SOCIAL HOUR HOSTING CHECKLIST

Timing: Fridays from 4:45-6:00 PM

Location: NRB 1031 

Contact: Shannon_Haas@hms.harvard.edu for guidance.

PRIOR TO EVENT

  • ORDER FOOD (host lab plans – no department staff involvement) 
    • Your lab will be reimbursed up to $500 for food & items purchased from a catering service or grocery store.
    • Labs are responsible for supplying paper plates, napkins, plastic cutlery and serving utensils if needed.
    • Delivery and service fees are considered part of the $500 budget.
  • BEVERAGES WILL BE ORDERED BY SHANNON (nothing for host lab to do)
    • A mix of beer, wine and non-alcoholic beverages will be supplied by the departments.
    • NO hard alcohol allowed as per HMS policy.
  • GET INFORMATION FOR KEY PICK UP 
    • Contact Shannon_Haas@hms.harvard.edu to obtain the key to the NRB 1031 closet.
    • Closet is located in the NRB 10th floor kitchen area; closet houses beverage fridge, ice bins, tables, etc.

BY TUESDAY 

  • SEND FLYER TO Shannon_Haas@hms.harvard.edu
    • Flyer must include “Microbiology and Immunology Social Hour” along with date, time (4:45pm- 6:00pm), location, and name of host lab(s).
    • Flyers will be posted by Shannon on department bulletin boards only if received on time. Do not post on your own.
    • Flyers are subject to review by department administrators.

ON FRIDAY

  • SET-UP by 4:45pm
    • Collect supplies from storage closet in the NRB 10th floor kitchen area (lockbox next to closet door)
      • Beer, wine, and non-alcoholic drinks [8-10 cases (96-120 units) alcohol and ~3 cases (36 units) non-alcoholic.] Do not take drinks/food designated for other groups (these will be labeled).
      • Gray trays and/or blue bin for icing beer (ice machines found on all floors)
      • Beer & wine openers and “under 21” signage
    • Arrange food and drinks on tables.
    • Put sign “If you are not 21 years old you may not drink beer or wine at this gathering” on table with alcohol.
    • DESIGNATE one or more “Beer and Wine Monitor(s)” who will be stationed next to the alcoholic beverage service area to watch for consumption by persons who are visibly intoxicated or who are under 21.
    • Give closet key (or lockbox code) to lab members responsible for clean-up.
  • CLEAN-UP at 6:00pm
    • LEAVE NO TRACE: All garbage, recycling, and supplies must be in trash bins or removed from area. Do not overfill trash bins. 
    • Return department items to storage closet in the NRB 10th floor kitchen area
      • Beer icing trays/bins (please dry before stacking)
      • Beer & wine openers and under “21” signage
      • Any unused cups, paper plates, cutlery, etc.
    • Do not leave leftover food in the refrigerators.
    • Put leftover alcohol and non-alcoholic beverages back in the storage closet for the department to use.
    • Your lab will be charged if you do not return the key.

POST EVENT