BEST PRACTICES FOR PLANNING EVENTS

AT TANDON

Campus Operations | Event Services

Fall 2025

TANDON EVENT SPACE UPDATES

01.

5 MTC 400

FALL 2024

• Tables added to support classroom, collaboration, and conference setups

SUMMER 2025

• ADA-compliant, height adjustable lectern
• Touch screen display
• Document camera
• Tracking Zoom camera and ceiling mics for full room coverage
• Wall mounted speakers

3

5 MTC PFIZER AUDITORIUM

FALL 2024/SPRING 2025

• ADA-compliant, height adjustable lectern
• AV upgrades at lectern
• Updated double entry doors with added glass panels

SUMMER 2025

• Permanent high tops added to the Foyer
• New soft seating options available for speakers on stage
• Stage repair and refinish

4

6 MTC EVENTSPACE

FALL 2024

• ADA-compliant, height adjustable lectern
• AV upgrades at lectern
• Replacement tables
• Wall art

SUMMER 2025

• Permanent high tops added to the Foyer
• Replacement seating

5

EVENT AND MEETING SPACE OVERVIEW

02.

EVENT SPACES AT TANDON

5 MTC 400

​

Seated Capacity: 74

5 MTC Pfizer Auditorium

Seated Capacity: 330

6 MTC EventSpace

​

Seated Capacity: 80

WHO CAN BOOK?

​

Tandon Faculty & Staff and Brooklyn Campus Partners

​

OSL&E Student Clubs

HOW TO BOOK?

​

Virtual EMS

Large multi-purpose spaces to accommodate special events, custom setup needs, and catered meetings.

7

DEPARTMENT MEETING SPACES

1 MTC 1930/1931 �Jacobs Seminar Room

Office of the Dean�Virtual EMS

2 MTC 1054 Student Engagement Suite

Student Life & Services�Email

5 MTC 433

​

Bern Dibner Library�Virtual EMS

Wunsch Hall 211 Presentation Space

Enrollment Management and Admissions�Email

Intimate spaces best for internal meetings and activities. Moveable furniture for self-service setups.

8

NYU EVENT SPACES AT 370 JAY

370 Jay 1201 �Seminar Room

Seated Capacity: 84

370 Jay 233�Co-Lab

Seated Capacity: 50

370 Jay 202�Lecture Hall

Seated Capacity: 210

​

HOW TO BOOK?

​

370J Media Commons

​

Website

Email

Shared collaborative spaces supporting the Tisch, Steinhardt, and Tandon communities.

9

CLASSROOMS

6 MTC

Seated Capacity: 25-100

2 MTC

Seated Capacity: 20-70

370 Jay

Seated Capacity: 18-22

​

HOW TO BOOK?

​

Tandon Records and Registration

​

Email

Informal spaces for meetings and presentations. Room setups are as is, food and beverage not permitted.

*Priority assignment for academic course sessions.

10

EVENT PRODUCTION ESSENTIALS

03.

BOOKING SPACE IN VIRTUAL EMS

12

VIRTUAL EMS - ACCESS

The Virtual EMS booking tool is used to request event spaces, services, and conference rooms at Tandon. Logging in is now even easier with SSO! Note: VPN connection is required when off campus.

New Virtual EMS How To Guides with guidance on the following topics:

• Request a new account
• Request an event space
• Book a conference room

Request a new user account directly from the home page.

13

VIRTUAL EMS - FEATURES

• Add multiple spaces to a single reservation
• Add multiple dates to a single reservation - weekly, biweekly, monthly, or custom recurrence
• Customize your departmental contacts list dropdown menu
• Request delegate access to access other user reservations
• View space availability by using the Browse Locations feature. Tip - Virtual EMS account not required to view event space availability

​

New booking custom date recurrence window

Departmental contacts list drop down menu

14

VIRTUAL EMS - TIMELINE & TIPS

EVENT SPACE BOOKING PARAMETERS

• New requests for event spaces in Virtual EMS are accepted up to 1 week out. Within 1 week, send an email to Event Services. Note - Short notice requests are reviewed on a case-by-case basis
• The recommended timeline for new requests is at least 4 weeks out
• Event spaces are available to book up to 1 year out, with the exception of the Pfizer Auditorium, which operates as a shared classroom and event space
• Note - Once you submit a request in Virtual EMS, the space is taken offline from others to book

​

BOOKING BEST PRACTICES

• Provide accurate event timing.
• All event space bookings automatically include a 30 minute set up and breakdown period. Communicate custom needs in the reservation comments field
• Add furniture and AV resources at the time of submission
• Revisit bookings to edit details and add services at least 4 weeks before the event date
• Cancel bookings when space is no longer needed
• Reach out to Event Services to help navigate space availability and options

