Event Services

Your Guide to Best Practices for Hosting Events at the School of Engineering

In order to hold an event at the School of Engineering you must be affiliated as a staff member, faculty member, or student group member. If you do not fall into one of these categories you must have a School of Engineering event sponsor. An event sponsor is a person who is affiliated with the School of Engineering (as staff, faculty, or student group) and is willing to book a venue and take care of other services on your behalf. They will be responsible for any changes or schedule conflicts that may arise. Because space is limited, the priority necessarily must be given to supporting the teaching and research initiatives of the School of Engineering programs and associated faculty, researchers and students. Accordingly, no event – internal or external – may interfere with previously scheduled academic events.

Helpful Steps to Hold an Event at the School of Engineering

Booking a venue (School of Engineering faculty/staff must book the venue)

1) Go on 25Live for booking Pfizer Auditorium, LC400, LC433, Private Dining Room & the Confrence Rooms of 15 MetroTech Center.  Although an account is required to make reservations, faculty and staff can view the calendar showing reserved events. (Please note this system is internal and only available from within the campus network.)

scheduler.poly.edu (internal use only)

Student groups can contact Student Activities and Resource Center for assistance on booking rooms.

Important information to consider prior to submitting a request for a room or event space:

  • Reservation requests are processed during regular business hours (Monday to Friday, 9:00 a.m. – 5:00 p.m.).
  • Requests for reservations which are made less than seven (7) business days in advance may not be accommodated depending on time, space and set-up requirements.
  • The anticipated demands on the facility and the nature and size of the event will be considered in determining space assignments.
  • Requests for specific rooms or space will be honored, when possible. The Director of Administration reserves the right to reassign space, when necessary, and to identify a suitable alternative space for the original reservation.
  • The room administrator reviews and approves/denies room request.
  • Approved requests will show up on 25Live with the event title and room location. The room administrator will coordinate security requirements with Public Safety.
  • Denied requests will not have a room location on the 25Live calendar.
  • If approved, the organizer should input any Facilities, Media Services and/or Information Technology (IT) support required directly into 25Live to request services.
  • The organizer must contact the Client Services Center (CSC) directly to arrange for event set-up and custodial needs. CSC may be reached at 212-998-1001 (phone), contactcsc@nyu.edu (e-mail) or via online form at www.nyu.edu/fcm/workrequestform.
  • If catering services are required, the organizer should contact Lackmann Culinary Services directly by calling Edna Castillo at 718-260-3786 (x3786).
  • Media Services administrator reviews and approves Media Services needs request.
  • Information Technology administrator reviews and approves Information Technology needs request.
  • Client Services Center (CSC) reviews and approves event set-up and custodial needs and generates a work order.

2) Contact the Registrar’s Office for booking classroom space

engineering.nyu.edu/life/student/registrar/commonly#room

3) Interested in other venues in Downtown Brooklyn?

The Downtown Brooklyn Partnership maintains a local venue directory:

http://nycpaspaces.org/communities/DowntownBrooklyn

Promotion

1) To submit event digital signage for the School of Engineering E-board display

engineering.nyu.edu/digital-posters

2) Guidelines for printed event signage and logo useage

University Event Signage Guide

School of Engineering Logos and Style Guide

3) To put an event on the School of Engineering event calendar and setup an event on the School of Engineering website

engineering.nyu.edu/create-event

For all questions and policies regarding Marketing & Communications, including Press & Marketing support, email, and creative services, please visit: engineering.nyu.edu/communications. You can also find the School of Engineering logos and a style guide here.

4) If appropriate, consider listing your event on other local event calendars

5) Utilize Social Media for Live Events

Special Requests

1) To request audio visual and media support for an event, open a new ticket and fill in the form

webteam.poly.edu/support/

2) To book on campus dining through Lackmann Dining Services for an event

Edna Castillo
E-mail: ecastillo@lackmann.com
Phone: 718-260-3786

For other catering options, please refer to the list of University Approved Caterers

3) To make a work order or to notify Facilities and Security of special needs or large events

NYU Client Services Center
285 Mercer Street, 6th Floor
New York, New York 10003
Tel: +1 212-998-1001
Fax: +1 212-995-4671
Email: contactcsc@nyu.edu
Website: NYU Client Services Center

4) For printing, shipping and logistics inquires, please contact the

Mail Room & Copy Center

5) To coordinate with or plan an event at NYU

NYU Event Planning Resources

6) To find discounted hotel rooms for guests of the School of Engineering

List of the School of Engineering hotel discounts

Local Area Guide