## Before the Event **In-Person Events** Below are guidelines and resources to help you start thinking about and planning your event. Remember to partner with your [Event Consultant](https://www.stern.nyu.edu/portal-partners/special-events/event-consultants) early on! - (Off-site events) **Begin venue search** with support from your [Event Consultant](https://www.stern.nyu.edu/portal-partners/special-events/event-consultants). Keep in mind that many of New York City’s iconic venues book at least one year in advance. [Read more](https://www.nyu.edu/employees/resources-and-services/financelink/buying-paying/procurement/event-management.html) about NYU’s insurance requirements, purchasing policies, and event contracts. - (On-site events) **Submit your room requests** online through Stern’s Event Management System ([EMS](https://virtualems.stern.nyu.edu/)); Once your reservation has been approved, log into [EMS ](https://virtualems.stern.nyu.edu/)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. A/V requests must be submitted no less than 3 calendar days prior to your event and preferably 7 days before. Important Note: Before requesting space in EMS, be sure to read [Important Tips](https://emswebapp.stern.nyu.edu/) and watch your email for important facility updates! - Review the [Event Planning Checklist](https://docs.google.com/spreadsheets/d/1N6bwxjoepcZL1MdULPOUmo_rWFsA2YBM5tmkRyhD0Wk/edit?gid=0#gid=0) with your [Event Consultant](https://www.stern.nyu.edu/portal-partners/special-events/event-consultants). After completing the steps above, make sure you have the following in place: - (Off-site events) Finalize [venue contracts](https://drive.google.com/file/d/13exBYgVSRMxoyP43dzM58w1Y2nGBVqGL/view?pli=1) (countersignatures, Certificate of Insurance, [Purchase Order](https://drive.google.com/file/d/1qmt3rqYb5OY3K3sY5BcgFMNwQKznz0T9/view), etc.) - (On-site events) Confirm your granted **room reservation(s) in** [EMS](https://virtualems.stern.nyu.edu/), as well as your submitted **service requests** (room set-up, catering, AV). Ensure your reservation has been "approved" and not "in process." See your [Event Consultant](https://www.stern.nyu.edu/portal-partners/special-events/event-consultants) for more details. - Be sure to **double-check** dates, times, location, guest count, final pricing, etc. **Virtual Events** - Due to space constraints, please continue to consider virtual options for events and gatherings that are well suited to Zoom. As a reminder, please inform your [Event Consultant](https://www.stern.nyu.edu/portal-partners/special-events/event-consultants) of virtual events to update the School’s central records, and reach out to the [Classroom and Event Technology Group (CETG)](https://it.stern.nyu.edu/CETG) for tools and tips. ### Contact Us Office of Special Events NYU Stern School of Business 44 West Fourth Street KMC, Room 1.75 New York, NY 10012 Telephone: (212) 998-0690 Email: