Floor Rep Program

Eastgate Floor Rep Program

Would you like to:

Know your neighbors better?
Enjoy small-scale events with your neighbors?
Consider becoming an ECA Officer in the future?

Why not become a Floor Representative?

Simply suggest events that you and your neighbors may enjoy.
Have a good time, and make new friends.
Eastgate will provide some help, tools, and funding.

What do Floor Representatives get?

Floor Reps are automatically entered into monthly raffles for movie tickets, gift certificates, and more!
Spots for Eastgate's most popular events are reserved for Floor Reps, who can sign up before they are opened to the rest of the community.
Residents who would like to become Eastgate Executive Committee officers are strongly encouraged to become Floor Reps.

For every two floors in Eastgate, we would love to have one family volunteer to be the "Floor Representative" for that floor and an adjacent floor. It's not a lot of work, and it's guaranteed to be a lot of fun!

What's Involved

Host small-scale events

Floor representatives are encouraged to host small-scale events with other neighbors on their assigned floors (typically their own plus an adjacent floor). For example, neighbors could get together in the Eastgate lounge to enjoy free food together. Or maybe watch a video together. Some floors periodically have group outings around the campus, etc.
Each Floor Rep receives $100 per year for floor events (see the note below on what can be reimbursed). If you have a great idea for an activity idea, but expect that it will cost more than you can afford from your Floor Rep fund, you can apply for ECA Sponsorship if you are willing to open your event to the entire Eastgate community. Click here for more information.
Floor Reps can host floor events in the Eastgate Lounge for free (see notes below).

Come to Town Hall meetings

Floor reps are encouraged to come to Eastgate's monthly Town hall meetings, so that they can bring up issues that concern them (and their floor) and stay informed of the latest developments and issues at Eastgate.

Appointed as Floor Fire Marshall

Floor reps are automatically appointed as the fire marshal for that floor.
You should be familiar with the emergency staircase exits and report anything unusual to the building fire marshals, at eastgate hyphen gc [at] mit (dot) edu

How to Plan an Event

Pick an activity

If you're looking for ideas, check out the list of activities in the Eastgate Compendium.
Things to consider: Kids welcome? Kid-specific?

Consider potential times and locations

Tip: Floor events can use the Eastgate Lounge for free. (In order to reserve the lounge for free, please, make your reservation with an MIT student's certificate. You will still need to reserve the Lounge ahead of time.)

Identify your expenses

Each floor rep can spend $100 every year on floor events, but be aware that not all items you purchase may be fully reimbursable.
Due to MIT policies, we cannot reimburse you for alcohol expenses, and we also cannot repay you for the tax portion of your expenses.
MIT is a non-profit organization: When purchasing supplies for an MIT event, some large stores (e.g. Target) will allow you to use MIT's Tax Exemption Form (MIT certificates required for download) to avoid paying the tax.
A community Costco Card is also available to the Floor Reps via the Social Chairs (eastgate hyphen frp [at] mit (dot) edu).
If you have any questions, speak to the Social Chairs (eastgate hyphen frp [at] mit (dot) edu) about tax exemption for your particular event.
Be sure to save all itemized receipts for reimbursement (simple credit card slips aren't sufficient).

Advertise the event (and ask for volunteers if needed)

You can print out a poster and post it near the elevator button on your floor. (Click here to view a sample poster)
You are also encouraged to use the board opposite the elevators to advertise floor events.
Write down your event announcement (or ask for event ideas) on your whiteboard (every Floor Rep gets a small whiteboard).
You’ll get better turnout if you ask people to sign up in advance. If the event requires participation fees, collect them in advance to reserve spots!

Carry out the event, and have fun!

Frequently Asked Questions

How often are events usually organized?

Typically, Floor Reps plan one event per semester. However, some Floor Reps choose to organize a card/board game night once a month or a reality show club every week. These events don't cost any money, and the neighbors become good friends after a year. It's totally up to you!

How do I let people know I'm the new Floor Rep?

First choose a few possible events that you'd like to do. (Many Floor Reps organize a "free dinner" as the first event.) You then knock on each door to introduce yourself and ask them to choose what events and what time would work for them.
Each Floor Rep will get a writable whiteboard: you can attach it to your door, or to the elevator area. It's a great place for you to make announcements, and it also lets your neighbors write down their general comments.
Each Floor Rep administers a mailing list with all residents on their respective floors. Some Reps use the list simply to announce events, others moderate ongoing floor discussions.

How do my neighbors contact me?

Whiteboard: You can encourage your neighbors to write down complaints, suggestions, and questions on the whiteboard.
Email or Phone: Residents should be encouraged to shoot you an email with event ideas or issues for the Reps to raise with EEC.
Please come to the monthly town hall meeting and bring up your neighbors' concerns or complaints: if there are issues, the community as a whole may be able to help.

What events should I organize?

You could simply ask your neighbors what they would like to do. Or you can choose an event from the list of activities in the Eastgate Compendium.

I've bought food and other things for the floor party. How do I get reimbursed?

Immediately after the event, click here to fill out the Floor Rep Reimbursement Form with all required information (date, location, budget, attendance, and improvements for the future).
Be sure to keep all your receipts - After the Reimbursement Form is submitted, put your receipts into an envelope labeled Floor Rep Event with your apartment number on it, then put it in the drop-box outside the Treasurers' apartment (22B).
Note that, due to MIT policies, we cannot repay you for alcohol costs, and we cannot repay you for the tax-portion of your expenses (see above).

What can I use or borrow?

Games: Currently, Eastgate has 3 games: Cranium Turbo Edition, Taboo, and Guesstures. You can borrow them by e-mailing eastgate hyphen video [at] mit (dot) edu.
Bicycles: You can rent bicycles from Eastgate through the Bike Rental Program (and claim reimbursement for one-day rentals from Floor Rep funds - make sure you note that it is a floor event on your reservation)
Movies: You can borrow them from Eastgate's Movie Library.
Zoo Pass: You can borrow Eastgate's pass for a free trip to Franklin Park Zoo for all the residents on your floor!
Eastgate Lounge: as a Floor Rep, you can host floor-related events up to three hours in length in the Eastgate Lounge for free.
- When you reserve the lounge, just make sure you specify that it is a Floor Rep Event and make your reservation with an MIT student's certificate. The system will automatically recognize your username and authorize the event without further approvals.
- You can also access the CD player, and the karaoke machine in the lounge at no additional cost.
- If you want a longer party, or access to the Nintendo Wii, the additional costs can be paid for from your Floor Rep budget.

I had a great event, where can I share my story with other Floor Reps?

After a successful event, please post your ideas in the Floor Rep section of the Eastgate Compendium so that other Floor Reps can use your ideas for their activities!