division of student life

MIT Student Activities Office

Room W20-549 Phone (617) 253-6777
Fax (617) 253-8391 Email sao-staff@mit.edu


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  • The Student Activities Finance Office (a component of the Student Activities Office) assists and advises MIT student organizations with all financial matters. The Student Activities Finance Office (SAFO) is committed to providing centralized services for student organizations in accessing their internal accounts, providing quality customer service in a responsive way, providing resources and information to students and student organizations about Institute policies and procedures, and collaborating with students to meet the changing needs of the MIT community. The Student Activities Finance Office (SAFO) is open 9am - 5:30pm, Monday - Friday. All paperwork may be dropped off after hours, using the door mail slot. To speak with someone directly about funding and financial questions, go to Room W20-549 on the 5th floor of the Student Center, call 253-2091, or contact funds@mit.edu.
  • Student organizations that are recognized by MIT are given the autonomy and responsibility to spend their funds as the organization sees fit (providing they do not break Institute policy, State, or Federal law.) As such, all expense vouchers will be processed providing the forms are filled out correctly with the proper signatures and documentation attached.
  • See MIT’s complete policy on alcohol.
  • MIT is a non-profit organization and has Massachusetts sales tax exempt status. When purchasing materials you should provide the vendor with a Tax Exempt Form (.pdf). These forms may only be used when conducting MIT student organization business, and may not be accepted without an MIT purchase order for payment. If purchasing from business in other states, please inquire as to MIT's sales tax exemption.
  • For ASA recognized groups, you will need the past President or Vice-President to go online to the ASA Database and update the information to the current President, Vice-President, Treasurer, and signatories
  • Submit a voucher to receive a check to pay for a service or for reimbursement. Must attach an itemized proof of expense.
  • Used for repetitive business or purchases over $5,000 (must also have Selection of Source), a PO serves as a guarantee by MIT to pay a vendor after receipt of services. Submit voucher for payment.
  • Required for any purchase over $5,000. Must include three competing quotes. Selection of Source (.doc)
  • Used to pay internal MIT services providers, such as A/V or Copy Tech. MIT List of Internal Providers
  • Moves money from one group account to another - Useful for intergroup collaborations or for departmental funding transfers
  • Arrange for a night deposit bag for evening events, or submit deposits in SAO using a deposit envelope. Cash boxes should be reserved when money is exchanged at an event.
  • May be made to a student account. Contact SAFO for details.
  • If your group has a majority of undergraduates, approach Finboard for funding. Groups with a grad majority, approach GSC.

    Finboard
    GSC Funding
  • Large Event Fund
    ASA funding for large events held at MIT, open to all students

    ARCADE

    ASA funding for cultural or diversity events held at MIT, open to all students
  • Say yes to good ideas.
    If you have an event idea and you can't fundraise enough to cover your costs, submit an application (.doc) for funding through the Student Activities Office.
  • For student groups that have an instructional or competitive nature, used for league fees, coaches, tournaments, etc. See CSC.

    CSC Training Sheet (.doc)
  • Program provides funding for arts related events. Grant application deadlines and applications available at Council for the Arts Grants.
  • Does your group want to pursue a solution to a real-world problem? Visit the Public Service Center website for more information on public service grants.
  • Cashboxes must be reserved for all events where money will exchange hands. Money must be deposited into the student group account. To reserve a cash box, visit the Programming Assistant in the Student Activities Office.
  • Minor equipment is defined as equipment items with an acquisition cost of less than $3,000. With this change, only computers (including laptops and servers) with an acquisition cost greater than $1,000 and charged to general ledger account 421827 (minor equipment) will be tagged and entered into the property database. All other laboratory, test, office and general purpose minor equipment will not be identified and tagged. The information required to have the equipment tagged by the MIT Property Office for student group ownership: Model Number of Equipment, Serial Number of Equipment, Campus Addresses of where equipment will be stored, and the name and contact information for group member presently responsible for equipment.
  • Submitting a Voucher
  • Supporting Documentation
  • For help with all of your event planning questions from reservations to registration to helpful tips, check out the Event Planning Guide.
  • Virtual EMS

    MIT's online reservation system for CAC and Athletic spaces.
  • Campus Activities Complex

    Provides facility management, logistical support, and vendor services.
  • Event Planning Guide

    For detailed information on all aspects of planning your next event.
  • For vendors who do not require use of a specific contract, use the MIT Standard Contract (.doc).

    For outside contracts, please allow two weeks for signature and payment processing. Please submit payment voucher with all contracts. Never sign a contract or you will be liable!
  • When co-sponsoring an event with a non-MIT organization, be sure to follow the following guidelines:

    1. Publicize on website and campus

    2. Money must be deposited to student group account

    3. Students must coordinate and attend planning meetings

    4. Students must staff event

    Please discuss events using outside organizations with an MIT staff member to adhere to fronting policies.
  • If you are planning an event that may require a strategy for safety, which may include events that involve chemicals, fire, or activities that could cause bodily harm, please contact Environmental Health and Safety (EHS).
  • Publicity options include Domeview, posters, promotional booths, campus publications, and e-mail. For a complete list and guidelines visit Advertising & Promotion.
  • 1. Event attendance over 100

    2. Alcohol is being served

    3. Money will be collected

    4. Over 20% non-MIT attendance

    5. Minors will be present

    6. When working with non-MIT organization
  • Event Registration forms are available in SAO (W20-549) or CAC (W20-500)
  • All registrations require signatures from CAC, SAO, and MIT Police. Certain circumstances will require additional signatures for serving alcohol or for obtaining a City of Cambridge License. Registrations should be submitted five business days prior to an event.
  • Please discuss these events with an SAO staff member. All events where alcohol is served must follow the institute alcohol guidelines, which may be found at Alcohol Guidelines.
  • Entertainment Licenses are required for events providing entertainment and charging admission. ($40)

    Liquor Licenses are required when alcohol will be served at an event. ($55-$120)

    Licenses are also required for raffles, carnivals, and selling merchandise.
  • For microphones, podiums, projectors, sound, and other A/V needs, visit A/V.
  • For MIT catering options, visit MIT Catering.
  • For help with your printing needs, visit Copy Tech.
  • Located in the basement of the Student Center, MIT Police may provide an officer for your event and will determine whether a metal detector will be required for safety. See MIT Police website.
  • An ASA recognized organization, E33 will provide and staff your lighting and sound needs for your event.
  • Invite Tim to show up to your next MIT event! Mascot outfit rental is $25, and you may hire student employees at $20/hr. For application and more info, visit Mascot Rental.
  • The MIT Alumni Office can assist MIT Student Groups with having their organization’s information placed on the MIT Giving Site. In order to do this you need to fill out an Alumni Funding Form and return it to Kerri Mills in SAO. Once she receives the information, she will schedule a meeting with you and then pass the information on to the MIT Alumni Office.
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