Knowledge Base

Co-Sponsored Events

When a Tandon department agrees to work with an external organization to co-sponsor an event, the sponsoring Tandon department agrees to serve as the owner of the event and is the responsible party for coordinating campus services. The Tandon sponsor is expected to be involved in all aspects of the planning and must be in attendance at the event to manage the onsite needs.

When agreeing to co-sponsor an event, assess how the event and partnership provide benefit to the school and align with the mission of your department. As it is our priority to support activities for the Tandon community, ensure the event provides opportunities for Tandon audience participation.

Campus Safety

Campus Safety is available to provide additional support to events. Events serving alcohol, events with high attendance, outdoor events, and events involving VIP guests or speakers should reach out to Campus Safety for further consultation. Review the Campus Safety Event Staffing FAQs for additional guidance.

To request, complete the Campus Safety Security Staffing Request form. Contact CampusSafetyLink@nyu.edu for further assistance.

Registering Visitors

All visitors external to NYU must be registered in JRNY, NYU’s visitor management system. Register visitors through the Access Request Form. The form allows you to register guests across multiple buildings, and provides a bulk upload feature to register multiple guests at once. For more information, visit Sponsoring Visitors.

Events with a high percentage of external guests are advised to request a check in table to be set up in the building’s lobby. Building lobbies are available to reserve through the Virtual Event Management System (VEMS). Distributing name badges or other credentials is recommended for visible identification. To facilitate guest entry into the building, reach out to Event Services by sending an email to tsoe-events@nyu.edu to arrange a memo for distribution to the Campus Safety desks.

External Vendors

External vendors hired to provide on site services for your event must carry the appropriate insurance coverage and name NYU on the Certificate of Insurance. Visit NYU FinanceLink for more information on insurance requirements, purchasing policies, and contracts. For additional consultation, contact TandonFinanceOffice@nyu.edu.

If loading dock access is required for vendor load in/out, a loading dock access request must be submitted to NYU Client Services Center at contactcsc@nyu.edu. Vendors are considered external visitors and must be registered as vendors in JRNY. Visit Facilities & Operations Services for more information.

University Policies

Event organizers are responsible for reviewing and taking steps to align with university policies as they may apply to individual events.  

• Substance Abuse and Alcoholic Beverages
• Protection of Minors on Campus
• Compliance and Risk Management
• Interaction with Government Officials
• Use of University Facilities

Visit the University Policies and Guidelines database for an expanded list of policies.

Emergency Preparedness

Media Services provides AV support to Tandon event spaces. Requests for AV equipment and support are collected at the time of booking through VEMS. AV requests should be communicated at least one (1) month prior to the event date, and finalized no later than one (1) week prior.

Visit Media Services to learn more about the available services. To schedule an AV consultation, email tsoe-av@nyu.edu.

Guest Wi-Fi is available to request for individual campus visitors and for events with many attendees. Wi-Fi for large events can support up to 999 logins on a single guest account. Submit a request to AskIT@nyu.edu.

The NYU Client Services Center serves as an immediate point of contact to respond to your facility needs. To report issues involving temperature, malfunctioning lights, or unpleasant odors, contact NYU Client Services at 212-998-1001 or contactcsc@nyu.edu.

To report issues with event furniture setup or event space lockout, contact NYU Client Services and reference the work order task (WOT) number provided in your event setup confirmation email shared by Event Services.

Notify Event Services at 646-997-3200 or tsoe-events@nyu.edu when an issue is reported to Client Services for further escalation.

NYU Plated is the recommended vendor for on-campus catering services. For small orders, the Corporate Seamless Account is also a convenient option.

When planning catering for your event, consider the dietary restrictions of your audience. Utilize an event registration form to collect dietary restrictions in advance and work with the catering team to ensure your menu aligns with the diverse needs of your audience.

In addition to menu planning, work with the catering team to solidify setup needs and timing, including the number of tables needed to support the catering setup, and delivery/pick up times. Communicate these details to Event Services to ensure the space reservation and furniture setup aligns with these needs.

NYU developed the Green Events Standard to reduce waste and improve food and beverage service at events through minimizing single-use and landfill-bound materials; opting for more reusable, long-lasting, or sustainably produced goods; increasing recycling and composting rates; and offering healthier and lower-impact food options.

The Green Events Standard applies to all administrative offices, units, and school departments using NYU funds towards on-campus events with over 48 expected attendees. Complete a 9-minute NYUiLearn training and review the Green Events Checklist and Green Events Resource Library before planning your next event.

FREEdge

Located in the 6 MetroTech MakerSpace Foyer, the FREEdge is a MakerSpace sustainability initiative that aims to mitigate food waste on campus. Contact nyufreedge@nyu.edu to arrange a leftover food pickup after your event.

Temporary event related signage including directional signs, notices, or information for attendees may be affixed to surfaces using blue painters tape only. Posting of event signage is not permitted on windows or the exterior of the building. All event related signage affixed to surfaces must be removed at the conclusion of the event.

Consider printing event signage on poster boards that can stand alone on an easel and are reusable for future events.

Request photography services from the NYU Photo Bureau. Download the Media Release Form for those being filmed/photographed.

Please share event photographs with the Marketing Team a engineering.marcomm@nyu.edu so they can be added to the NYU Tandon photo repository.

• Create a Registration Form
  • To gain access to create and promote events under the Tandon Eventbrite account, reach out to engineering.marcomm@nyu.edu.
• Submit a Creative Request
• Add an Event to the Website
• Promote via Email
• Post Digital Signage
• Print Signage
• Guidelines for Event Signage and Logo Usage

Kimmel Center

Broader NYU

Refer to the NYU Travel and Expense Policy for policies around the purchase of goods and services. See Public Space Use Guidelines for use of a public space such as a city street, sidewalk, park, or pedestrian plaza to host programming for events.