As we strive to enhance our services and accommodate the growing needs of our diverse community, we’d like to announce an updated reservation policy at the Joseph B. Martin Conference Center.

Beginning in February 2024, we are expanding on the priority reservation system to better serve our internal departments’ programmatic and service level needs. From July to November each year, HMS Office of External Education will continue to have exclusive access to reserve space at the Martin Conference Center for the following fiscal year. This dedicated period will allow OEE to plan and organize their events with ease. Beginning December 1st each year, availability will open to non-HMS Harvard programs, affiliated teaching institutions and external third parties.

Charges related to support of space use, Audio Visual and other ancillaries (i.e., security, parking, HUPD) continue to apply to all reservations at the Martin Center. The Martin Conference Center team will be able to supply current pricing and availability.

Please see below for additional policy details:

  • Rates for event support (includes pre-planning assistance, room setup, room teardown, live event support, custodial/houseman services) follow a multi-tier model with HMS Teaching Affiliates receiving a 20% discount, Harvard (non-HMS) receiving a 30% discount and HMS receiving a 50% discount off market event support rates.
  • Audio Visual packages are customizable based on the space in use, the required technology and associated labor and can be quoted by the Conference Center team.
  • Restaurant Associates remains the contracted caterer in the Martin Conference Center space and will assume responsibility for all special licensure and staffing required for your event, outside catering is prohibited.
  • No catering minimums apply for Harvard programming taking place Monday-Friday, catering minimums will continue to apply for HMS Teaching Affiliates and External third parties at all times as well as for any weekend/holiday reservations requiring the opening of the kitchen.
  • Rates for event support are based on a half day (7am-12pm or 1pm-6pm) or full day basis as relates to required labor and support.
  • Use of space outside of operating hours: M-F, 8am-5pm may incur additional labor charges at the discretion of the Conference Center Team and M-F, 7am-7pm will incur additional security charges to be quoted by the Conference Center Team.
  • Events falling on the weekend or on a Harvard holiday will incur additional labor charges including but not limited to event support, AV, custodial/houseman, parking and security, front/back of house catering staffing, etc.
  • The Bray Lecture Room has been designated as a complimentary meeting space for HMS programming. This amphitheater style space has 74 seats with lapdesk support. Please refer to the CCHM Bray Reservation Policy below for more information.
  • If another group has a room that you desire, you may not use your access to approach others who hold room reservations. All correspondence related to reservations should go through the Conference Center office to handle conflicts and cancellations/moves which will be dictated by your contract and managed at the discretion of the Conference Center office.
  • For questions regarding outdoor space at the Martin Center, please refer to the CCHM Outdoor Space Policy below.

In all instances the Conference Center team is available to work with you to plan and execute an event with the high level of service and production value that you are accustomed to in the Martin Center.

Use of Campus Space for Event, Program or Activity Hosted by an External Third-Party Organization

An external third-party event, program or activity hosted by an external third-party organization is defined as one that is promoted, executed and paid for by an unaffiliated external organization or association that requests use of HMS facilities or other amenities for its program. The event is considered an external event, regardless of whether HMS students, faculty or staff have an interest in participating or attending.

External third parties must adhere to the following policies and procedures to access HMS space:

  • Enter a signed contract with the Joseph B. Martin Conference Center
  • The signed contract and associated deposit must be on file before any external third-party event can take place on campus.
  • Comply with policies related to the HMS Use of Name Policy as laid out in the signed contract. Any abuse of this policy will result in termination of the contract and inability to use the Martin Center.

Joseph B. Martin Conference Center Bray Room Reservation Policy

The Bray Room (Room 109, 4 Blackfan) is a 74 seat theater style lecture hall with multilevel graduated seating.  The 74 seats have attached flip desks.  The podium is oriented stage right with basic AV capabilities including projection and sound built in.

 

Availability:  The room is available to Internal (Quad-based) Harvard Medical School programming and activities for the purpose of advancing the school’s mission.  Priority is given to HMS programming by way of first right of refusal to the space for dates 180 days out and beyond.  Within a 180-day timeframe, the Bray Room will be made available Monday through Friday 8am–5pm, excluding federal, state and university holidays to affiliate and external clients for reservation. For requests outside of the M–F, 8am–5pm timeframe, please contact the Martin Center Conference office; fees may apply in order to provide appropriate services.  To accommodate the needs of, and provide equitable access to our community, recurring weekly and/or monthly meetings will not be accommodated in the Bray Room or any other Martin Center space.

Scheduling:  To book the Bray Room, email the Martin Center conference office.  Internal (Quad-based) Harvard Medical School departments can book the Bray Room and basic audio-visual package at no charge. The start and end times of a booking in the Bray Room are precise. Other reservations may be affected if you do not build sufficient set-up and breakdown time into your request. You will not be able to infringe upon the reservations of others by attempting to access the room earlier than your reservation or stay later than your reservation.

Audio/Visual:  For internal (Quad based) Harvard Medical School departments there is no charge for using the installed AV systems in the Bray Room.

Any ancillary equipment requested that is not built into the room is billable at the standard applicable rates. Set/strike and troubleshooting assistance are included; requests for staffed events will incur standard labor charges.

There are chalkboards and whiteboards mounted behind and available on either side of the screen; chalk, dry erase markers and erasers are provided in room.

