Reserving a Space

To obtain a tentative space for your organization’s event, you must fill out the Event Request Form on City Tech Connect at least six (6) weeks in advance for your event (events for fewer than 120 people; otherwise see Large Event Policy in section 3.3 below). The Event Request form is required for every event and meetings you wish to have. Reminder - only formally registered and chartered student organizations may reserve College facilities.

• Consider alternate dates, times, and locations, in case your original date or room choice is not available. No space may be reserved if it interferes with midterm or final exam study facilities or with a previously scheduled event.
• Once all the necessary approvals and arrangements are completed, you will receive a notification.
• Access the list of Event rooms on campus here: Event Spaces and Room Setup

Reserving a Classroom

To obtain a classroom for your club, email the Club Coordinator and SLD Studentlife@citytech.cuny.edu. The email must include the date and time in which your club will be meeting along with the capacity needed. If you have a preferred classroom or designated building, please specify that in your email. Please be aware that requests must be put in at least four (4) weeks in advance for consideration. A club room reservation request can be found here. Classrooms can be reserved two (2) weeks after the semester has begun.

Room Rules

• With rich modal and notification functionality and a robust suite of options, Stack makes building feature-heavy pages simple and enjoyable.
• No fire, smoking, or explosive devices are allowed on campus.
• No food in any carpeted areas.
• No smoking in any room. All City Tech buildings are smoke-free.
• No alcohol or illegal substances are allowed.
• All rooms must be left as they were found, broom swept, with all trash in designated areas.
• All participants are required to otherwise abide by CUNY Code of Conduct and Maintenance of Public Order policies.

Room Changes

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.

Guest Speakers

If you are looking to have a speaker during your event you must provide the speaker's name, phone number, and email address via email to the Student Activities Coordinator along with the flyer for the event. Submit speaker information with your Event Request form.

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 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.

Contracted Performers

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 and are submitted to the Student Life and Development office. 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 before 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.

Set-up and Clean up

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

• 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.

Time Constraints

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.

Event Promotion

• 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, email blasts and most effective of all, word-of-mouth. If flyers need to get printed please email the club coordinator the flyers you would like 4-weeks before 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 & Email Blast Policy.
• Clubs are required to use the City Tech Connect 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 , Student Engagement Program Coordinator. Ensure that your event posting has a flyer, description, and title. This will then allow Student Life to promote your event.
• 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

On The Day Of The Event/After Event

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, and 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.

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?