Student Event Form

EFFECTIVE FALL 2021: 

Hosting an in-person event? Paste this into the HTML description along with the link:
You will be asked to follow the latest health and safety protocol.

Student Activities @ 35 W 67th Street

Currently, the primary modality for student organization meetings and events is virtual. In limited availability and capacity, some events may take place at the Macaulay Building (35 W 67th Street). At this time, we will be prioritizing and allowing for events in-person that could not reasonably be held otherwise online.

Students can request space in Club Macaulay based on the occupancy limits for each room. Each club leader will need to set the maximum capacity for the room request by consulting the occupancy chart for that space. Depending on the space you are selecting, the “attendance limit” in Club Macaulay must match the 50% capacity of the space. Only students who RSVP should access the building, and event organizers must monitor occupancy limits and abide by health and safety protocols, where applicable.

We are now accepting reservations until the end of the fall semester (12/15). You may begin submitting requests between 9/28-10/4, with space beginning to be allocated on 10/5. If you request after 10/4, it will be reviewed per our normal policies within 7-10 days and with whatever availability remains.

 Access to campus spaces and occupancy limits are subject to change.

Fall 2021 Room Occupancy (50%)
Spring 2021 Room Occupancy (75%)
View here for the latest health and safety guidelines and protocols 

Off-campus

Currently, the primary modality for student organization meetings and events is virtual. In limited availability and capacity, some events may take place at the Macaulay Building (35 W 67th Street). Student Organizations and students participating in off-campus events will be at the risk their own risk and is being highly discouraged at this time.

Student Organizations wishing to have off-campus events must abide by current New York State, City, and CUNY guidelines regarding health and safety related to COVID-19. All students participating in a student organization-led and sponsored event must RSVP in advance and complete and sign a waiver, acknowledging the risks associated with in-person activities at this time. Macaulay Honors College is not liable for the enforcement of health and safety precautions, and should be monitored by event organizers to ensure the safety of all participants. 

Student Organization Leaders can create a new event in Club Macaulay and select “Off Campus Event Template” to begin the process.

View here for the latest health and safety guidelines and protocols

What health and safety information do I follow? If you’re hosting an off-campus event, please follow the same protocol as if your event were on-campus or outside on campus.

 

Additional Policies for in-person events:

All Macaulay sponsored events, meetings, and gatherings—whether on-campus or off-campus—must comply with the following requirements:

  • RSVPs are REQUIRED for all in-person event attendees (faculty, staff, students, speakers, and/or event organizers) are required due to social distancing limitations within the allotted classroom/event spaces. 
  • Speakers and panelists are the only outside guests permitted to attend in-person events but must follow CUNY’s Visitor Access COVID-19 Policy and be approved in-advance of any event.
  • Food at events is permitted with the following limitations.
    • Brown Bag events where individuals bring their own food or beverages is permitted.
    • Pot luck style events or events where food is served family style is NOT permitted.
    • Outside food from a restaurant or caterer is permitted so long as all the food items are individually packaged, such as boxed lunches, to limit touch points. Snacks must also be individually sealed packaging from the maker. Grab and go, single-use items are encouraged.
    • Baked goods or other items made from home and then individually packaged for distribution are NOT permitted.
    • Events with food must still follow all current health and safety protocols.


Student Event Form

The “Student Event Form” is available on the Club Macaulay website, and is how all fully-approved clubs request space for their events. Student leaders are able to reserve rooms and post events on Club Macaulay all in one shot! First step is to sign into Club Macaulay, then click on create event and then fill out the form. Once the event gets approved by Sara Mazes, student leaders will be notified of the approval and the event will automatically appear on the Club Macaulay calendar.

The “New Club/One-Time Space Request Form” is an external form for new clubs who are in the registration process and/or non-club related one-time student events. The event organizer should email the Student Development team before submitting this form to describe their prospective event and receive approval.

Feel free to email student.clubs@mhc.cuny.edu or Sara Mazes at sara.mazes@mhc.cuny.edu with questions or concerns.

A Student Event Form must be filled out for each club event, including events held virtually, off-campus, or locations other than 35 W 67th street.

Students may use this form to request use of classrooms, performance space, screening room, and on-site A/V equipment for groups of 30 or fewer. For most events, this form must be submitted 30 days before the date the room is needed (for small groups–15 or fewer–and informal occasions, the form is due 10 days in advance of the date the room is needed). No events will be scheduled unless the appropriate form is submitted. Submission of the form does not guarantee that space will be available. You should expect a reply for your request within 7-10 days.

A student liaison, and an alternate, must be appointed for each use request. Both the liaison and the alternate take responsibility that all guests adhere to the guidelines for space use. The liaison or the alternate must be present in the room during the entire time the room is in use. The liaison or the alternate must sign out with security after all guests leave at the end of the event.

 What date is ideal for your event?

Consider other activities organized by central Macaulay; academic calendar (breaks and exam periods). Find out availability of invited speakers first.

Consider how many guests you expect and event type.

Refer to specific room capacities to determine the desired location for your event. Due to demand space is not always available. Plan ahead and submit this completed form early!

When do reservations open?

  • Fall – July 1st.
  • Spring – November 1st.

Reservation submissions will open on the dates listed above for their respective semesters. Any reservations submitted prior to these dates will not be honored.