Event Proposal

EVENT PROPOSAL FORM - Form 1 of 2 - Initial Event Proposal

See the Columbia Blue Pages website for recommended vendors: https://procurement.finance.columbia.edu/content/columbia-blue-pages-shopping-directory

Flyer/graphic request form (mandatory if you want EGSC to design a flyer/graphic for your event): https://docs.google.com/forms/d/e/1FAIpQLSdpl-jsPkv8a1n8N6d_WXScWzExbEUtbigXztR3WDHbxnVTkg/viewform

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?

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. )

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)

Total Proposed Budget (Enter a number)

Amount of budget remaining after event (Enter a number)

Full Name (Primary Contact)

First NameLast Name

E-mail

Phone Number

Area CodePhone Number

Secondary Email

example@example.com --> for the club filling out this form

Event location (if known)

If off-campus, please provide the full address

Will you need to reserve CU space?

Will you need EGSC to design a graphic for this event?

You *must* fill out the request form for EGSC to create your newsletter/Instagram/Eventbrite banner poster. Making posters may take up to 3 days. Submit your request accordingly.

If on campus, please check room availability at the following:

Please note that booking Carleton Commons requires a special committee review. Notes for booking Carleton Commons:

Event must have a minimum of 100 people and it cannot be scheduled during mid-terms & finals
Please allocate $300-$500 per event (hourly rate and facilities set-up and clean-up cost)

List Room Preference (e.g., Mudd 524, 750 CEPSR, Davis Auditorium, etc.)

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)

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

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

Will alcoholic beverages be served?

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

Will audio-visual equipment be needed?

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

If Non-SEAS Students or Staff are expected, please explain

Detailed budget ( PDF, .XLSX Only ) Maximum File Size - 4MB

Upload a File

Indicate if you need a furniture request

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)?

Please upload the required floor plan

Upload a File

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 EGSC 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.