Ancillary Space:  There is no pre-function space outside the Bray Room. One 6ft registration table with 2 chairs and floor-length linen can be provided in the 4 Blackfan East Lobby underneath the paintings. At present there is no option to provide power to the registration table.  Food and beverage is served inside the room on the newly built credenza; there is no option to serve food and beverage outside in the hallway or surrounding areas for egress reasons. You may reserve alternate space for a seated meal service, fees do apply to such an addition and are required order through Restaurant Associates. Your planner will work with you to coordinate program details.

 

Food and Beverage:  Catering is provided by Restaurant Associates.  This caterer is on-site; takes care of delivery, setup, service throughout, clean up post event and will work with budgets and dietary restrictions of all kinds. Refreshments or food from an outside vendor are not permitted from a food safety and liability perspective. Contact the Restaurant Associates catering office at (617) 432-7070 or  ra_catering@hms.harvard.edu for menus, to make arrangements and/or with questions.

Joseph B. Martin Conference Center Outdoor Space Policy

1. PURPOSE

The purpose of this policy is to describe the reservation procedures/protocols to be followed and the associated details relevant to the outdoor spaces in and around the Martin Center.

2. INTRODUCTION

This policy outlines the method by which reservations can be made, overview of costs associated, and restrictions related to each space noted in scope. The Martin Conference Center reserves the right to alter the existing policy with no less than 30 days’ notice.

3. SCOPE

Space:

This policy applies the use of the following outdoor spaces associated with the Martin Center:

  • NRB Front Patio (located in front of NRB, abuts Avenue Louis Pasteur)
  • NRB Interior Waterfall Courtyard (located within the NRB on the Ground Level, does not include the upper level adjacent to Elements Café)

The Zen Garden located on the 1st floor and across from the Bodyscapes gym, is neither owned nor managed by the Martin Center or HMS and is not a reservable space. It is an informal gathering space and shared amenity between the property owners of NRB and 4BC and the occupants.

The Blackfan Triangle Lawn located on Blackfan Circle and across from the CLS Building, is neither owned nor managed by the Martin Center or HMS. Any requests for formal use should be sent to fourblackfanfacilities@cwservices.com

 

Reservation:

Due to the proximity of both spaces to the Amphitheater and Ground Floor Lobby, neither space will be reservable for a separate event on any date where the Amphitheater and/or Ground Floor Lobby has been reserved.

For availability and pricing of either space, contact the Martin Center Office 617-432-8990 or via email to Alwyn_Thomas@hms.harvard.edu

 

NRB Front Patio specific:

  • The NRB Front Patio is intended to provide outdoor seated dining options to the Harvard Longwood community for breakfast and lunch. Additionally, this space has proximity to the Boston Latin High School and the heavy traffic generated on Avenue Louis Pasteur in the morning and at the close of their school day. For both reasons this space is not reservable before 3pm and service of any alcohol may not begin before 4pm.
  • Due to the main entry/exit points in and around this space, no event will be allowed to obstruct either the entry or exit way of the building. A security guard will be required to ensure the maintenance of clear entry/exit to/from the building, arranged by the Martin Center at the expense of the reserving department. Please note, there is a 4hr minimum required for any guard posting.
  • The NRB Front Patio is outfitted with approximately 42 tables and 92 chairs maintained by HMS Groundskeeping. Use of this space requires use of this furniture, there is no option to remove this furniture; however, you may work with the Martin Center to arrange it in such a way that supports the event goals, and it may be supplemented with hightops and catering tables as needed. As a result, this space is not conducive to seated/plated meals.
  • The planters located on the patio are unable to be moved.
  • The HMS property line extends only to the sidewalk. From the sidewalk to the street is City of Boston Property and is subject to City of Boston rules and regulations. The Food Truck parking spaces located on Avenue Louis Pasteur are part of the City of Boston food truck lottery program and are assigned through that program. For that reason, those spaces are not reservable or useable by events, if a non-lottery food truck is parked in one or both spaces and a lottery bound food truck arrives for their service, the non-lottery bound food truck is subject to ticket and tow. For more information, please visit the City of Boston Food Truck Lottery Page
  • Catering is supplied by Restaurant Associates in this space. An HUPD officer is required for any alcohol service in this space; requires a 4hr minimum. Open flame and solid fuels (charcoal, woodchips, fuel pellets) are NOT permitted in this space.
  • For the safety of your guests, events in this space will be held to a maximum capacity of 250ppl, any event with over 200ppl will be required to have a 2nd security guard on-site.
  • The patio sits on top of a very sensitive waterproofing membrane above the parking garage and as a result no structural tents of any kind may be erected in this space.

 

NRB Interior Waterfall Courtyard specific:

  • The NRB Interior Waterfall Courtyard is intended to provide outdoor seated dining options to the Harvard Longwood community for breakfast and lunch. For this reason, this space is not reservable before 3pm.
  • The NRB Interior Waterfall Courtyard is outfitted with 8 tables and 32 chairs maintained by the Martin Center and HMS Groundskeeping. Use of this space requires use of this furniture, there is no option to remove this furniture; however, you may work with the Martin Center to arrange it in such a way that supports the event goals, and it may be supplemented by hightops and catering tables as needed. As a result, this space is not conducive to seated/plated meals.
  • Catering is supplied by Restaurant Associates in this space. Open flame and solid fuels (charcoal, woodchips, fuel pellets) are NOT permitted in this space.
  • For the safety of your guests, events in this space will be held to a maximum capacity of 75ppl.
  • No structural tents of any kind may be erected in this space.
     

Requests for Audio Visual should be made through the Martin Center Office and quoted accordingly. Please note that both spaces are limited in audio visual capabilities because of available power.

Requests for Catering should be made through Restaurant Associates and quoted accordingly.