Planning Events

Student clubs at the School of Engineering are encouraged to plan and hold meetings, events and programs. OSARC is 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 the School of Engineering. Below you will find a basic step by step process.

Event Timeline (pdf)
Confused about what to do with your upcoming event? Click on the above link for a timeline of when you should turn in forms, market your event, and more!

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: Event Request Form and Space Reservation
All events must be registered with OSARC. Registering your event allows for your requested space to be reserved:

Event Request Form This form must be filled out for each event or meeting held or tabling done by your organization, and must be submitted through OrgSync. It should be submitted at least three weeks before the program.

When submitting a request, make sure you are also attaching a room layout.

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
If your event or activity requires catering, once your club has recieved approval on the Event Request form through NYU Campus Life, you may order catering through NYU Dining Services online. Your request will be checked against your funding allocation and approved by OSARC.  If you are an All-Square Club, utilize this form.

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 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?