more We value your feedback! After your event, you will receive a debrief form where you can share your thoughts and suggestions. Your insights help us continuously improve our services. ### Do you work with stage production events? expand\_more We do not manage stage productions for events, but we can connect you with internal partners or external vendors to meet your audio and visual requirements. ### Do you provide event signage? expand\_more We do not. Please plan your event signage carefully, and we can assist in coordinating with printing vendors and arranging installation with FMO-Partner