The 2026 Outdoor Events Season will run from May 1st - October 31st, 2026. Before considering a quad request, please ensure you have reviewed the Room Scheduling Policy and Guidelines and the HMS/HSDM Campus Use Rules to which all quad requests are subject. 

We suggest you follow the Quad Request Check-list to ensure a smooth outdoor event experience, steps are further detailed in the slide deck available below.

Step 1: Know the Rules - review Room Scheduling Policy/Guidelines, the HMS/HSDM Campus Use Rules to ensure you understand your responsibilities as a requestor and event host.

Step 2: Review Quad Specific Information - outdoor events are very different from indoor events and carry their own set of rules and process, read the Quad policy and the 2026 Outdoor Events slide deck both listed below.

Step 3: Review the Permit & License Requirements - this aspect of outdoor events is the most likely to cause issue and error, make sure you understand the event components that require permitting through City of Boston and the associated timelines BEFORE you choose a date, don't hesitate to reach out with questions.

Step 4: Check Availability - once you've done all of the above, check the HMS Room Scheduling Web App for date availability

Step 5: Submit a Request - once you've landed on a preferred date, submit a request using the outdoor request form, make sure you think about a rain date.

The Outdoor Events Team is here to help, don't hesitate to reach out to HMS Room Scheduling if you have questions or concerns. 

Quad Reservation Policy

The purpose of this policy is to ensure the safe and responsible execution of outdoor events on the Harvard Medical School Quad. This policy outlines the guidelines for internal departments to reserve the Quad for departmental events, the criteria and guidelines associated with use of the space, to ensure compliance with the required City of Boston permitting, and other important information.

Quad reservation is intended for HMS student or department focused events and other events benefitting the entire HMS Community. Any exceptions to this policy will be made at the discretion of Campus Services.

  • This policy applies to use of the Quad only. This policy does not apply to any other outdoor areas on campus.
  • Reservation of the Quad for events, does not imply closure of the entire Quad to other members of the community.
  • The Quad is available only to HMS/HSDM/HSPH departments, a 33-digit billing code is required for each reservation. External organizations or individuals may not reserve the Quad.
  • Brightview, at the behest of the Facilities & Grounds Supervisor, will maintain the grounds while HMS Custodial will manage setup and teardown of any in-house furniture in compliance with the reservation schedule.
  • The intent is to maintain the Quad as the centerpiece of the campus, uphold current ambiance and not damage the Quad or its surrounding grounds. As a result:
    • No organized sporting events may be held on the Quad lawn.
    • Structured tent setups are limited to the major flagship HMS events such as Commencement.

Scheduling

The Quad may be reserved for event use during the outdoor events season, which runs from May 1st through October 31st, through HMS Room Scheduling by internal departments. You may check availability in the EMS Web App.  If you’re desired date is available, please use the following link to make a request: HMS Quad Reservation Request (this link may be temporarily inactive during the off-season).

Availability may be impacted by campus construction projects, which may not be reflected in the scheduling system, but which will be reviewed and reported by the Senior Room Scheduler.

Requests must be made at least 2 weeks in advance for consideration, reservations made less than 2 weeks in advance will not be considered. The Senior Room Scheduler will inform the requestor in such a case. PLEASE NOTE: events that include beer/wine service, amplified music/sound, non-RA catering or food which requires health permitting etc. requires a minimum of 6 weeks’ notice for City of Boston permitting compliance, so please plan ahead, requests without advance notice will be denied related to insufficient time to obtain required permits.

Requests that fall on a university observed holiday will not be considered related to support department labor constraints.

A 33-digit billing code is required at time of request. No other payment types are accepted.

Setup

Final setup requests and layout must be confirmed with HMS Room Scheduling a minimum of 1 week prior to the event to confirm security, custodial and all other services.

In-house furniture will be supplied by HMS Custodial, should needs exceed their inventory you will be directed to an approved rental partners to make arrangements for delivery, setup and removal at the cost of the reserving department. 

Vehicles are permitted on the paved pathways only for drop-off or pick-up. A maximum of two (2) food trucks may remain on the pathway, only if food is being served out of the trucks and are to be located on opposite sides of the Quad for weight distribution reasons. Permitting is required in such an instance, please see below for more information. The reserving department accepts responsibility for any vehicles requiring Quad access. Any damage to the lawn or mulched areas will result in fees to the reserving department. 

AV/Media Services

The quad is not intended for programming requiring heavy audio visual or power needs. In instances where audio would be requested for an event (i.e. microphones, amplification) requests will need to made directly with HMS Media Services for review.

