Event Guide for Students, Faculty and Staff
Internal Events
There are many details to consider when planning your event or program. From determining which space to use, to the facilities set-up, and ed media, catering and security needs.
The Law School’s event coordinator will work in conjunction with event organizers to help you with questions regarding the appropriate space for your event, make event suggestions, and assist in coordinating support services for your event. Event planning is a team effort between the event coordinator, your department, and all of the Haub Law service groups including Educational Media, Facilities and Security. The below considerations will give you an overview of the information you will need to provide when working with the Haub Law program and event coordinator.
Students planning events should work with the Office of Campus and Student Affairs and review event guidelines.
IMPORTANT NOTE SPACE RESERVATIONS: Due to significant increases in academic programming and limited space options, not all 25Live reservation requests will be accepted during the first two weeks of the semester for a classroom/academic space to allow for any classroom changes which may take place.
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All events, both in-person and virtual events, must be placed in , Ìð¹ÏÊÓƵ’s event scheduling system. 25Live allows you to view available spaces and dates, make a request for a room reservation, and submit a ticket for Ed Media services, Catering, Facilities and Security all in one place. The system also automatically publishes all public-facing events to our website for promotion. For this reason, and to avoid overbooking, even virtual events, off-site events and important meetings that are not public-facing must still be reserved through 25Live.
Review these 25live tutorials and guides, which will help you understand how the reservation system works. If you are new to Haub Law and require program installation and training of 25Live for scheduling purposes, please or call her at (914) 923-2667. Haub Law also offers a 25live training for employees on an annual basis. For on campus support, please contact Melissa McMonagle.
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If you are working with an outside organization or company, please note that there are guidelines for your event to be eligible for co-sponsorship as well as reduced space rental fees. Your event must involve a Haub Law faculty member, student group, or administration. It must also promote the advancement of academic programs or cultivate community relationships that are beneficial for our student body, and enhance the Haub Law brand identity.
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Student Organization events are overseen by the Office of Student and Campus Affairs and are subject to additional guidelines and approval. To access the student event planning guidelines, visit the Student Event webpage.
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Chartwells offers an event catering guide for community and third-party rentals, as well as a student catering guide for student events. These catering guides include many packages and sample menus, but Chartwells will also work with you to create a custom menu that fits your event needs and budget. View the menu which best suits your event below.
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Haub Law’s Educational Media staff provide media and technical support and expertise to the instructional process at the Law School. This includes assisting faculty, staff, and students in supporting events as needed. The Ed Media team provides all event tech support from setting up requested microphones, loading presentations, as well as assisting with connecting scheduled zoom meetings. Note: Departments are responsible for setting up and running their own zoom meetings. Ed Media services, equipment and staffing may be subject to fees.
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The Haub Law facilities team is here to support you with your event setup needs. The Tudor Room and other open spaces can be setup with registration tables, lecture-style, with large tables and chairs and/or with hightops, etc. Please note that there are additional fees for tablecloths to be provided by Chartwells and they must be ordered one week in advance. Please work with our dedicated law program and event coordinator to determine which setup will best suit your event.
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A Security presence is needed for all events on campus. If an event serves alcohol or brings more than 50+ external guests to campus, additional security guards may be needed. The department organizing the event is responsible for these fees and must provide a budget index code to the law program and event coordinator.
Additionally, for security purposes, the Haub Law requires a list of all external guests entering campus, so programs must include registration information in order to obtain a list of guests.
The guest list can be updated up to two days prior to your event, but the initial guest list needs to be provided a week before your event for planning purposes.
For support with planning your internal event at Haub Law, contact us.