Student clubs at NYU-Poly are encouraged to plan and hold meetings, events and programs. The OSARC and GSL are here to support club leaders in their preparation and implementation, make sure to set-up a time to speak with your Club Contact for further guidance on holding events at Poly. Below you will find a basic step by step process.
To Note: All paperwork must be turned in at least 3 weeks out of your proposed program. That means that your club should be starting to plan at least 4 weeks out from the event date.
Step 1: Brainstorming and Event Development
Step 2: Program Registration and Space Reservation
All events must be registered with the OSARC for undergraduate clubs and with GSL for graduate clubs. Registering your event allows for your requested space to be reserved:
Program Registration Form (pdf) This form must be filled out for each event or meeting held or tabling done by your organization. It should be submitted at least three weeks before the program.
Regna Lounge Request Form (pdf) If your club or organization has a Traditional Event or is collaborating with another club so that you have a projected attendance over 75, you may request Regna Lounge. Please print, complete and submit this form to LC 223. When submitting a Regna request, make sure you are also turning in a room layout.
Sample Layouts - the Gym, Regna, RH 116, and Pfizer
Step 3: Budget, Funding and Vendor Selection
At the same time you register your event, you should also be preparing or have submitted your requests for funding and for catering:
Student Club Funding
Find additional information under the Funding and Financials tab.
Catering Request Form (pdf)
If your event or activity requires catering, once your club has recieved approval on the Program Registration form, fill out this to be signed by the OSARC/GSL and then submit to Lackmann.
Step 4: Marketing and Promotion
Step 5: Day-of Event Logistics
Feeling prepared? Some things to think about: volunteer coordination and training, safety plan and emergency contacts, binder of important information, signage, accessibility of venue, additional utensils and plates.
Step 6: Payments and Reimbursements
Step 7: After the Event
Once your event has completed make sure to fill out the Post Event Assessment Form (link), and:
- Fully clean up the venue space
- Get attendee contact info
- Evaluation and feedback
- Thank yous and report back to donors
- Pay invoices
- Reflection - what went well? what did not go well?