Events, Marketing, and Travel | NYU Tandon School of Engineering

Events, Marketing, and Travel

Events

Student clubs at the Tandon School of Engineering are encouraged to plan and hold meetings, events and programs. OSL&E 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. 

Program Planning Guide (pdf) - a timeline of when you should turn in forms, market your event, and more!

The Green Events Checklist includes directives for event planners to meet a minimum threshold for sustainable event planning, though we encourage event planners to exceed this minimum wherever possible.

Note: All event requests must be turned in at least 3 weeks before 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

During the event planning stage, your club should be discussing all aspects of your event from time/date and location preferences to budgeting and event needs (catering, media, etc.). If you will need extra funding for your event, you should be submitting a supplemental funding request through NYU Engage at this point.

STEP 2: Submit Event Request Form

All events must be registered with OSL&E via NYU Engage's 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. It should be submitted at least three weeks before the program.
 

Available Spaces (5 Metrotech Center, Dibner Library Building):

Available Space (6 Metrotech Center, Rogers Hall/Jacobs Academic Building):

Available Space (2 Metrotech Center):

Available Space (370 Jay Street):

For questions about all other spaces, please email engagement.tandonstudentlife@nyu.edu. 

STEP 3: Event Logistics:

Design: If you think you will need help with graphic design for your event, now is the time to submit a Design Request Form via NYU Engage. 

Advertising: Once your marketing materials are designed, you will need to get OSL&E approval before hanging posters on campus, using the digital boards, etc. You can get approval for event marketing materials by submitting the Advertising Request Form on NYU Engage.

Catering: If your event or activity requires catering, once your club has received approval on the Event Request form through NYU Engage, you may order catering through NYU Dining Services online or an outside vendor. If ordering through NYU Dining, your request will be checked against your budget and approved by OSL&E. 

Outside Guests: If you are hosting non-NYU guests at your event or your event is open to the public, submit an Access Request Form through JRNY, NYU’s visitor management system, 

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, signage, accessibility of the venue, work order numbers for custom setups, etc. Also, don't forget to track attendance via NYU Engage!

STEP 6: Payments and Reimbursements

STEP 7: After the Event

Once your event has been completed make sure to:

  • Fully clean up the venue space
  • Evaluation and feedback - this can be done through NYU Engage automatically!
  • Thank yous and report back to donors
  • Pay invoices
  • Reflection - what went well? what did not go well?

Marketing

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 (linked above), so that we can help you market.

Some common areas at the School of Engineering:

  • Digital Board - 5MTC and 6MTC
  • Bulletin boards for posters and fliers - 5MTC and 6MTC
  • Tabling outside of Jasper Kane Dining Hall (6MTC)
  • Post to the NYU Engage events calendar

Digital Marketing available through Student Life:

  • Tandon Times weekly newsletter
  • Social media - on a case by case basis

Travel

All student clubs are required to register travel with NYU Tandon. 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 OSL&E 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 Travel Request Form (NYU Engage form)
This form is required for all student and recognized student organization travel (1) traveling outside of the five boroughs of NYC AND (2) being funded through Student Council supplemental funding, club revenue funding, and/or personal funds. All students included on the registration template will be added to the NYU Tandon Student Travel Registration site on Brightspace. Through the Travel Registration site, individual student participants will:

  • Submit their travel details including emergency contact information, transportation (flight, bus, train, etc.) details, and lodging details.
  • Complete, sign, and submit an Off-Campus Travel Waiver and Assumption of Risk Form.
  • Complete pre- and post-trip career preparation modules.
  • Submit proof of attendance including boarding passes.
  • Review information on how to submit reimbursements.

Note: Students receiving funding through the NYU Tandon Conference Fund and/or Student Life Conference Fund are NOT required to complete the Student Travel Request Form, found on NYU Engage. Funded students will automatically be added to the NYU Tandon Student Travel Registration site on Brightspace.

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 NYU Tandon Student Travel Registration process on Brightspace 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.