• Event Coordinator
  Identify one individual to oversee planning, funding (including co-sponsorship), and logistics through the Department of Event Management. This is typically a department coordinator or student organization leader.
• Event Host
  Designate someone to attend the event in full, act as a point of contact, and ensure crowd management needs are met. Often a faculty member, administrator, or student organization member.

• Submit a space reservation request at least three (3) weeks in advance for events with guest speakers, performers, or presenters.
• All events are reviewed for safety and resource availability.
• Student organizations must review plans with their faculty or staff advisor before submitting a request.

If your event features a live performance or expects 200+ attendees, contact Event Management before planning begins.

• Develop a budget (use the Event Planning Budget Worksheet).
• Discuss current rates with service providers.
• Identify all funding sources and obtain associated FOPAL numbers.
  • Student organizations: Contact the Student Engagement Office.
  • Individual students may not schedule events without a sponsor.

• Select your preferred date(s), keeping in mind your target audience and event goals.
• Coordinate availability with guest speakers or performers.
• Review the [Rensselaer Room Reservation Form] and check for conflicts with annual campus events.
• Identify a suitable venue:
  • Consider room size, type, parking, technology, catering, etc.
  • If unsure, select a venue type (e.g., seminar room, auditorium) on the request form.
• Submit your venue request online, including as many details as possible.
• Wait for confirmation before finalizing any external arrangements.
• Reserve any additional spaces needed for receptions, breakout rooms, or performers' green rooms.
• Finalize contracts, travel, and lodging only after receiving confirmation.
  • Note: Students may not sign contracts on behalf of the college.
  • Consult the Controller's Office for contract and payment processes.

• Contact the appropriate office to confirm visa requirements and tax implications.
• Ensure all tax forms are completed and signed in advance.

• Place your catering order at least 10 days in advance.
• Direct questions to the designated catering contact.
• Non-college caterers may be used only if pre-approved.

• Visit the venue to assess layout and flow.
• Review your Event Confirmation and compare your needs:
  • Tables (for catering, registration, panel discussions, etc.)
  • Microphones (handheld, wireless, podium, Q&A)
  • Chairs (including for guest speakers)
  • Podium, easels, whiteboards, linens, signage stands
  • Trash, recycling, compost bins
• Facilities Services charges standard labor rates for deliveries and setups.
• Request additional items at least two weeks in advance through Event Management.
• Submit a layout sketch if needed (blank floor plans available).
• It is the Event Host’s responsibility to confirm setup details. Event Management does not provide reminders.

• Confirm AV/technology needs. The Event Confirmation will notify the Helpdesk, which will generate a support ticket.
• Event Coordinators must follow up on the ticket and review technical needs with Media Services.
• For performers, request a technical rider outlining their equipment requirements. Some services may be outsourced at the event’s expense.
• To request video recording:
  • Submit a Recording Request via the Helpdesk.
  • Obtain a signed Consent & Release form from all participants.
• For live streaming, review Media Services policies.
  • Note: Streaming incurs a fee for over 100 viewer hours.

• Prepare event materials: press kit, photos, bios, etc.
• Submit press releases to local media. Contact John Reidel in Communications and Marketing with questions.
• For posters or programs, submit content and images at least 5 business days in advance.
• Send and distribute invitations.
• Submit your event to the Campus Calendar of Events.

If your event requires:

• Special Event Staff
• Traffic control
• Parking arrangements
• Gate access
• Protest/safety considerations
  Include these details in your reservation request.

• All events must comply with Rensselaer and NY State crowd management standards.
• Preferably, Event Hosts should complete Crowd Manager Training (available via Percipio; valid for 3 years).
• Additional support can be requested through the Student Employment Office.