  • Requests for only a microphone and speaker, require a Short Form Permit and 4 weeks’ notice
  • Requests for amplified music, visual display or additional AV to the above, require an Entertainment license and 6 weeks’ notice

Catering

Catering is recommended to be served by Restaurant Associates as a result of kitchen proximity, campus familiarity and confirmed appropriate licensure and permitting however you may utilize external caterers, for food and non-alcoholic beverage service. The requesting department is responsible for working with HMS Room Scheduling to ensure appropriate licensure and permitting is in place as required by the City of Boston.

If beer/wine is intended to be served, you are required to use Restaurant Associates who hold the required 12-C Caterer's License through the State of MA and who will fulfill the required reporting obligations thereof.

An HUPD detail is required for any reservation with beer/wine service, this will be arranged by HMS Room Scheduling at the cost of the reserving department. 

City of Boston Permitting Requirements for Outdoor Events

Anyone hosting an outdoor event on public or private property needs to submit a Special Event application. An application is required whether the event is free or ticketed, open to the public or invitation only. To hold an event outdoors on the Quad, HMS Room Scheduling will need to get permitted through several departments within the City of Boston, as a result the minimum requirement for submission of request is 4-6 weeks depending on the level of need. (Source: COB Permitting)

HMS’ embedded dining vendor, Restaurant Associates will take care of the catering and beer/wine permitting requirements on your behalf in instances where you cater through them. For outdoor events you are required to use Restaurant Associates for beer/wine service related to the complexity of the requirements around alcohol service outdoors, exceptions may be made for caterers holding a valid 12C Caterer's License through the State of MA. 

In all below instances, HMS Room Scheduling will coordinate the required applications and materials on the reserving party’s behalf and submit to the City of Boston who require a single point of contact at the school. The reserving party will be responsible for obtaining required documentation from outside vendors. For these reasons, time limits noted below are strict. 

Common event inclusions that require permitting or licensure at the city level:

Using an outside caterer (not Restaurant Associates, no permit fee associated) requires a Health Permit (can be part of entertainment license or standalone, $30-$50) – caterer must be approved through City of Boston and supply the following to HMS Room Scheduling:

  • Health Certificate
  • Caterer's License (if applicable)
  • Fire permit (in the case of Food trucks)

If looking at Food Trucks, there is a max of 2 allowed on Quad and this will carry Temporary Food Service Permit requirement ($10-$40), organizer is responsible for obtaining above documentation and submitting to HMS Room Scheduling within time requirements. Food trucks also carry the requirement of Fire Detail, this runs approximately $340 per firefighter, per event at a minimum. BFD will confirm the number of details required based on event details.

Beer/wine service (due to the nature of the requirements for outdoor alcohol service, you are required to use Restaurant Associates for this service, they carry a 12-C License from the State of MA and will take care of the reporting requirements). Beer/wine service, if combined with other elements, may require an entertainment license submission ($125), at minimum 6 weeks out from the event date and will require the following:

  • Application (supplied by room scheduling)
  • Event Flyer or promotional information
  • Site plan or floor plan indicating alcohol service and consumption area
  • Security and Operations Plan
  • HMS Certificate of Insurance (supplied by Room Scheduling)
  • HMS Evidence of Insurance letter (supplied by Room Scheduling)
  • HMS Workers Comp letter (supplied by Room Scheduling)

Amplified sound requires short form permit ($20-$50) – Notice = 30 days unless combined with an entertainment license then 6 weeks

AV rigging or visual component, live amplified music, stage (under 18” high, over 18” not permitted), food trucks (need to select trucks already approved by city of Boston, cityofboston.gov/foodtrucks), carnivals, live animals requires an Entertainment License ($125)  - Notice = 6 weeks

  • Application
  • Event Flyer or promotional information
  • Site plan or floor plan indicating location of all elements
  • HMS Certificate of Insurance (supplied by Room Scheduling)
  • HMS Evidence of Insurance letter (supplied by Room Scheduling)
  • HMS Workers Comp letter (supplied by Room Scheduling)
  • Health Certificates and fire insurance for all food trucks/purveyors/vendors

Other items that may force an entertainment license for consideration:

  • Pop-up Tents over 10’x10’ or 10x10’ groupings
  • Lawn games
  • Dancing/performers
  • Karaoke
  • Organized athletic demonstration
  • Projectors or TVs
  • Generators
  • DJs
  • Carnival style games
  • Enclosed spaces with fencing or gates

Pricing for all permitting is dictated by the City of Boston and subject to change at their discretion. HMS Room Scheduling will chargeback the reserving department accordingly to the coding supplied at time of request. 

With questions, please reach out to Devonne Countryman-Monteiro, Campus Services Manager and the City of Boston event permitting liaison at HMS. 

2026 Quad Request Information Deck

For detailed information on submitting a quad request for the 2026 outdoor season (May 1 - October 31, 2026) and a helpful check-list, the 2026 HMS Quad Request Information Deck is available for download: