New York Law School

Guidelines for Event Planning

These guidelines have been compiled to simplify the event planning process. A form has been created that must be completed to ensure that your event will be planned and executed as successfully as possible. The Event Reservation Form provides a single form of communication with the Office of Special Events, Maintenance, Audio/Visual, Security, and Dining Services.

How to Plan a Special Event:

• Determine your objective/purpose.
  • What type of event do you have in mind? Lecture, breakfast, luncheon, dinner, reception? How formal or informal?
  • Are you sponsoring, or co-sponsoring the event? (A sponsored event is conceived and executed by a Law School office, department, or organization. A co-sponsored event may involve an external group and/or another Law School department that is involved and is responsible for the planning process and execution of the event.) 
• Determine the number of guests and intended audience for your event.
  • Do you want the Dean to attend? (If so, you must clear the date of your event with the Office of the Dean. Call 212.431.2840 or email Ms. Valle-Santiago at lvalle@nyls.edu.) What is his role?
  • Who is on your guest list? Who are the guests within the Law School? Who are your external guests? 
• Determine budget for your event.
  • Room fees are waived for Law School-sponsored events, but other related costs--food, audio/visual, maintenance, security, marketing and communications, etc.--need consideration during the planning process.
• Reserve the location, date, and time for your event. To inquire about space availability, send an email to rooms@nyls.edu.
  • Do NOT send email, or print invitations or flyers for your event until you have secured the date, time, and location for your event. 
• Designate a single "point person" in your department/office to coordinate logistics for your event.
  • For complex events, schedule a planning meeting with the Office of Special Events and all other Event Services departments, e.g., Maintenance, Audio/Visual, etc. 
• Determine the needs of your speaker(s) and add these to your event plan.
  • If your speaker is visiting from out of town, arrange the necessary travel and hotel reservations. (The Office of Special Events can provide a list of local hotels.) If your guest will be staying at a hotel, arrange for a Law School gift/memento to be placed in the room prior to her/his arrival, along with a "welcome packet" that includes a NYC subway map and other information.
  • Ask if your speaker has special dietary concerns or requirements.
  • Ask if your speaker has any special presentation needs (i.e., audio/visual equipment), handouts to be copied/distributed, or any other special requests.
  • Determine who will meet, greet, and escort the speaker when s/he arrives for the event.
  • If you intend to record the speaker, you MUST secure her/his permission beforehand. 
• Determine internal and, if applicable, external publicity needs for your event, and communicate with the Office of Marketing and Communications about your needs.
• Determine catering requirements for your event and communicate them to the Office of Special Events. See the Dining Services section for details, or contact the Chef/Manager of Dining Services at ext. 2877. 
  • Remember to request water/glasses for your speaker and/or panelists!
• Determine the room setup for your event, and logistical requirements. See Room Setup and Furniture.
  • Do you need audio/visual support? What kind(s)?
  • Basic room setup considerations: Special seating for disabled guest(s), podium for speaker(s), coat rack, riser for press photographers. 
  • Consider creating tent cards for your speakers or panelists. Tent card holders are available from the Office of Special Events, and can be requested on your Event/Meeting Form.
  • Do you need to create a seating chart?
  • Will you be decorating the space? Providing gifts to guests?
    • Flowers or fruit can be used as table centerpieces.
    • A flower arrangement at the speaker's podium is visually attractive.
    • Balloons can be used in different ways--as decoration and/or as guides to direct guests from one area to another.
    • Candles may be used on dinner tables.
    • Cocktail tables and other types of event furniture can be rented.
    • The Audio/Visual department can set up a CD player for music at your event. (Event sponsors should supply appropriate music CDs.)
    • Law School mementos and/or books can be sold; contact the Bookstore to make arrangements for a staff person to sell items and handle cash.
    • If you plan to have gifts for speakers or participants, plan to order these items well in advance of your event.
  • Plan the registration/welcome process for your event.
    • Determine how registration/greeting will be staffed, and instruct greeters on what to say to welcome guests.
    • Create welcome and directional signs to be posted in designated sign holders. Free-standing sign holders also can be requested from the Maintenance department by including them on your Event/Meeting Form.
    • Include a request for table, chairs, and linens for your registration table on your Event/Meeting Form.
    • Create nametags, if desired.
    • Create information packets, if desired.
  • If you have reserved the Wellington Center Dining Room for your event, please allow sufficient time for room setup. In general, morning events should conclude by 10:00 am, and evening events should not begin earlier than 4:00 pm, in order to allow sufficient time for cleanup and setup. If you are planning an early morning event, please arrange to have the room set up the evening before. 
• Determine the security requirements for your event and communicate them to the Office of Special Events.
• Submit your Event/Meeting Reservation Form at least 10 business days prior to your event. 
• Compose the staffing plan for your event and assign staff.
  • Will there be a registration or sign-in table? Who will staff it?
  • Consider hiring a work-study student to help staff your event. Student workers can staff registration/welcome tables, serve as greeters and guides, etc. Contact the Work-Study Coordinator at ext. 2863 well in advance of your event, to request student help. 
• Follow up with the Office of Special Events to confirm that your Event/Meeting Form was received, and all details are clear. 
• Expect the unexpected! Be prepared to handle last-minute crises or changes.
• Stay within your budget, but know what to do if your event goes over budget.
  • Expense cutting suggestions: Review your menu and eliminate an appetizer or select a less costly entree. Change a meal to a brunch, tea, or dessert reception. Avoid expensive flowers or buy inexpensive fresh flowers and arrange them yourself. 
• Create an agenda for the event.
• At the event, have an attendance/sign-in sheet available, along with pens and other materials you'll need. Helpful things to have on hand include:
  • A copy of your Event/Meeting Form with room diagram.
  • A copy of the guest list.
  • Telephone numbers for Security, Maintenance, Audio/Visual, and Dining Services.
  • Notepads.
  • Pens and pencils.
  • Tape.
• Follow up: Send thank you notes to speaker, special guests, volunteers, staff, and others, as appropriate.
• Post-mortem: Did your event fulfill its goals and objectives? What needed fine-tuning? Was the event well attended? Was feedback from participants (formal and/or informal) positive or negative?