1. What is the purpose of the event?
2. What will you be doing?
3. What date and time do you want to have the event?
4. What room(s) do you want to use for the event?
5. Who is the intended audience for the event?
6. How many people do you expect to attend?
7. Are any other organizations co-sponsoring the event?
8. Will the event require a contract? (e.g., DJ, speaker, musician, etc.)
9. Will you serve food and/or beverages?
10. How will you publicize/promote the event?
11. Which organization officers/members will be responsible for managing the event?
12. Does this event involve any special circumstances?
13. Fundraising?
14. Charitable activities?
15. Off-campus location?
16. Ticket sales?
17. Security?
18. Overnight travel?

Be sure that sufficient funds are available for the event. Submit projected expenses, program changes and contracts early enough to avoid problems; the minimum lead time for submission of purchasing requests is six (6) weeks. All preparations for the event including required contracts and other documentation must be complete and must be returned to the Student Life and Development Office at least four to five (4-5) weeks prior to the event.

All events must be held during the academic year while classes are in session, and must be open to the entire City Tech community.

1. No fire, smoking, or explosive devices are allowed on campus.
2. No food in any carpeted areas.
3. No smoking in any room. All City Tech buildings are smoke free.
4. No alcohol or illegal substances are allowed.

If developments make it appear that benefits to the College warrant a shift in room assignments, the Student Life and Development office shall undertake to work out with the original assignee, arrangements for such a shift.

If you are looking to have a speaker during your event you must provide the speaker's name, phone number and email address. Please ensure that they are following the Coming to Campus guidelines.

Security for a college event, held on college premises, is under the control and supervision of City Tech's Public Safety Department and the Office of the Vice President for Finance and Administration. Large events may require additional security. Please refer to the large event policy to learn more. The Director of Public Safety and the Vice President of Finance and Administration must approve any required special security arrangements in advance.

All performers and vendors are required to sign an Independent Contractor or Performance Agreement Form regardless of whether the person is receiving payment.

Independent Contractor or Performance Agreement forms can be downloaded from the City Tech Website. For approval, the Independent Contractor Agreement or Performance Agreement must be signed by the VP of Enrollment Management & Student Affairs. An agreement signed by an organization member will not be honored and the individual signing the agreement will be personally responsible and liable for any penalties.

• The Independent Contractor Agreement or Performance Agreement form is required even if the vendor has his or her own contract.
• Riders to Independent Contractor Agreement or Performance Agreement forms will be considered on a case-by-case basis.
• All Independent Contractor or Performance Agreement forms must be submitted to the Office of Student Life and Development four to five weeks prior to the event. No exceptions.
• All Independent Contractor or Performance Agreement forms must include the payee's social security number or tax id number, a completed W-9 form, an invoice, and a Direct Deposit Form for the issuance of payment processing. An official photo ID may be required of vendors.
• Vendors are not allowed to be paid out of pocket. Payments will not be reimbursed. No exceptions.

If your event is approved, all publicity must be approved by the Office of Student Life and Development a minimum of four (4) weeks in advance of the event. The Office of Student Life and Development must approve all publicity before it is posted or distributed, this includes monitor ads.

Scheduling of rooms must allow for at least one-hour for set-up and one hour for dismantling and clean-up for every facility.

• Music may only be played in designated areas during club hour, Thursday, 12:45 p.m. - 2:15 p.m. or for scheduled Friday and/or Saturday evening events.
• Music may not be played in the lounges and/or any other open area on campus during normal class hours.

Activities must end at the stated time. All evening events must be completed by 10:00 p.m. All guests and students must vacate the premises by 10:00 p.m.

Good publicity and marketing are critical to successful programs. Your publicity can take many forms. Flyers are a standard form of publicity often utilized by student organizations. Guidelines for flyers are below. However, you are not limited to flyers. We encourage you to be creative in your advertising of events. Other publicity methods include campus publications, emails to members, social media, campus TV screens, and most effective of all, word-of-mouth. If flyers need to get printed please email the club coordinator the flyers you would like 2-weeks prior to when needed.

The Office of Student Life and Development requires that a copy of all flyers, posters, or printed material be given to the office for reference and approval stamping. All publicity should include the following: name of the sponsoring group, admission policy; date, time, and location of the event; and any special information applicable to your event. All printed materials to be posted must include the college logo as well. Please make sure to follow the Postering Policy.

Clubs are highly encouraged to use the Presence Engagement Platform to promote their club as well as their club event. If you are to come across any issues please contact Hege Bryn at Hege.Bryn04@citytech.cuny.edu who is the Student Engagement Program Coordinator. Ensure that your event posting has a flier, description and title. This will then allow Student Life to promote your event via email blast and/or text message.

Please Note: The Office of Student Life and Development must approve all flyers, posters, newspapers or radio ads directed to the outside general public before they can be used.

Arrive Early! No matter how well you plan an event, sometimes difficulties arise. Most can be resolved if they are discovered in time. Arrive early to your event-check the room, the set-up, the equipment, the decorations, and the food. If there is a problem, contact the Office of Student Life and Development.

Pay your bills! Ensure that all necessary documentation has been submitted and finalized. Moreover, make sure that all outstanding balances and vendors have been paid.

Evaluate and Reflect!

Great leaders are constantly learning from their experiences. Evaluating your event is the key to planning successful events in the future. Take time to think about your event:

• What went well?
• What would you do differently?
• What would you like to remember for next time?

Review the event at your next organization meeting.

Ask organization members for their feedback. Take notes and refer to them during your next event or pass them on to the next leaders.