Event Planning Information for Student Organizations
To reserve space on campus or to learn more about steps to host an event on campus, you will use R25 Event Scheduling. Please visit Conference & Events Services for full event planning steps. If you're looking for basic information about planning an event at Cornell University, visit the Event Planning Handbook.
To reserve space on-campus (CALS, Campus Life, north and west campus student centers, Tatkon Center, WSH, Anabel Taylor) you will use R25 Event Scheduling. For other areas on-campus, please refer to the Space Information site managed by the Cornell University Registrar. Please allow 5 business days to process your request. Any questions on spaces can be directed to firstname.lastname@example.org. Space at Cornell can fill up quickly, so it is recommended that you submit a reservation well in advance.
If applicable, student organizations will need to register their events at least 4 weeks in advance through an event registration form. Please review the information to determine if an Event Registration Form (ERF) is required.
For events that are open to the public, the Tompkins County Health Department may require a temporary food permit at events where food is prepared and served. Permits are not required for events that are limited to invited guests only. There is no permit fee for student organizations, as long as you submit the application two weeks prior to the event. Learn more about whether or not you’d need a food permit for your event.
The A3C can provide a Wegman’s Shopping Card, so students do not have to put expenses on their personal credit or debit cards. Students will need to provide information that shows they have been approved funding and the amount. Students will also need to return the card within 24 hours after taking the card out and provide an itemized receipt. Failure to do this will result in loss of privilege of using the card for the semester. If interested, please contact Assistant Director Daniel Hoddinott.
The A3C can also purchase items online for student organizations using the center’s purchasing card. Students will need to provide information that shows they have been approved funding and the amount. To do this, contact Assistant Director Daniel Hoddinott to schedule a time to meet. During this meeting, you will coordinate the items requested (please have an online link ready) and the delivery date.
Funding options for student organizations can be found below (information about the applications can be found in the hyperlink):
- For events that have a social, cultural identity, and/or diversity component
- To be eligible:
- Need to attend fiscal training (offered each semester)
- Can co-program with ALANA for additional funding
- For events that are considered late night programming
- To be eligible:
- Need do have program on Thursday, Friday, or Saturday night with an event time from 8PM-2AM
- No entrance fee can be more than $3.00
- Events funded are not commonly fundraising events
- The event must align with CUTonight’s mission statement of having the goal to improve campus atmosphere, student camaraderie, school pride, community, or a similar objective should be in mind
- Funding amount:
- The funding cap for events after 1 AM will be decreased to $4,000 for events held during the Spring, & remain at $5,000 for events held in the Fall.
- The funding cap for events before 1 AM will be decreased to $2,500 for both semesters.
- For events that have an academic and diversity initiatives component
- Funding amount: maximum allotment for each award is $300
International Student Union (ISU)
- For events that have an international component
- To be eligible:
- The organization must be registered under SAFC or GPSAFC.
- ISU funds accessible events that promote internationalism and allow a diverse group of students to interact.
- Each organization can be funded for up to 3 events per semester.
- Events must be open to the Cornell Community. As a result, ISU does not fund events held during university holidays.
- Events must be non-profit.
- ISU cannot fund events where a portion of ISU co-sponsorship funds would go to charity. Only operating expenses would be covered. However, a donation box is permitted.
- ISU does NOT fund durable goods, but we can fund food.
- ISU usually funds around $3-5 per attendee. However, this number can be subject to other factors.
- Funding amount: $3-$5 per attendee, but can fluctuate depending on other factors
Bartel's Co-Sponsorship – Co-sponsorships only; every other year (current finding cycle is: 2020)
- To be eligible:
- Need to be a registered undergraduate student organization
- Ability to show that the organization is requesting funds from other entities on campus
- The application is open every other year (2018-19 is the current open application period)
- To obtain an application and budget worksheet, please contact Sue Parker.
- Funding amount: TBD
- All student organization funding
Cornell Asian Pacific Student Union (CAPSU) – Financial support for CAPSU sub-organizations
Einaudi Center – Financial support to activities that are approved by Cornell University's Office of the Dean of Students and sponsored by organizations recognized by that office
The LGBT Student Union (HAVEN) – For events that have a gender, sexuality, and/or diversity component
Latino Living Center (LLC) – For events that have a social, cultural identity, and/or diversity component; Celebration of Latinx Culture; Residential Life
The Multicultural Concert Funding Advisory Board (MCFAB) — For events that have a social, cultural identity, and/or diversity component; Widely known and large event performers (including speakers)
Ujamaa Residential College – For events that have a social, cultural identity, and/or diversity component; Celebration of Pan-Africanism; Residential Life
Women's Resource Center (WRC) – For events that have a gender, sexuality, and/or diversity component