Before the Event
In-Person Events
Below are guidelines and resources to help you start thinking about and planning your event.
Remember to partner with your Event Consultant early on!
- (Off-site events) Begin venue search with support from your Event Consultant. Keep in mind that many of New York City’s iconic venues book at least one year in advance. Read more about NYU’s insurance requirements, purchasing policies, and event contracts.
- (On-site events) Submit your room requests online through Stern’s Event Management System (EMS); Once your reservation has been approved, log into EMS to submit requests for catering services, room setups, and A/V needs. Catering and room setup requests must be entered 10 calendar days before the event. A/V requests must be submitted no less than 3 calendar days prior to your event and preferably 7 days before.
Important Note: Before requesting space in EMS, be sure to read Important Tips and watch your email for important facility updates! - Review the Event Planning Checklist with your Event Consultant.
After completing the steps above, make sure you have the following in place:
- (Off-site events) Finalize venue contracts (countersignatures, Certificate of Insurance, Purchase Order, etc.)
- (On-site events) Confirm your granted room reservation(s) in EMS, as well as your submitted service requests (room set-up, catering, AV). Ensure your reservation has been "approved" and not "in process." See your Event Consultant for more details.
- Be sure to double-check dates, times, location, guest count, final pricing, etc.
Virtual Events
- Due to space constraints, please continue to consider virtual options for events and gatherings that are well suited to Zoom. As a reminder, please inform your Event Consultant of virtual events to update the School’s central records, and reach out to the Classroom and Event Technology Group (CETG) for tools and tips.