Plan An Event

To Do

When you have the idea for an event, get approvals from your department!

Good to Know

• What costs money at TC?
• Catering
  
• Media Services
• Public Safety (not all events) 
• Supplies

Good to Know

Here are sample budgets* 

• Lecture in Grace Dodge 179
• Large Event in Cowin
• Small Dinner in Everett Lounge
• Cocktail Reception in Grace Dodge 179

*The provided budgets are based on the ‘19-’20 academic year and should be used only as a guide. We will update these sample budgets in Fall ‘22

To Do

• Use 25Live to book your rooms for internal events; complete the request form for external events
• Be mindful of COVID capacities for event spaces when booking your space. Capacities can be found here
• Pick more than 1 date if you can’t get rooms you need
• Book rooms ASAP
• Book rooms for furniture storage (set-up dependent) 

Good to Know

• Familiarize yourself with TC’s ‘21-’22 Campus Events Policy before planning your event
• TC is very busy in the spring semester and during the summer
• Classrooms typically not approved until after the add/drop period
• The Dining Hall can be booked for small tabling events or a small section (no more than half) during business hours

To Do

• Loop in External Affairs for social media, media relations, and other event promotion and coverage
• Loop in Alumni Relations to invite alumni to your event
• Decide which event registration system works best 
  • Eventbrite (do not use for paid events)
  • EventRebels

To Do

The College catering policy states that AVI is the exclusive caterer on campus for any food/beverage orders for 8 or more people. 

• Order catering at least (3) business days before your event
• Set up a meeting with AVI to review menu, budget, room set up & event timing
• Ask your guests if they have dietary restrictions

Good to Know

• Catering Brochure (link to come)
• There are restrictions on placing orders for weekend events. Contact AVI to make arrangements.
• Contacts:
• Jay Lebet | Catering Director - jpl2200@tc.columbia.edu
• Cathy Marston| Resident Director of Dining Service - cm4168@tc.columbia.edu
• Office: 212-678-3167
• Wine vendors

Good to Know

• Sample staff plans

Good to Know

• Give aways
• Name tags
• Name plates
• Where to buy supplies 
• Where to borrow supplies

To Do

To Do

• Submit a Work Order at least (7) business days before your event

Good to Know

• Room set up samples 
• Classroom furniture cannot be removed
• Facilities contact
• Mevon Smith | Custodial & Housekeeping Supervisor
• smith2@tc.columbia.edu; cc facilities@tc.columbia.edu
• Office: (212) 678-8345

To Do

• Submit a media reservation at least (14) business days before your event to secure equipment and staffing

Good to Know

• TCIT Event Services Information
• Rudy Caba | Event Technology Specialist
• caba@tc.columbia.edu; cc mediaservices@tc.columbia.edu
• Office: (212) 678-6620

Good to Know

• Public Safety contact
• Yeremy Chavez | Director of Public Safety Administration and Systems
• yc2109@tc.columbia.edu; cc publicsafety@tc.columbia.edu
• Office: (212) 678-3335
• If you are hosting an event with external guests, be sure to submit your full list to Public Safety 72 hours prior to your event start time

To Do

• Final budget, pay all bills
• Write up debriefing notes to help in next year’s planning (samples)
• Send thank you email to volunteers & staff
• Send thank you letter to speakers