15

VIRTUAL EMS - CONTACTS

NEW ACCOUNTS

Tandon IT�soehelpdesk@nyu.edu�646-997-3123

LOGIN ISSUES, CUSTOM SETTINGS, ACCESS TO SPACES, BOOKINGS

Event Services�tsoe-events@nyu.edu�646-997-3200

​

16

FURNITURE RESOURCES

17

FURNITURE - REQUESTS

REQUEST TIMELINE

• Add furniture resources directly to your Virtual EMS reservation at the time of submission
• 4 weeks out - Revisit your booking to add/edit services. Event Services will submit a setup work order request based on these details
• 2 weeks out - Aim to have all furniture setup details confirmed. Communicate any changes to your setup work order through Virtual EMS or directly to Event Services

​

18

FURNITURE - RESOURCES

EVENT SPACE SETUPS AND FURNITURE INVENTORY

EVENT SPACE SETUP DIAGRAMS

19

FURNITURE - BEST PRACTICES

• Utilize the available setup diagrams to ensure setup needs are understood and properly executed. Attach diagrams directly to your reservation in Virtual EMS
• Furniture setups are completed by CBS based on the specifications of the work order. Any changes to setup needs should be submitted directly to Event Services to be relayed to the CBS team
• Provide table coverings for plastic catering tables, banquet rounds, and cocktail tables. Rent linens from NYU Plated or manage a departmental set

​

20

FURNITURE - CONTACTS

Event Services�tsoe-events@nyu.edu�646-997-3200�1 MetroTech Center, 19th Floor

Monday - Friday�9:00am - 5:00pm

https://engineering.nyu.edu/event-services

​

21

AV

RESOURCES

22

AV EQUIPMENT - STANDARDS

EVENT SPACE STANDARD EQUIPMENT

• ADA-compliant, height adjustable lectern
• Computer and touch screen display
• Laptop connectivity - HDMI and USB-C
• Zoom capability
• Document camera
• Microphone at lectern (Pfizer Auditorium)
• Wireless microphones - handheld and lapel (upon request)

​

23

AV EQUIPMENT - REQUESTS

EQUIPMENT REQUEST TIMELINE

• Add AV resources directly to your Virtual EMS reservation at the time of submission. This generates a notification to Media Services to schedule proactive staff support
• 4 weeks out - Revisit your booking to add/edit services
• 2 weeks out - Aim to have all AV needs confirmed. Communicate any changes through Virtual EMS or directly to Media Services

​

24

AV SUPPORT - REQUESTS

SUPPORT REQUEST TIMELINE

• 4 weeks out - Submit an AV support request to Media Services for large and multi-day events
• 2 weeks out - Provide a run of show
• 2 days out - Finalize details and communicate any changes to the run of show

25

AV - BEST PRACTICES

• Presenters are strongly advised to arrive 30 minutes to an hour prior to the start of an event to connect to the systems for testing
• A dry run on the day prior to the event is strongly suggested so we can test with the equipment that will be used for the event including laptops, tablets, presentations, videos, etc.
• Presentations should be 16 x 9 at 1920 x 1080 for optimal viewing. Our systems can support HDMI and USB-C connections - any other connections must be provided by the presenter

26

AV - RESOURCES

BROWSE ROOM INVENTORY TOOL

KNOWLEDGE BASE

IN-ROOM USER GUIDES

27

AV - CONTACTS

Media Services�tsoe-av@nyu.edu�646-997-3934�6 MetroTech Center, Rm 321��Monday - Thursday: 7:30am - 10:00pm�Friday: 7:30am - 6:00pm�Saturday: 9:00am - 3:00pm�Sunday: Closed

https://engineering.nyu.edu/media-services

28

CATERING

29

NYU PLATED - SERVICES

SERVICES

• Self-service online ordering
• Consultation and menu creation
• Dietary restrictions and accommodations

CONTACTS

Online Ordering Portal

Melissa Zarate�General Manager�Melissa.Zarate@compass-usa.com

Christina Acosta�Catering Manager�Christina.Acosta@compass-usa.com

​

30

NYU PLATED - TIMELINE & TIPS

REQUEST TIMELINE

• 4 weeks out - Reach out to NYU Plated for consultation and menu planning, if needed
• 2 weeks out - Submit online orders

​

BEST PRACTICES

• Carefully review menu selections to ensure a variety of common dietary restrictions are accommodated
• Ensure catering drop off and pick up are scheduled within the times of your space reservation in Virtual EMS
• Confirm the number of tables needed to support your catering setup and ensure the quantity is accounted for in your furniture setup work order

