Event Proposal

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EVENT PROPOSAL FORM - Form 1 of 2 - Initial Event Proposal
Event Name*
Please enter event description*
Expected Attendance*
Number of people you expect to attend the event
Group Name (primary)*
Will this event be co-sponsored?*

YesNo
How many groups are cosponsoring the event with you? (e.g., if it's your student group working with one other student group, you'd select one, if working with 2 other groups, select 2, etc. )*

12345
Please indicate the co-sponsoring group 1*
E-mail for co-sponsoring group 1*
Please indicate the co-sponsoring group 2*
E-mail for co-sponsoring group 2*
Please indicate the co-sponsoring group 3*
E-mail for co-sponsoring group 3*
Please indicate the co-sponsoring group 4*
E-mail for co-sponsoring group 4*
Please indicate the co-sponsoring group 5*
E-mail for co-sponsoring group 5*
How is the the total cost of the event being split among the cosponsorship budget being (Input with format Group1Percent-Group2Percent-...-GroupNPercent ) *
Input format examples: 50-50, 30-70 when cosponsorship with 1 other group, e.g., 33-33-33, 30-20-50 when cosponsorship with two other groups. Order these percentages in order of primaryGroup-cosponsorshipGroup1-CosponsorGroup2 or include club name before number e.g., GoBME 50 - MEGA 50
Letter confirming co-sponsorship (PDF only)*

Upload a File
In this letter please include information such as how the budget should be split amongst groups, and an affirmative confirmation (such as in an email thread) from a representative of each group that they agree to cosponsor the event with the budget and cost-split specified in an earlier email of that email chain) Cancelof
Total Proposed Budget (Enter a number)*
Amount of budget remaining after event - if known (Enter a number)
Full Name (Primary Contact)*

First NameLast Name
E-mail*
Phone Number*

Area CodePhone Number
Event location (if known)
If off-campus, please provide the full address
Will you need to reserve CU space?*

YesNo
If on-campus, please check room availability at the following

SEAS Room Reservations Calendar

Columbia EMS

SEAS Room Policies and Their Associated Hourly Cost

For room reservation, contact seas-life@columbia.edu and C.C. Andy Chae at ac4897@columbia.edu

Insructions for email:
- Include "room reservation" in the email subject line
- In the email include the following information:
  - Name of Event
  - The EGSC-recognized student organization you are looking to book a room for
  - The number of expected attendees
Proposed Date 1*

MonthDayYear
Proposed Date 2*

MonthDayYear
Proposed Date 3*

MonthDayYear
Event Start Time*

:HourMinutesAM/PM Option
Event End Time*

:HourMinutesAM/PM Option
Reservation start time (to account for setup)

:HourMinutesAM/PM Option
Reservation end time (to account for cleanup)

:HourMinutesAM/PM Option
Columbia Approved Vendor List (non-exhaustive)

Columbia Approved Vendor List
Is/Are the vendor(s) being used approved Columbia vendors that accept letters of credit? (if not, will need to cover event through the reimbursement process)*

YesNoUnsure
Will you need a caterer and ESA to place an order on your group's behalf?*

YesNo
Will you need ESA to place a non-food-based order on your group's behalf?*

YesNo
Will alcoholic beverages be served?*

YesNo
If yes, have enough group members participated in alcohol training? (for on-campus events, if off-campus, select N/A)

YesNoN/A
Will audio-visual equipment be needed?*

YesNo
If yes, what kind of A/V equipment?
E.g., Mic with stand, or P.A. system, handheld mic, projector, TVs, etc.
Setup time. Enter none if not required*
Please check facilities cost at http://facilities.columbia.edu/columbia-university-facilities-service-rates-0
Breakdown time. Enter none if not required*
Name of space
Please check room availability at https://portal.seas.columbia.edu/space_request/reservations/calendar/month/month.php
Type of Attendees Expected*

SEAS Grad StudentsSEAS Undergrad StudentsSEAS AlumniSEAS Faculty or StaffColumbia, Non-SEAS StudentColumbia, Non-SEAS, Non-Student
If Non-SEAS Students or Staff are expected, please explain*
Detailed budget ( PDF, .XLSX Only ) Maximum File Size - 4MB*

Upload a File

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Indicate if you need a furniture request

ChairsTablesLavalierLinenBannerOther
Please indicate the number of each selected item (e.g. 2 chairs, 3 tables)
Do you require special room setup (in terms of floor plan)?*

YesNo
Please upload the required floor plan

Upload a File

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After submitting this form, this event proposal will be reviewed by ESA office and the EGSC treasurer. Once approval has been received by the ESA office and the treasurer for this event, you will move forward with finalizing terms with the vendors for the event and making space reservations. Once these details have been finalized, please fill out and complete Event Proposal Form 2 at EGSC Event Proposal Form 2
Should be Empty:

Columbia Approved Vendor List (non-exhaustive)