Event Policies and Resources
Students currently involved in Columbia Engineering organizations can find important resources to support them in planning and hosting their event.
Event Proposal Forms
The Engineering Graduate Student Council (EGSC), its recognized groups, and the Columbia University Chinese Students and Scholars Association (CUCSSA) must propose all events to the Office of Graduate Student Affairs.
All other groups must propose their event to their administrative advisor.
- EGSC Executive Board Proposal Form: For events proposed by the EGSC Executive Board members.
- EGSC Student Group Proposal Form: For events proposed by EGSC recognized student groups.
- CUCSSA Proposal Form: For events proposed by Columbia University Chinese Students and Scholars Association.
- Student Group Proposal Form: For all other student groups at Columbia Engineering.
Event Planning Checklist
When planning an event, make sure that the following cycle has been followed:
Proposal Submission and Review
Propose the event through GSA (EGSC, EGSC groups, and CUCSSA) or your Administrative Advisor (all other groups). Work out any recommended changes. Remember to get final confirmation from GSA.
Planning and Logistics
After approval, work with your advisor for room reservation, event invitations, volunteering assignments, facilities requests, payment of invoices, etc.
Advertising
Guidelines for flyer advertisements of student events is covered in the Event Planning Presentation. Advertise to your audience with flyers, social media, etc. Talk to GSA about publicity opportunities in our weekly newsletter and on the 4th floor electronic message boards.
Day of Event
Make sure all volunteers and event managers are ready and on-time. Event managers can not leave until the event is finished and the event space is cleaned up.
Post Event
Meet or call the event’s advisor to discuss the event and follow-up on invoices and finances related to the event (especially items initially paid with a letter of credit).
Event Planning Presentation
For more detailed information, read through the following presentation to make sure that you are aware of all GSA event policies and planning procedures. Download a PDF of this presentation.
Columbia University Essential Policies
All events, GSA or otherwise, must follow the policies outlined in the Essential Policies for the Columbia Community.
EGSC Event Resources
Visit the EGSC website to see additional event planning resources for EGSC-recognized student groups.