Are you planning an event/program/workshop/etc.? REMEMBER...
Undergraduate organizations are "officially" registered from the time their re-registration is approved until the last day of classes (throughout the academic year, and they must primarily host club operations, events, and activities when classes are in session).
Graduate/Professional organizations are "officially" registered from when their re-registration is approved throughout the calendar year. Events, activities, and operations should pause during finals (not study days) to allow students to focus on academics. This information is shared during the annual re-registration and registration process.
When an organization wants to operate outside of the above timeline, approval from Campus Activities must be granted.
Below is a list of helpful event-planning resources for student organizations. For a complete list of event planning resources, please visit the Campus Events main website at https://scl.cornell.edu/get-involved/campus-events.
Interested in holding an event on Cornell’s campus? Start here! This class will explore the many resources, tools, policies and procedures for requesting space on campus, and registering your event. Learn about the University Events Team (UET), and their role in reviewing and approving events. Want to have a food truck on campus, or need to rent tables/chairs for your program? Look no further! This video will provide answers to many of your questions, and link to great campus resources that can provide even more information.
Advisor Responsibilities
Club advisors play a crucial role in supporting student organizations, and depending on the nature and risk level of an event, the University Events Team may require advisors to attend or participate in event planning and logistics. More details can be found here.
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 the funding you need for the event.
Only student organizations that are fully registered and approved can reserve space.
Most space reservations are through Scheduling@Cornell. Some spaces must be reserved directly through a space manager depending on the building/department rules.
Security at events is a crucial piece of the event planning process. Proper planning regarding 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.
