Event Planning: About the Office
A great deal goes into the planning and organization of a successful event. Our job is to help you organize the location, equipment, talent, logistical support and publicity to pull off a terrific one.
What We Do
- Assist in selecting the best date for an event.
- Schedule spaces for meetings and events in the Wilf and Beren campuses using 25Live.
- Provide planning and support for events.
- Assist arrangement of resources, including tables, chairs, podiums, etc.; audiovisual equipment; photography service and publicity/event promotion.
- Communicate event needs to the support services on campus.
- Maintain the University Events Calendar.
- Spearhead the Committee on Ceremonial Occasions (commencements, convocations, etc.)
How to Plan an Event at Yeshiva University
Yeshiva University Departments
View the University Events Calendar prior to requesting your event to avoid conflicts with other University Events. Alternatively, email firstname.lastname@example.org when conceptualizing a large event for date recommendations.
Successful events require time for proper planning, and we want your event to be a success! It is recommended that major events are requested at least three months in advance and other events requested at least five weeks prior. Publicity and official planning cannot begin until your event is confirmed with the Office of Events.
All other events will be reviewed individually. As requests are granted on a first-come-first-served basis, it is recommended that you submit your request as soon as possible.
Requesting an Event
The official event scheduling system of Yeshiva University is 25Live. Submitting an event request through this system allows you to request rooms, setups, and related resources as well as promote it on the University Event Calendars. 25Live is a web-based event publishing and scheduling application that can be accessed from any computer with an internet connection. 25Live streamlines the process of event scheduling by providing recommended locations based on attendee count and real-time availability. It also allows users to see photos of spaces, create favorites and lists, and customize search preferences.
Confirmation of an Event
Please allow a minimum of two business days for your event request to be processed. The Office of Events will determine the availability of space based on the scheduling policy* and will send a confirmation to the requester, providing all necessary information and approvals are obtained for the event. An email confirmation will be sent to the contact person when the location has been assigned. Your request will remain tentative until that time.
Once you receive your event confirmation email, please review it thoroughly to ensure the location, timing, and setup are correct. Any changes can be emailed to email@example.com along with your event reference ID (ex:2018-AA****)
Yeshiva University Students
The Office of Student Life provides leadership training, programming support, guidance and referrals to all student leaders. To better represent the diverse student body, the Student Government and many clubs offer programs and events indicative of the vast interests of the students.
Please contact the Office of Student Life to plan an event.
215 Lexington Ave, Fifth Floor
New York, NY 10016
500 West 185th St.
Rubin Hall 106
New York, NY 10033
Organizations Outside of Yeshiva University
For all meetings, conferences, auditoriums, event requests, etc., please contact the Office of Events at 646.592.4299 or email firstname.lastname@example.org. University space is limited and not always available for non-University Events.
Planning Additional Needs for an Event
Once your event is confirmed, you may start planning your event. Included in your confirmation email will be links to the Communications and Public Affairs requisition form, Academic Computing request, the parking request form and Catertrax. Please use these links to coordinate those details of your event.
Promoting an Event
Publicity and official planning cannot begin until your event is confirmed with the Office of Events and appears on the University’s All Events Calendar. This includes email announcements and social media posts. Marketing Communications offers many ways to assist you in promotion of an event. Once your event is confirmed, complete a requisition form for print, graphic, digital and video/photo services here.
The University Events Calendar is here. To add or update a graphic or promotional description to your event listing you may edit the event in 25Live. All schools and departments at YU are to use the 25Live calendar tool. Please contact the Office of Events for your calendar needs.
If you choose to print flyers, those can be hung on the post-it display boards found in lobbies and community areas across the campuses. Please note that flyers cannot be tapped to windows, walls, or stairwells.
We can help you find the appropriate, University-approved freelance photographer for your event. The responsibility for hiring the photographer, coordinating his or her work at your event and processing payment, however, is yours.
You must work with a University-approved photographer and adhere to guidelines and procedures for YU event photography.
The Office of Events
Main Line: (646) 592-4299
500 West 185th Street, Furst Hall 440
New York, NY 10033