Before the Event

NYU Stern events are a reflection on the School’s brand and, therefore, there are several important factors to consider when planning an event. Below are guidelines to help you start thinking about and planning your event. Contact your Event Consultant at this stage for specific guidance and support.

  • Partner with your Event Consultant early on
  • Use the Needs Assessment Checklist in the planning process
  • Use the Event Planning Checklist for larger events (i.e., conferences)
  • Be prepared to walk through the Creative Brief with your event consultant
  • Plan ahead: begin planning for large scale events and conferences six months to one year ahead of the event date and four to six weeks for all other events
  • Identify internal and external partners/shareholders
  • Anticipate and identify your guests, and their expectations/needs
  • Submit your room requests online through Virtual EMS
  • Once your reservation has been approved, log into Virtual EMS to submit requests for catering services, room setups and A/V needs - catering and room setup requests must be entered 10 calendar days before the event and A/V requests preferably 7 days before
  • Consult with Special Events to order promotional merchandise, gift items and awards

After completing the steps above, make sure you have the following in place:

  • Confirmation of your granted room reservation
  • Confirmation of your submitted service requests
  • An approved written proposal returned to your event consultant, regarding:
    • Menu
    • Date/Time/Location for Catering
    • Number of Guests
    • Pricing