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Event Planning

Event Planning

At this time, in-person events will be permitted at full capacity. Some of the information below is from Cornell’s COVID Event Guidelines web page. Please be aware that this guidance may change if COVID-19 transmission rates increase on campus or within the local community.

For a full list of event planning resources, please visit the Campus Events main website at https://scl.cornell.edu/get-involved/campus-events.

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Contracts

A contract is a legally binding agreement between 2 or more parties. Never sign a contract until you can meet all of the terms. Do not sign a contract or make an offer until you have secured all of the funding you need to pay for the event.

Event Request (25Live)

The website contains information and links to help you schedule space for an event, meeting, info session, social gathering, access to important academic dates and information, and much more. 

Reserving Space

All in-person events taking place on campus (and some virtual events) will need to schedule through the Scheduling@Cornell website for approval. For step-by-step instructions on how to request space for an event, how to edit your events, and how to get assistance, visit the Academic and Event Scheduling website page called Getting Help.

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Posting Events in CampusGroups

All student organizations will need to post their meetings and events to the Cornell CampusGroups platform (this applies to both in-person and virtual.

  • How to post an event can be found here.

Each organization will need to have an updated/accurate list of “members” under their CampusGroups organization dashboard.

  • How to import members can be found here.
  • You can also add members one by one, under the member's page and "add member".

Tracking Attendance in CampusGroups

All student organizations will need to track in-person meetings and event attendance.

  • How to check-in and out of an event and track attendance can be found here.

Security

Security at events is a crucial piece of the event planning process. Proper planning when it comes to security can make an event successful for the sponsor, presenter, and guests. Security coverage is provided to any registered student organization or sorority/fraternity (except for CCC, CUBP, Slope Day, and Convocation). Coverage is up to $8,000 per event for CU Police or plain-clothes security (i.e. Amric, if approved by CUPD) for events that take place on campus (does not include fraternity or sorority houses), and covered events must be registered through the Scheduling @ Cornell system. Only Cornell-provided/approved security will be covered (Any outside security required by a speaker or entertainer will not be covered). For more information, please email events@cornell.edu