In-person event planning: SUNY Broome department internal event

• Submit an Event Request Form and attend a Special Events Committee Meeting.
  • The Special Events Committee is a group of representatives from various offices who provide guidance and support to you during the event planning process. It is important to present your event to the committee so that we can help ensure your event is successful and accessible. 
  • Once the event request form is completed, you will get an email inviting you to the next meeting. The committee meets biweekly on Mondays at 9 a.m. via Zoom.
  • This form should be submitted 4 weeks before the desired event date to allow for proper planning

What is your budget? Have you estimated costs for each area of your event?

• What is the purpose of this event?
• Who is the audience?
• How many attendees are expected?
• What will the format and length of the event be?
• Will there be a presentation?
• Will there be a discussion?
• What is on the agenda?
• How will you engage your attendees?
• What is the best location to hold your event?
• How are you going to advertise/promote your event?
• What is the best date for your event? Check the Campus Events Calendar and the Campus Impact Calendar (the Campus Impact Calendar requires your SUNY Broome gmail login) to make sure there are no conflicts with other events
• How will you engage your attendees? Depending on the format, length and how you will engage your attendees, what are the accessibility accommodations to consider? Review the Accessible Meeting & Event Checklist (pdf)

Event Spaces

• Email reserve@sunybroome.edu to book spaces across campus including:
  • classrooms and other academic areas
  • building lobbies
  • cafeteria
  • athletic facilities (gyms, dance and fitness rooms, athletic fields)
  • outdoor spaces (quads and pavilions)
• Email Tytus Haller at hallertm@sunybroome.edu to book the Ice Center
• Email Justine Dadamio at dadamiojm@sunybroome.edu to book spaces at the Culinary & Event Center

Assistive Technologies

• Discuss accommodations (e.g. wheelchair and elevator access) and assistive technology needs (e.g. assistive listening devices) with the Accessibility Resource Office.
  • Email ARO at aro@sunybroome.edu

• Submit a Maintenance/Custodial Request form
  • Be sure to include: date, time, locations, visual layout of your event space, number of tables and chairs needed, power needs, signage locations, staging (size and location)
  • This request should be submitted 2 weeks in advance of your event
  • Keep in mind, there is no maintenance or custodial support on weekends

• Public Safety – publicsafety@sunybroome.edu, 607-778-5083
  • Arranges to lock/unlock buildings and classrooms
  • Discuss parking permissions
  • Needs to be aware of how many people will be on campus

• Submit a Technical Request Form (CSR-on campus only), or call 607-778-5657 for special classroom needs for your event.
  • This request should be submitted 2 weeks in advance of your event

• Submit an Audio & Presentation Media Support Request for special audio/visual needs for your event
  • Be sure to include if you need microphones, a PA system, data projector
  • This request should be submitted 2 weeks in advance of your event
  • Keep in mind, there is no A/V support on nights or weekends

• If you need catering for your event, contact American Dining Creations
  • P: 607-778-5140

• Consider submitting reminders through the Share Your News form as the event approaches.
• Consider sharing events on social media channels. Contact marcom@sunybroome.edu for more information. Campus clubs and student organizations should contact campuslife@sunybroome.edu.
• Consider making posters, flyers, PowerPoints and more for your event. Visit MarCom’s Publication Templates page for suggestions and instructions!
  • All open, public events on campus (including events that are open to all students) must include an accessibility statement. For example: If you need accommodations to participate in this event, please contact the Accessibility Resources Office at aro@sunybroome.edu or 607-778-5150 to discuss your needs.
• If your event is organized by a club or organization, submit an event request through The Swarm.