Event Planning, Catering & Space Rentals

Process Description / Outline

• All events must comply with the current fiscal & insurance policies 

• For events that still require NYU review/approval, please start the process as early as possible. Onboarding new vendors and reviews of contracts and insurance can require significant time

• There are more stringent requirements for "full catering" services (food set-up, service/waitstaff, clean-up, etc.) as opposed to food delivery only

On-campus events

• On-campus events do not require insurance as long as catering services (if any) are provided by NYU Plated  – these activities are covered under NYU’s existing insurance policies (see venues). Please note that typically only student clubs and organizations may have external vendors deliver food to Kimmel spaces

• On-campus food delivery can be provided through NYU Seamless (up to $500 per meal period per day) or through a vendor in iBuy. If using a PO for food delivery and the vendor is in iBuy and compliant with insurance in Ebix then a PO without a contract is sufficient/allowable per NYU.

• Arts & Science Fiscal (Joseph Wright) can provide exception approvals for "full catering" services from an external vendor if savings would be in excess of 25% of NYU Plated's quote, or if there is a valid teaching or research justification or if NYU Plated cannot provide the necessary service for the event. External vendors should still be paid via iBuy. An external "full catering" vendor requires a compliant contract including evidence of NYU's standard insurance coverage limits and indemnification language

Off-campus events

• NYU distinguishes between formal events and informal events

  • Formal off-campus events (with invitations and space rentals) have specific insurance and contractual requirements that must be met (see details below). 

  • Informal off-campus events (such as a group dinner after a visiting speaker) do not have such strict requirements and can be paid via reimbursement. As a reminder, informal events must be paid by the senior most administrator/faculty member and there should be no more than four NYU hosts per external guest for business related lunch or dinner meetings or events (excluding students). There are limits on the per person cost
    
    

• Off-campus formal small events (20 participants or less) do not require a contract, but should still be paid via iBuy

• Off-campus formal large events (21 or more participants) require NYU's standard event contract and verification of the venue's insurance coverage via their certificate of insurance (see details below)

• Off-campus formal large events (21 or more participants) where alcohol is not served do not require the more stringent insurance coverage for liquor liability. Specifically, if alcohol is not served, NYU will accept a contract without liquor liability coverage

• Faculty housing is considered "off-campus" when it comes to events. Specifically, a faculty member's apartment is considered off-campus. If the event is small (20 or less) then there is an exemption for small events per the NYU policy.  If the event is large (21 or more), then please contact Arts & Science Fiscal (Joseph Wright) to coordinate with NYU

• There are many pre-approved vendors that are already available in iBuy and are prepared with satisfactory insurance

• All off-campus contracts must be reviewed by the NYU Events Team and NYU Insurance Programs before execution. This review process is completed in iBuy via Total Contract Manager (TCM) -- see FAQ below

• • If the vendor accepts NYU's standard event contract then a review by Insurance Programs will not be required (but TCM should still be used)