- To select a DATE for your event, 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.
- ALL CORPORATE events of ANY nature must be cleared IN ADVANCE with the Career Management Center. Refer to this page for detailed instructions.
- ALUMNI OUTREACH - before approaching alumni to participate in your activities or events, please contact the Alumni Affairs Office.
- JOHNSON ROOM RESERVATIONS |View Johnson School Available Spaces|
To request space in Sage Hall or Breazzano, please COPY & PASTE the questions A-N below WITH ANSWERS TO EACH into an email to gm-roomrequests@cornell.edu The following information is required in Cornell's 25live reservation system:- Name of sponsoring club/department:
- Title of the event:
- Date(s) and time(s) of event(s):
- Exactly how long you need the room (being sure to allow adequate time for set-up and clean-up, especially with catered functions):
- Number of people expected (You must ensure that you do not exceed the capacity of the space you are in.):
- Responsible person at the event with Cornell email address:
- Which space in Sage or Breazzano you are requesting (preferably with an alternate location):
- A/V requirements, especially noting if Zoom will be used:
- Do you plan to serve food or beverage? Y/N
If yes, please answer the following:- Are you hiring a caterer? Y/N
If so, what is the caterer's business name: - What type of food service?
- Delivery/Takeout from a restaurant/business (pizza, subs, etc.)
- Store-bought pre-prepared foods (doughnuts, cookies, chips, etc.)
- Food is being prepared by group members (potluck, brown bag, etc.)
- Please describe what type of food you will have (i.e., homemade baked goods, pizza, sandwiches, catered hot buffet, etc.)
- Are you hiring a caterer? Y/N
- Will any alcohol be served? If YES, please indicate which licensed caterer will be serving the alcohol. (See #5 below.)
- If not hiring a cater to serve alcohol (sometimes allowable for events with 50 people or less), please answer the following:
- What types of alcohol, and how much of each will be served?
- What types of food, and how much of each will be served? (NOTE that food is required when serving alcohol)
- How do you plan to control the service and consumption of alcohol?
- Will there be a Cornell faculty or staff member attending the event? Y/N
- Will you be using any of the following at your event?
- Balloons - helium balloons not allowed in Sage Atrium: Y/N
- Bubbles - outdoors only: Y/N
- Corn Hole/Yard Games - outdoors only: Y/N
- Fog/Smoke Machine - outdoors only: Y/N
- Open Fire/Flame/Grill/Candles/Sterno - outdoors only: Y/N
- Does your event have a speaker, artist, or dignitary? Y/N
If YES, please answer the following:- Name of speaker/artist:
- Will the speaker/artist be compensated in any way? Y/N
- Could your speaker/artist be considered a dignitary? Y/N
- Is the speaker/artist a politician, current or past holder of an elected office with the U.S. or any foreign government? Y/N
- Will any of your attendees be from outside the Cornell Community? Y/N
If YES, please select which group:- The event is open to the public.
- The event is open to invited guests/registrants only.
- ALCOHOL
- When hosting an event with alcohol on campus, hire a caterer that has liquor liability coverage on file with the university. Note that caterers need approximately 15 business days to secure a NY State liquor permit for events in non-licensed facilities like Sage, a tent, or Breazzano.
- Licensed facilities on campus, where you do not need to engage an outside caterer, and which do not need to apply for event-specific permits are the Statler Hotel, Big Red Barn, Helen Newman Bowling Alley, and Moakley House.
- For all events, if you are using any funds residing in university accounts (GPSAFC, Johnson SBC, Corporate Funds, Johnson Departments sponsorship, etc.) alcohol must be served by a licensed and insured caterer, or served at a licensed facility (restaurant/bar).
- For full details, review Cornell's Policy on Alcohol and Other Drugs.
- ROOMS outside Johnson - To reserve other spaces on campus (i.e., Big Red Barn), please refer to Cornell's Academic and Event Scheduling. Clubs must be fully registered with the university in order to reserve space on campus.
- EVENT WAIVERS - all off-campus events require a waiver that can be added to your event registration in JOHNSON CampusGroups under #8 Advanced Options, Waivers - select from the drop-down. Be sure to check the 2 boxes to add it to your form and to make it mandatory.
- POST your event - Once your event date is set, your club officers can post the event to the Johnson Calendar of Events by creating an event in your group.
- When entering events on the calendar, if you co-host your event with the MBAI, MBAII 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 CampusGroups.
- If your event is also open to partners of Johnson Students, co-hosting with the Joint Ventures group in JOHNSON CampusGroups will cause your event to show up on their lists of events.
- If your club 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."
- If your club is using GPSAFC funds to sponsor your event, it must also be posted on the Cornell Calendar of Events.
- AUDIO/VISUAL needs - If you require A/V assistance for your event, please contact AudioVisual@johnson.cornell.edu at least five (5) business days in advance of your event.
- FACILITIES/SET-UP needs - if you require any special set-up for your event, after-hours custodial coverage, etc., please submit a service request at least five (5) business days in advance of your event.
- ZOOM WEBINARS - the Johnson Student Activities & Special Events Office has two (2) Zoom webinar licenses that are available for club webinars at no cost. Requests will be handled in the order they are received. Please submit your request VIA THIS SURVEY at least five (5) business days prior to your event. For information on your Cornell Zoom account, and the differences between a meeting and webinar, visit https://it.cornell.edu/zoom.
- DIGITAL MARKETING - 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.
- SWAG - 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. Cornell details and the approval form can be found on this page. You'll also want to be sure to be in compliance with Johnson Brand Guidelines.
- CONTRACTS
INDEPENDENT CLUBS vendor contracts are signed by club officers are the responsibility of the club and must be backed by club external checking account funds.
UNIVERSITY CLUBS: Contracts being entered into that will be paid from funds residing in school/university accounts must be reviewed in advance by the Johnson Student Activities & Special Events Office and signed by Cornell Purchasing. Please allow at least fifteen (15) business days for this process.