Events, Marketing, and Travel
Student clubs at the Tandon 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.
Event Timeline (pdf)
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 NYU Engage (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.
Available Spaces (5 Metrotech Center, Dibner Library Building):
- LC223 (The HUB), Capacity: 35 - View Availability
- LC400, Capacity: 75 - View Availability
- Pfizer Auditorium, Capacity: 370 - View Availability
Available Space (6 Metrotech Center, Rogers Hall/Jacobs Academic Building):
- MakerSpace Event Space, Capacity: 110 - View Availability
- MakerSpace Foyer, Capacity: 50 - View Availability
- Tabling Outside Jasper Kane Cafeteria, 4 Tables Available - View Availability
- Classrooms in Rogers Hall/Jacobs Academic Building - View Capacities
For questions about all other spaces, please email firstname.lastname@example.org.
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:
Catering Request Form
If your event or activity requires catering, once your club has received approval on the Event Request form through NYU Engage (OrgSync), 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: Promoting your event: see the Marketing section below
STEP 5: Day-of Event Logistics
Some things to think about: volunteer coordination and training, safety plan and emergency contacts, binder of important information, signage, accessibility of the venue, additional utensils and plates. Also, don't forget to track attendance via NYU Engage (OrgSync) by checking out a card swipe from OSARC.
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?
To have a successful event you must advertise it! We offer multiple ways for your student club to get the word out about your program beyond the typical email. Make sure to fill out our Advertising Request Form (below), so that we can help you market.
Some common areas at the School of Engineering:
- Rogers Hall digital boards
- Posting boards for posters and fliers in RH and JAB
- Tabling outside of Jasper Kane Dining Hall
- Post to the OrgSync events calendar
Social media available through the OSARC:
Request FormsAdvertising Request Form
Clubs & Organizations who have received OSARC approval of their event and have received a space confirmation can submit advertising requests for flyers/posters, digital board postings, and social media. This request should be submitted through the NYU Engage (OrgSync) platform. Note: send digital poster content in .jpg or .png extension, pixels dimensions 1920 X 1080. Advertising Request Form
Print Request Form
Pick up this form from the PrintShop located in JB. Get a quote and then bring back to the OSARC for approval.
Banner Request Form
Your club may request one (1) banner to be made for your club/organization sponsored by Student Council. Please submit this form for processing through NYU Engage (OrgSync) and allow a minimum of two weeks turnaround time. Banner Request Form
All student clubs are required to register travel with Student Activities. Travel is defined as any outing, trip, etc. that happens outside of the five boroughs of NYC. Make sure to submit the below paperwork to the OSARC at a minimum of three weeks ahead of time. Staff may ask for an in-person meeting to discuss your travel plans. For information on funding for travel, please see the Funding & Financials tab.
Required for Domestic and International Travel:
Student Club Travel Form (NYU Engage form)
This must be filled out for any travel happening outside of the five boroughs. It requires a trip point of contact, information about the trip, and emergency contact information for all students traveling. All participant information (including name, NetID, contact information, travel information, and emergency contact information) must also be submitted via the NYU Engage (OrgSync) form using the Club Travel Participant Registration template (Excel spreadsheet).
Travel Waiver Form (pdf)
This document is required for any students taking club-related travel outside of the five boroughs of NYC. Travel plans must be reported to the OSARC at least three weeks in advance of the trip and a club Advisor must be present during the duration of the trip.
NYU Traveler (website)
NYU Traveler was created to provide the NYU community with tools and services for their travel needs and to help keep them safer. University-related travel may now be booked or registered through NYU Traveler. Completing the Student Club Travel Form ensures that your trip and all your participants will be registered with NYU Traveler.
For International Travel:
All student clubs looking to travel internationally must set up an in-person meeting with Student Activities to review all policies and aspects of the anticipated trip. See the International Travel checklist (pdf) for additional information.