Student Organization Event Planning 101

Here's what you need to know to execute a successful event from start to finish.

 

Getting Started
What do you want to do? A successful event requires a well-conceived idea. Ask yourself:

  • Have I given myself enough time to plan and execute? Have I sought out potential collaborators? 
  • What type of event will it be? A large party; a lecture; an academic panel; a fundraiser; etc?
  • What kind of speaker(s) do I intend to invite? Who's my audience?
  • What are the anticipated costs? Do we have sufficient funding? Can I find someone to help pay for the event? 

Next Steps
Law School Event Request Form: 

Once you have brainstormed with your organization leaders, complete an Event Request Form and consider speaking with Student Affairs about your next steps. The Office of Student Affairs is your first stop when considering any events where speakers and guests are invited. It's important to discuss who will be speaking at your event as it impacts many other aspects of your event.

How to Book Event Space:

Your event coordinator must formally make your date and room request here: How to Book Space.
 

Resources
Who do I talk to?

You must contact the following people to help you secure a VIP speaker, invite a group of alumni, and/or solicit firm support. Communication with these people and departments is key to a successful event:

Landing a VIP Speaker(s):

If you require assistance in getting the speakers you want for your event, our Alumni Relations, Public Interest Law Center, and Career Services teams are available to help.  Contact Emily Weinig of Career Services, Jamila Humphrie of Alumni Relations, and/or Kathleen Neilson of PILC to begin the process. 
 
Raising Money:
 
You might be thinking about asking firms for financial support for your event. If so, you must contact Michele Eddie prior to soliciting funding from firms.  She will want to see the solicitation letter and list of firms.  It is important to make her aware of your intentions and to coordinate your efforts.
 
Firm Participation:
 
If you want to work with a firm or if a firm has offered to host an event, on or offsite, be sure to let Emily Weinig know as soon as possible.  She also has a list of firms that are interested in working with you. 
 

Follow Through
You've got what you need; now what?

When you've secured a speaker and the necessary funds for your event, check in with Student Affairs if you need guidance in planning the event. Figure out everything from posters to how many microphones you will need the day of the event.  Each space, and more importantly, each budget, is different so plan ahead to best utilize your funding.

Let the world know:

Post it on the NYU Law Calendar, but before you do, be sure to let the folks at Student Affairs, Career Services, PILC, and Alumni Relations know who has agreed to speak/attend your event. It's important for us all to be aware who is participating so that collectively we are following the appropriate protocols. (For more info on how to add your event to the NYU Law Calendar, please see HERE).
 

Food & Drink
Need catering?

Students enjoy the benefit of several common spaces and discounted catering packages which work very well for a variety of events.  Some rooms, like the special event rooms Greenberg or Lipton Hall, have special protocols.  Stephanie Kaminoff of our Hospitality team has a variety of special student catering options if you choose one of the special event rooms.  Catering to your needs, including dietary restrictions, is their specialty. Let her know well in advance what you have in mind so that she may fulfill your request within reasonable budget constraints.
 

Bring It All Together

Execute:
A great deal of support and planning has gone into your event.  Be sure to dot all the i's and cross all the t's. 

Confirm:
Does everyone know what you need? Make sure your room setup, catering, and AV order is correct.

Stay In Touch:
Be sure to check in and ask if your speaker(s) need accommodations; car service, powerpoint, etc. 

Remind:
Send reminders to your group and invitees of what is happening and where. No one wants an empty room. 

Produce:
Get students to help with items such as: a printed program; nametags; thank you notes; etc. 

Staff:
Line up a crew of dedicated members to help the day of the event.  Events should not be a one-person show. 

Ask for Help:
Let Student Affairs know when you need assistance.  We are happy to offer guidance and advice!