Johnson at Cornell University | Groups



Johnson Student Activities & Special Events Office
107 Sage Hall
Ithaca, NY 14853
607-255-0068
StudentActivities@johnson.cornell.edu
 
  1. All MAJOR EVENTS (multiple sessions, with outside speakers) must be approved by the Johnson Office of Student Activities & Special Events and on the Johnson Calendar of Events at least four months in advance. If you are using GPSAFC Funding for your event, you must also post it on the Cornell Calendar of Events.
  2. All TREK (non-credit) leaders must complete a Student Travel Approval Form at least two months in advance.
  3. ALL CORPORATE events of ANY nature must be cleared IN ADVANCE with the Career Management Center.  Refer to this page for detailed instructions.
  4. There should be NO CLUB EVENTS the hours of 6:00-9:00 pm during Corporate Briefings seasons.
  5. To select a DATE for your event, please consult the Johnson Calendar of Events to avoid conflicts with the academic schedule or school wide events and email StudentActivities@johnson.cornell.edu so we can help review any conflicts. Other factors that we help you consider are university events, availability of venues, hotel rooms, etc.
  6. ALUMNI OUTREACH - before approaching alumni to participate in your activities or events, you must contact the Alumni Affairs Office
  7. To reserve ROOMS in Sage Hall and the Breazzano Center, email gm-roomrequests@cornell.edu as soon as you have your date set to give you the most options. You will need to indicate: 1) name of sponsoring club or department, 2) title of the event, 3) date and time of event, 4) exactly how long you need the room...being sure to allow adequate time for set-up and clean-up, especially with catered functions, 5) number of people expected, 6) responsible person with email address, 7) if you plan to serve food or beverage, 8) which room you want (preferably with an alternate), 9) A/V requirements. NOTE: you must include a copy of the CMC approval email for all corporate events. If your caterer will need a staging/back-of-house area, you need to request space for this as well. DO NOT assume that the Atrium Cafe or pipe & drape in the Atrium will be available without reserving it. NOTE: It is your responsibility to be sure that rooms you use are left in good condition and all catering supplies, excessive garbage/pizza boxes, etc. are removed by the time your reservation ends. NOTE: food and/or beverages canNOT be served in any tiered classrooms, NOR on the classroom/basement level of Sage Hall. 
  8. POST your event - Once your event details are set, your club officers can post the event to the Johnson Calendar of Events. TIP: when entering your event on the calendar, if you co-host your event with the MBAI, MBAII, and One-Year MBA Program groups, it will show up in the calendar feeds that most students have set-up; this is done under #8 when editing events in Campus Groups. If your event is also open to partners of Johnson Students, co-hosting with the Joint Ventures group will cause your event to show up on their lists of events. NOTE: If your clubs is using GPSAFC funds to sponsor your event, be sure to include this wording on your listing and all promotions "Funded by the GPSAFC. Open to the Graduate Community. Please contact EMAIL regarding any accommodations you may need to attend this event." GPSAFC-funded events must also be posted on the Cornell University Calendar in addition to the Johnson Calendar of Events in CampusGroups..
  9. AUDIO/VISUAL Needs - Once you have a room confirmed, if you require any special A/V set-up that is not standard in the room (monitors in the Parlor or Atrium, videoconference assistance, etc.) contact AudioVisual@johnson.cornell.edu at least five (5) working days in advance of your event.
  10. Room SET-UP - Email sagemgmt@cornell.edu preferably at least five (5) working days in advance regarding the set-up for your event, especially if you plan to bring in any rental tables and chairs, or need custodial support outside regular business hours. Make no assumptions regarding room set-up without contacting the facilities staff. You will also want to be sure that you receive confirmation of your room reservation BEFORE you contact Facilities. NOTE: It is your responsibility to be sure that rooms you use are left in good condition and all catering supplies, excessive garbage/pizza boxes, etc. are removed by the time your reservation ends. NOTE: food and/or beverages canNOT be served in any tiered classrooms in Sage Hall or Breazzano, NOR on the classroom/basement level of Sage Hall.
  11. CATERING - On-campus events where food or alcohol will be served require engaging the services of an insured caterer from the university's list, which can be found at http://www.risk.cornell.edu/events-management/caterer-list/.  For small and/or informal events without alcohol, like pizza delivery or sandwich drop-offs, you are not required to hire from this list. NOTE: It is your responsibility to be sure that rooms you use are left in good condition and all catering supplies, excessive garbage/pizza boxes, etc. are removed by the time your reservation ends. NOTE: food and/or beverages canNOT be served in any tiered classrooms, NOR on the classroom/basement level of Sage Hall.
  12. MARKETING - In addition to posting your event on the Johnson Calendar of Events and the Cornell Events Calendar; to post school-wide events on the screens in Sage Hall or Breazzano, visit this page. For more guidelines on communication tools, visit this page.
  13. CORNELL/JOHNSON NAME OR LOGO ON T-SHIRTS, PENS, MUGS, etc. If you want to produce any promotional items with the Cornell/Johnson name and/or logo, you must use a vendor licensed to produce Cornell merchandise, and you must complete an approval form. Details and the approval form can be found on this page: http://ccengagement.cornell.edu/campus-activities/event-planning/use-of-cornell-name-logo-artwork 
  14. To reserve on-campus rooms outside Sage Hall or Breazzano go to the University Registrar's Room Reservation Information page: https://registrar.cornell.edu/spaces. This site lists available spaces with their attributes, fees, reservation process, etc.
  15. The LICENSED facilities on campus where alcohol can be served without securing an individual liquor permit are: Statler HotelHelen Newman Bowling Lanes, and Big Red Barn; and these venues where alcohol and food must be served by Cornell Catering: Willard Straight Hall and McCormick's at Moakley House.
  16. Large (over 50 people) events on-campus where food or ALCOHOL will be served, or a stage will be set-up, must be registered at least four (4) weeks in advance of the event, using the Event Registration form, online at http://www.activities.cornell.edu/EventReg/. FAILURE to register your event with the university can result in the event being canceled or postponed.
  17. Anyone planning events on campus where ALCOHOL is to be served should familiarize themselves with the university's policies concerning events with alcohol. For any events on campus where alcohol is served, you will generally be required to hire a licensed caterer (from this list) with insurance covered to serve alcohol on campus. Be aware that caterers require 15 business days to acquire a New York State liquor permit for each event.
  18. ALCOHOL - if using any funds that reside in university accounts (GPSAFC, SBC, Title-Town, Department sponsorship, ect.) to pay for alcohol, it must either be served by a licensed and insured caterer, or served at a licensed facility (restaurant/bar).
  19. Any CONTRACTS signed by club officers are the responsibility of the club, and must be backed by club funds. Contracts (catering, entertainment, etc.) being entered into that will be paid from funds residing in school/university accounts should be reviewed in advance by the Johnson Student Activities & Special Events Office.