Current GSD Staff, Faculty, TAs or Student Group Liaisons can request space online via SERT (Schedule Events, Rooms, and Technology).

You will be prompted for details of your request, including date, time, title, and requested rooms, as well as billing information for any fees that may apply, and text and images for the event website (if it will be posted to the GSD Online Calendar). Completed requests are reviewed weekly, on Tuesdays. We recommend submitting your request at least two weeks in advance.

Once your proposal has been reviewed, a room will be placed on hold pending confirmation of the conditions of reservation.

You will receive an email summarizing conditions of the reservation. Such conditions may include: Specific A/V services to be provided; Charges that will apply for presentations and custodial services; Other issues as noted.

A reservation will not be confirmed until the organizer has acknowledged these details and committed to them as conditions of the reservation.

All student groups who wish to plan events not previously submitted with their group budget proposal must discuss their intentions with the Student Forum Student Groups Chair before a room reservation will be confirmed, and may contact Erica George, Coordinator of Student Activities and Outreach, for advice and assistance.

Questions? Email rooms@gsd.harvard.edu.

For instructions on how to plan a public event at the GSD, see event planning instructions for faculty and staff or event planning instructions for students.

Room Usage Policy

In recent years, the GSD has seen rapid growth in population with little increase in square footage. Due to this space limitation, the GSD community has to adhere to ground rules surrounding room usage in order to lead to the overall best use of this important resource. In order to guarantee that the school represents itself with a unified message, GSD Building Services enforces the following:

Any GSD affiliate is allowed to use GSD rooms. Rooms must be officially reserved via the online portal SERT (sert.gsd.harvard.edu) or through an email to Building Services (rooms@gsd.harvard.edu).

Academic courses, studio reviews, and official public events are the first priority for room usage.

Courses do not end until 6pm, therefore evening events must adhere to a start time of 6:30pm or later to ensure an audience and resources to be available.

Only one public event can be scheduled on any given night. Any proposed events in conflict, will be denied. Check availability at gsd.harvard.edu/events

Rooms that require furniture setup (112, Porticos, and Piper) or any event with food, will incur custodial charges when booking the space. Please see the GSD Custodial Policy for details.

All unlocked lounges and classrooms Gund 505 and 518 may be used by students after hours with no notice or reservation.

Last minute shifts in room allocations can happen at any time due to a decision on best use by the administration. This means that all room allocations are subject to change at any time. (Every effort will be used to avoid this with high profile events.)

Any reservations, more than a semester in advance, must be submitted through the Master Calendar tool in SERT or made via email to calendar@gsd.harvard.edu . These are approved by a Master Calendar Committee and are particularly tentative until the academic calendar, course allocations, studio meetings, and events calendars are finalized.

Tips

There is a high volume of studio reviews on Tuesdays-Thursdays 1pm-6pm, and some scheduled without advance notice. Avoid requesting rooms, specifically first floor rooms, during this time as to avoid changes to your reservation.

Consult the academic calendar to look for down time in academic demands, such as, weekends, school breaks, and studio travel weeks, when more rooms are available.

In general, the more rooms you require, the higher the chances are that one or more of those rooms will be changed at the last minute due to high demand. We suggest for large conferences to limit your use of Gund Hall rooms and look for other locations for meals or other segments of the event that could have equal success off-site.

If requiring a room on the first floor of Gund, custodial charges do not apply to lecture style space, such as 109, 111, and 124, which are ideal for large lectures.

Consider moving event meals and receptions off-site as we do not have a dedicated catering space.