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.

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.


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.