Office of Special Events | Events with a 3rd Party

Stern does not rent space to external (non-NYU) groups, but events with a 3rd party may be considered. Stern departments, centers, initiatives, and student organizations that are teaming up with an NYU (non-Stern) or an external 3rd party to host an event on-campus will be asked to respond to a brief five-point questionnaire:

1. Name of the Stern vice dean, department chair, or center director who has agreed to the following in writing: 
   1. Commitment of resources to planning and executing the event (at a minimum, administrative support) 
   2. Significant participation in and benefit to at least one of the following Stern populations: faculty, students, staff, alumni 
   3. Agree to the roles and best practices outlined below 
2. Event Ownership: Who is the Event Owner* + Administrative support POC? (*Stern full-time faculty or administrator, director level or above, with overall accountability, PLUS a current Stern employee who will serve as the official point of contact)
3. Third Party: Who is the external 3rd party and/or NYU group and what is their role? 
4. Audience: Estimated number of attendees; describe their affiliation 
5. Objectives: What do you and your key stakeholders hope to accomplish? Will you charge admission for this event? If so, is it cost recovery or revenue generating?

The School’s Advisory Council on Events will review your responses before space is confirmed in EMS.

Role of Internal (Stern) Department / Center / Initiative / Program:

• Guiding event planning and logistics
• Attending the event on-site and available to troubleshoot
• Liaising with NYU resources and services, including Special Events, Classroom and Event Technology Group (CETG), Campus Safety, Public Affairs, Stern Studio, Photo Bureau, Corporate Relations 
  • Important Note: The 3rd party is not able to manage external guest access through JRNY
• Managing all event-related costs / vendor payments (must provide chartfield) 
• Vetting financial sponsors, co-hosts, or additional stakeholders
• Reviewing installations (signage, lighting, rentals) with Special Events and NYU Facilities for pre-approval
• Previewing use of NYU/Stern logos and branding w/ Public Affairs support, as needed

Responsibility of External (non-Stern) 3rd Party:

• NYU events are required to use NYU-approved vendors (with NYU named on insurance policy) and adhere to NYU guidelines
• NYU events must adhere to fire code / capacity limits 
• The 3rd party must agree to a cost-recovery model 
• The event needs to be in service of Stern's mission and therefore needs to serve a Stern audience, at least in part

IMPORTANT NOTES:

• Previous occurrences of an event do not guarantee that an event will be approved in the future.
• Activities that generate income and that are unrelated to the exempt function of the organization can jeopardize its 501(c)(3) tax-exempt status.  
• Agreements that are made without formal approval may be abrogated at the Dean’s discretion.