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This page is only intended for NYC Department of Education: Division of Early Childhood Education Staff members. Please do not share this website link with anyone outside the organization.
We want to emphasize that guidelines around food and space may change as we learn more information about DOE directives around use of this funding.
Program Team Members will be responsible for their own venue outreach. The Events Team will share a list of active food and space vendors to help you begin your search. Once you have finalized your event location, please provide us with the necessary documentation to generate a Purchase Order. In order to confirm whether or not a vendor is active, please review details here.
FREE DOE TRAINING ROOMS & SCHOOLS
FREE DOE TRAINING ROOMS & SCHOOLS
For free spaces, program teams can reach out to secure space and confirm directly with the assigned contacts in the venue listing.
If you are interested in hosting an event or meeting at a school, direct contact is needed with the Principal or their assigned Space Manager to reserve the space. You can look up a school’s information on the InfoHub or by visiting their website to obtain the Principal’s contact information. If the school has their own website, you may also want to cc the Custodian, and Assistant Principal of Organization (APO).
Your email message should include:
An event overview (so they know what you’ll be using the space for)
Date(s) you are looking to use the space
Number of spaces you are looking to use, and any notes or specifications
Hours that you need the space, including time for setup and breakdown
Tech that you may need (note that some schools have more available than others)
Expected attendance
If the school is available, confirm if they will be processing the permit, or if they would prefer it be sent by the DECE Events team. If they would like us to process it, please send all information DECE Events mailbox for processing.
PAID EVENT SPACES - $5K & UNDER
PAID EVENT SPACES - $5K & UNDER
RA REQUEST
RA REQUEST
EVENT SPACES OVER $5K
EVENT SPACES OVER $5K
A Request for Authorization means we are requesting permission from the Division of Contracts & Purchasing (DCP) Team to move forward with venues that have exceeded or are scheduled to exceed $25,000 in usage for the fiscal year. We strongly encourage teams to plan 3-6 months in advance if they decide to move forward with this process. This process can take several months to complete and does not include the actual payment timeline to the vendor.
All bids are required to have a dollar amount to be able to qualify as a bid. Reach out to additional vendors until the date you are inquiring for is available. DCP will not accept a bid for what the cost would have been for that date. The date must be available to be able to qualify as a bid.
Below are some justifications that were previously used for RA’s, that no longer qualify:
Location accessibility
Preferred venue
Familiarity with the venue
A date not available, but no quote provided
If for any reason you do not want to move forward with the lower bidder, be prepared to answer any and/or all questions from DCP, and to collaborate with our team to submit a 1-pager explaining in detail why you would like to move forward with the higher priced bidder.
BID EXAMPLES
BID EXAMPLES
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