Welcome to the Office of Campus Events & Commencement

” Discimus ut Serviamus: We learn so that we may serve”

The Office of Campus Events & Commencement assists in facilitating spaces to accommodate various needs, services, and campus events. Faculty or Staff interested in reserving a classroom, conference room, or lecture hall must submit a Campus Events Request Form detailing the needs for the event.

Stacey Romano

stacey.romano@qc.cuny.edu

Sylvia Hernandez

sylvia.hernandez@qc.cuny.edu

Office Information

Mon-Fri: 9:00am – 5:00pm
Sat/Sun: Closed

Bldg: Kiely Hall Room
Phone: 718-997-3600
Email: campusevents@qc.cuny.edu

How to Request Campus Event spaces

Campus Events Request Form

If you are looking to bring your event to life on campus, we’ve got you covered. Our team of professionals is dedicated to ensuring your event is a success. From reserving the perfect space to providing all the necessary resources, we are here to make it happen. Submit your request for a campus event, and let us take care of the rest.

Campus Events Request Form

Presidential Events Request Form

How to Plan an Event

Event Planning Checklist

Determine Name of the Event/Theme of the Event
If applicable, form a planning committee
1. Secure weekly meetings leading up to an event. Consider days when the college is closed.
If applicable, determine the budget cost & specific funding sources
Identify and secure key participants such as speakers/presenters, award recipients, performers and etc.
Draft and send out a “Save the Date” email with Communications and Marketing.
Identify and determine Invitation list (Students, staff, faculty, etc) – If applicable, include an RSVP link
Identify and determine venue options:
1. Number of guests
2. Public safety presence
3. Parking availability
4. Registration area
5. Health protocols
6. Reception space
Secure an ASL Interpreter. The primary event coordinator is responsible for securing the ASL interpreter. Arrangements must be made at least 2 weeks in advance. Two ASL interpreters are needed for events over 45 minutes.
Accomodate for and adhere to ADA Requirements for Visual, Hearing, Motor and Cognitive.
Secure key participants and finalize the following:
1. Finalize presentations/speech topics
2. Request bio information and photo for event details
3. Organize travel and accommodation arrangements
Develop Communications Plan
1. Request logos from event sponsors for printing draft program
2. Draft an event script/ROS (speaker introductions, thanks, closing, etc.)
3. Develop media list /release and media kit materials (e.g., speaker info, photos, etc.)
4. Social media
Identify and determine Audiovisual needs for a Projector, Teleprompter, Screen, Microphones, Internet Connectivity, Livestreaming/Video Conferencing
Photography
Videography
Identify and determine Catering needs for Kosher, Halal and Other (Gluten free, vegetarian, etc)
Send out Invitation reminders to all guests on a routine basis. Send a final reminder on the day of the event.
Confirm services with all vendors at least 24 hours prior to the event.
Post event wrap-up
1. Sending “Thank You” to special guests and committee members.
2. Post event debriefing
3. Conduct a survery

Create an Event with Eventbrite

How to create an Event

Secure an ASL Interpreter

ASL Requirement Checklist and Agencies

Publicizing your Events with Communications & Marketing

Regardless of medium or venue, the best way to submit information about your event for publicity is via the Event Submission Form.

To have your events listed on the QC calendar, check off “Post to QC Web Calendar.”
To have information about your event emailed to faculty/staff and/or students, check off one or both “This Week at QC” selections. This Week at QC is sent out each Monday during the semester. Please keep in mind the submission deadline of Thursday at noon for the following Monday’s This Week at QC.
To have your event shared on social media, check off “Social Media.” If submitting a photo or flyer for social media distribution, please make sure the format is either jpeg or PNG. PDF files cannot be shared on social media.

By using this form, you can be sure that your events will be shared with a wide audience. If you have any questions, please email Sima Mandelbaum at sima.mandelbaum@qc.cuny.edu.