For student organizations
Reserve a table, meet everyone
Hosting a table at Grad Fest is the single best way to put your organization in front of graduate students from all twelve schools on one afternoon. Tables are free, and space is limited to roughly 40 organizations.
- Sign-ups close
- Sat, Sept 12
- Event
- Fri, Sept 18
- Where
- Tercentenary Theatre
- Cost
- Free
One form per organization. Closes Sept 12 at 11:59 PM.
How to participate
Four steps, no email required
Everything happens through the sign-up form and this page, so you should not need to email us at any point.
Submit the sign-up form
One form per organization. You will tell us your org name, school, a contact, how many people will staff the table, and any accommodations you need. Takes about three minutes.
Receive your table assignment
We email your confirmed table number, a Yard map and load-in instructions to the contact listed on your form.
Set up
Arrive during the setup window in your confirmation email, check in at the info tent, and find your table. Tables and chairs are already in place.
Meet the whole university
Staff your table for the event, then pack out everything you brought. That's it.
What's provided
What we bring, what you bring
We provide
- One 6 ft table with two folding chairs
- A printed table sign with your org name
- Your location on the event map shared with attendees
- Water station access for your volunteers
- Waste and recycling service throughout the Yard
You bring
- Banners, tablecloths, flyers, sign-up sheets, swag
- Your own tape, clips and weights, it can be breezy
- At least one person at the table at all times
- Everything you set up leaves with you at pack-out
Yard rules that catch people out: nothing may be attached to any building, no balloons or confetti, no alcohol, and any food you hand out must be pre-packaged and commercially sealed.
Frequently asked
Read this before emailing
With more than 500 organizations invited, we cannot reply individually to questions answered here.
Who can host a table?
Any recognized student organization at one of the twelve Harvard graduate and professional schools, including university-wide organizations that span more than one school.
Does it cost anything?
No. Tables are free. HGC covers the space, the sound and the setup.
Can two organizations share a table?
Yes. Submit one form, and put both organization names in the org name field so the printed table sign is right.
We missed the Sept 12 deadline. Can we still join?
Email gradfest@hgc.harvard.edu. We keep a waitlist and release tables as organizations drop, but we cannot promise anything after the map is printed.
Is electricity available at tables?
No. Plan for battery power. Sound and power in the Yard are reserved for the stage.
Can we sell things or collect dues at our table?
No sales at Grad Fest. You can collect names and emails, and follow up with your own sign-up or payment process afterwards.
Can we hand out food or drinks?
Only pre-packaged, commercially sealed items. Nothing homemade, nothing portioned on site.
How should we promote our table?
Send your listserv, post your table number once you have it, and tell people where in the Yard to find you. Attendees get the map in advance, so a table number travels well.