​

31

CAMPUS SERVICES

32

VISITOR MANAGEMENT

• Understand your responsibilities when sponsoring visitors
• All visitors external to NYU must be registered in JRNY. Utilize the bulk upload feature to register multiple guests. Assign multiple buildings if applicable to your event
• Request a check in table in the building lobby through Virtual EMS. Distribute name badges for visible identification
• Coordinate with Event Services to arrange a Campus Safety access memo to streamline the visitor entry experience. Note - Refrain from submitting printed guest lists to Campus Safety desks

​

33

GUEST WIFI

• Review these FAQs for more information on setting up Guest Wi-Fi
• Create a Guest Wi-Fi Account for individual visitors (e.g. invited guest speakers) directly using the NYU Wi-Fi Guest Sponsor Portal
• Request Guest Wi-Fi for a large event with many attendees by emailing Tandon IT at soehelpdesk@nyu.edu

​

34

BUILDING SERVICES

• CBS provides services to events through the submission of work orders. Event Services handles work orders on behalf of the Tandon event spaces
• Events receive one trash pick up at the end of the event. Additional requests for trash pick up should be submitted in advance to Event Services
• Additional hiring of CBS at overtime rates is necessary for the following types of events. Reach out to Event Services to request a quote
• Saturday and Sunday events
• Events held in the Gymnasium
• Large events needing dedicated labor
• Evening or early morning furniture setup
• Outdoor 5MTC Arcade setups

35

ADDITIONAL POLICIES AND RESOURCES

Campus Safety Additional Staffing

• When to request, including events held in the Gymnasium, events serving alcohol in Foyer spaces, capacity management
• How to request

Working with External Vendors

• Insurance coverage
• Loading dock access

NYU Policies

• Substance Abuse and Alcoholic Beverages
• Protection of Minors on Campus

Tandon Resources & Policies

• Budget and Finance
• Travel & Expense FAQs

36

EVENT PROMOTION

37

ON-CAMPUS �EVENT PROMO

• Presentation slide templates & Tandon overview slides
• Event page on website
• Invitation email
• Social media promotion
• Campus signage
• Program/Agenda template
• Banners, tablecloths & signage
• Giveaways
• Tandon speaker remarks
• Post-event digital coverage

​

Email: tandon-eventpromo@nyu.edu

​

​

​

​

​

Tandon Events Page & Invite Email

Web & social coverage

Banners, Tablecloths, giveaways etc.

38

EXTERNAL SPEAKING SUPPORT

• Presentation slide templates & Tandon overview slides
• Tandon overview materials
• Poster Templates
• Social media promotion
• Giveaways (if needed)
• Post-event digital coverage

​

Email: tandon-eventpromo@nyu.edu

​

​

​

​

​

39

RESOURCES

engineering.nyu.edu/services/marketing-and-communications

https://engineering.nyu.edu/marketing-and-communications/identity-style-guide/templates

40

ADDITIONAL BEST PRACTICES

04.

PARTNERING WITH EXTERNAL ORGANIZATIONS

​

​

​

• All events utilizing Tandon event spaces require a Tandon department sponsor. The department agrees to serve as the owner of the event and is the responsible party for coordinating all services
• Before agreeing to partner with an external organization, assess how the partnership provides benefit to the school
• Ensure the event provides opportunity for Tandon community participation
• Stay informed of all aspects of the program - invited speakers, invited guests, sponsors, presentation topics, materials and promotional items

42

ATTENDEE EXPERIENCE

• For events with catering, include a registration form field to collect dietary restrictions
• Include in event marketing materials an accommodations statement to provide individuals with disabilities clear instructions on how to request reasonable accommodations. Refer to the Moses Center for additional guidance
• Elevate your event environment by adding linens, decor, and other creative elements to enhance the attendee experience
• Streamline the attendee check in process by collecting attendance using Atrium. For events attended by NYU ID card holders

​

43

SUSTAINABILITY

• Understand our shared responsibilities to uphold the Green Events Standard. Review your event against the Green Events Checklist. Apply sustainable practices to all aspects of your event:
• Event promotion and materials
• Food and catering
• Decorations and giveaways
• Donate leftover food to the FREEdge, located in 6 MTC outside the MakerSpace. Takeout containers are available to repackage food. Reach out to nyufreedge@nyu.edu

​

44

TAKING CARE OF OUR FACILITIES

• Only use painters tape to affix signage and decorations. Other types of tape and adhesives can cause damage to facility surfaces
• Remove all posted signage and decorations at the conclusion of the event
• Report spills and other facility related issues immediately. Refer to the Need Help? sign posted in all event spaces on how to report issues to Client Services
• Report any damage caused to the event spaces, furniture, and AV equipment to Event Services
• Clear the space of any remaining materials to streamline setup for the next event

​

45

RESOURCES

05.

EVENT SERVICES WEBSITE

https://engineering.nyu.edu/event-services

47

BEST PRACTICES FOR PLANNING EVENTS

AT TANDON

Campus Operations | Event Services

Fall 2025