Large Event Policies and Guidelines

All large events sponsored or co-sponsored by a student organization require special approval. You must apply for this approval a minimum of six (6) weeks before a scheduled event. This process has been established to provide your group with the best opportunity to host a successful event. It is also intended to protect you and the College from financial or physical risk.

Please Note: You are not allowed to proceed with your event until you have received the approval for the event. This includes the sale of tickets, promotion, or securing contractors and vendors.

All organizations hosting an event of more than 120 people must submit a program proposal to the Office of Student Life and Development for review by the Office of Student Life and Development and Public Safety

You must submit an Event Proposal a minimum of six (6) weeks in advance for review. Once your proposal is approved you must attend a planning meeting with the Office of Student Life and Development. Access the list of Event rooms on campus here: Event Spaces and Room Setup

Event Cancellation Policy

Step 1: Clubs must notify the Student Life & Development (SLD) Office at least 4 days in advance for any event cancellation or rescheduling with a justification.

  • Repeated last-minute cancellations (more than two per semester) may result in loss of future event privileges.

Step 2: Update the Event on City Tech Connect

  • Club Officer(s) should update event page in City Tech Connect after notifying SLD. Last minute cancellations should update event title to read “Cancelled: [original event title]” to inform attendees.
  • Resubmit the event if it is being rescheduled subject to the approval of SLD
  • Rescheduling is subject to space availability and must be reapproved by SLD

Step 3: Communicate changes on flyers, email and social media platforms

  • Edit Flyers with new dates and locations once all modifications for rescheduling have been approved on City Tech Connect
  • Update social media posts to reflect changes/event cancellation
  • Email student who registered/club members to inform them of event rescheduling/cancellation

College Cancellations of Club Events

  • City Tech reserves the right to cancel or postpone events due to weather, emergencies, or policy changes.
  • In such cases, clubs will be notified by SLD as soon as possible, and assistance will be provided to reschedule.

Large Event:

A large event is any event deemed by the Office of Student Life and Development or by the College as having the potential to have over 120 attendees, an event requiring additional staffing, an event that involves a large number of non-City Tech attendees, or an event that may have Public Safety implications.

Security:

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 Student Life and Development. The Chief of Public Safety and the Office of student life and development must approve any special security arrangements in advance.

All large events require a Public Safety Department assessment as a condition of approval primarily to determine the number of public safety officers needed. Any organization planning to use campus space including the auditorium, cafeteria, or any other space must allocate sufficient financial resources to pay for the appropriate number of security personnel, maintenance, and technical staff when needed. Smaller events may not need constant security personnel, but the Director of Public Safety and the The Office of Student Life and Development will make the assessment.

The following guidelines will apply to all student-sponsored large events:

  1. All Event Proposals will be submitted to the Office of Student Life and Development for review by Student Life and Development and the Office of Vice President of Enrollment and Student Affairs.
  2. Events must comply with all State, University, and College policies and regulations.
  3. The sponsoring organization must have the full amount of money needed for the event in their account at the time of proposal approval. Anticipated budget will not be considered. Please plan far in advance in order to secure funding and submit a proposal in a timely manner.
  4. All large events require student participation to be tracked through City Tech Connect. Once your event is approved by the Office of Student Life and Development (SLD) in City Tech Connect, you will be able to check students in on the day of the event using the platform. Please see here for information on how to check-in attendees.

Performers and Vendors:

Events may only be held during the academic year (Fall/Spring semesters when classes are in session) excluding midterm and finals periods.

The use of metal detectors may be required at large events, at the discretion of the Public Safety Department.

The student organization’s Advisor or Student Life designee must be present for all large events.

All outside co-sponsorships must be approved by the Office of Student Life and Development in advance for publicity to go forward. This should be included in your Large Event Program Proposal Form.

The Office of Student Life and Development, the Vice President of Enrollment and Student Affairs or any official entity of City Tech reserves the right to cancel any event at any time at the discretion of the College.

All events must end by 10:00PM. Organization representatives may, if determined by Student Life & Development, be required to participate in a fiscal meeting within three (3) business days after the event with the Office of Student Life and Development and the Vice President of Finance and Administration.

Purchase Cancellations:

Student Life and Development (SLD) and any vendors must be notified of any changes, cancellations, or rescheduling of events. Your club may still be responsible for payment if an event is canceled or changed without sufficient notice.

Timelines

  • Any cancellations must be communicated to the office of Student Life and Development at least 10 days prior to the event.
  • In the event that the vendor has already been paid in any of these instances, the funds will still be deducted from the Club’s funds and the food will still be delivered.

General Policy for cancelling an order with a vendor (catering only)

  • The Club must notify the vendor immediately at least 3 days before the event/club meeting is scheduled
  • If an event is canceled, clubs must notify vendors immediately.
  • Unrecoverable costs may be deducted from the club’s budget.

Late Cancellation Consequences

  • Late cancellations may jeopardize the club’s ability to host events in the future
  • Late cancellations may subject the Club to additional costs due to vendor requirements
  • Special cases (e.g., emergencies) must be communicated to SLD as soon as possible for consideration.

Hosting Unapproved Events:

  1. Written Warning – Offenses may result in a formal warning issued to the club officers.
  2. Activities Suspension – Violations may lead to temporary suspension of the club’s ability to host events.
  3. Loss of Recognition – Non-compliance may result in the club being de-certified as an official student organization with an inability to recertify for the following semester.

All student clubs and organizations at City Tech must obtain prior approval from the Office of Student Life and Development (SLD) before hosting any events. Unauthorized events will result in actions to ensure compliance with campus policies and campus safety regulations.

For questions, contact the Student Life & Development Office at studentlife@citytech.cuny.edu or visit G516 in the General Building.