Event Logistics

Planning or hosting a special event or public program (event open to the public) at The New School? Below is an overview of the logistical steps needed to get your event off the ground and ensure its success. Click through the links for additional information.

A high-level checklist is also available to help guide you through the logistical planning for your event. Make a copy of the spreadsheet for your use!

1. Start Early
   Most requests and approvals will take at least two weeks to process and will not occur simultaneously. Begin planning at least two weeks in advance of small meetings, and at least six weeks in advance of larger functions. The more time you allot, the more options you will have available to you!
   
2. Identify Event Type, Audience, & Event Size
   Begin by determining what type of event you wish to hold (Department, Collaboration, or Venue Lease). You'll also want to know who will be invited to the event (internal TNS communities only or also the general public) and how many guests you expect.
   Reminder: There are university costs associated with hosting an event on campus.
1. Prohibited activities at on-campus events:
1. Events with minors unless otherwise outlined in the Minors on Campus Policy
2. Sale of products or merchandise and on-site cash sales of tickets
3. Personal requests and use of university space for non-university-related private events
4. Campaigning and fundraising for political candidates or representatives
5. Companies or universities wishing to come on campus to promote their products or services
6. Additional activities restricted in university spaces (e.g. no open flames)
2. We also recommend reviewing the Event Strategy information from Marketing & Communications to help you clarify the goal of your event, cultivate an external event partnership, and ensure event accessibility.
   
3. Get University Sponsorship
   All Department & Collaboration events must be sponsored by a dean or head of a school, department or center. Present your event proposal to your school, department, or center to determine the level of support it can provide for the event (e.g. financial resources, staff resources, etc.).
   
4. Designate an Event Coordinator
   All events must be led by an event organizer or on-site event coordinator who serves as the main point of contact for the planning and execution of the event. These individuals must be employees of the university (full- or part-time faculty or staff) and typically work in the department hosting the event. Designated organizers/coordinators must be present and accessible for the entire duration of the event to liaise with university departments and any external organizations working on the event, as well as make themselves known to event staff and volunteers.
1. In all cases, a student or group of students may not be the sole event planner, contact person, or onsite coordinator for an event. See Student Event Requests for information.
   
5. Reserve Space
   Identify available venues on campus and submit a reservation request in 25Live. To secure a space and time for your event, work with the 25Live scheduler in your office. Certain spaces must be reserved according to different guidelines.
1. Plan ahead and build time into your reservation for deliveries, set-up, and breakdown.
2. You will receive a confirmation email if your request is approved, generally within 24-48 hours. This is necessary prior to proceeding with your event plans.
3. Refer to the list of Official Names of Event Spaces when booking larger spaces on campus.
   
6. Book Vendors
   External vendors and providers may be necessary to help you execute your event, such as guest speakers, entertainment, photography and/or videography, ASL translator, and other rentals. Some things to keep in mind:
1. COI: A Certificate of Insurance (COI) will be required for any outside organization who comes to campus to perform work, provide services, or use university facilities.
2. Videography: Please review the Livestream Instructions if you plan to provide live videography for your event.
3. Music: If you are interested in hiring CoPA musicians to perform at your event, contact the CoPA Gig Office via the Hire a Musician form.
4. Release forms
5. Translation and ASL
   
7. Request Room Set-Up
   Facilities manages the spaces on campus and will fulfill requests for room set-ups. In the process of reviewing your request, they may alert you to any additional paperwork or process that needs to be completed before your event, including if equipment or furnishings must be rented from outside the university.
1. Once your space reservation has been confirmed, submit a room set-up work order via NetFacilities no later than 72 hours in advance of the event. Extensive set-ups should be submitted at least 2 weeks in advance.
2. Review your 25Live confirmation to ensure you have allotted appropriate time for set-up and break-down; adjust if necessary. Additional fees may apply if your event (including set-up and break-down) falls outside of the official stated building hours - see extended building hours for additional information.
   
8. Request Event AV & Technology
   Events IT provides equipment and technical assistance to faculty and administrators presenting media as well as technical support for staging events in auditoriums or other campus event spaces. Event coordinators must complete this online form to request support, or this form if your event is via Zoom. You should always notify Events IT of your event, even if you do not require additional assistance.
1. AV requests for large spaces must be submitted at least four weeks in advance and will require a walk-through at least three weeks prior to the event. Small events require one week’s notice.
2. Additional Events IT costs may be required depending on the scale and requirements of your event.
   
9. Arrange Event Security
   The Department of Campus Safety assist events by providing security staff and fire guards, and ensuring the safety of all university guests. Events with more than 300 guests, high-profile speakers or attendees, controversial themes, and other situations will require security staff for an additional cost. Requests for additional security staff must be submitted at least three weeks in advance of the event. See Event Security for details.
   
10. Order Catering & Consumables
    The New School does not provide in-house catering. Visit MyNewSource and select the America to Go punch-out for a list of approved food vendors. See Catering & Foodservice for additional information.
1. Servery Access: Depending on the type of food and beverage you plan to provide, you may also need to request access to serveries (the kitchen rooms used to facilitate food service) via NetFacilities work order.
2. Alcohol: If you plan to serve alcohol, be sure to review the instructions in Catering & Foodservice as well as the university’s Policy on Alcoholic Beverages and Illegal Drugs. There are restrictions to where, when, and how alcoholic beverages may be served.
   
11. Organize Book & Ticket Sales
    NOTE: Sale of retail products or merchandise and on-site cash sales of tickets are not permitted on campus.
    External vendors or partners may not sell any products, including through online or website sales. The only exceptions to this is that sales of books sold by an authorized bookseller, sales of New School publications, and ticket sale transactions using a university credit card swiper (which must be reserved in advance).
    
12. Promote Your Event
    Time to spread the word! Marketing & Communications offers guidance for creating a cohesive event strategy, from developing the idea, to event promotion, and even communicating with your attendees afterwards.
1. Visual Identity: What will your event look like in terms of promotional materials, signage, presenter slide show, or even swag? Review the Visual Identity information for guidance.
1. If you'd like to highlight your event on the digital easels on campus, review the Digital Lobby Boards (Digital Easels) instructions.
2. Communications Plan: How will you promote your event? This may involve email communications, dedicated website, highlights in community newsletters, promotion of student events on NarwhalNation, social media campaign, or even a press release. See Communications Plan for details.
3. Splash: Splash is the university's platform for event promotion, registration, ticketing, communication, and reporting. Events published to Splash appear in university's events calendar.
   
13. Day-Of Event Logistics
    Your event coordinator will...checklist...
1. Run of show template
2. Signage
3. Print badges
4. Collect invoices and receipts from vendors
5. Check-in attendees
6. Slide show / welcome remarks
   
14. Post-Event Payment & Expense Reconciliation
    What needs to happen after an event?
1. Expense Reports
2. Digital Mailroom