HELP WITH PLANNING EVENTS
Cornell has a number of resources available to help you and your organization plan your event. This page will detail offices that are available to assist you.
- Accessibility and ADA Information
- Reserving Space on Campus
- Campus Information and Visitor Relations
- Community Relations
- Cornell Police
- Dining and Retail Services
- Environmental Health and Safety (EHS)
- Facilities Management
- Grounds Department
- Risk Management and Insurance
- Campus Activities Office (formerly SLECA and Student Activities Office)
- Sustainability Office
- Transportation Services
- Underground Utility Hazard
Cornell University is committed to providing an accessible and welcoming working and learning environment for faculty, staff, and students, while complying with federal, state and local disability regulations. Be sure to become familiar with Cornell's Guide to Planning an Accessible Event. If you need help in determining how to ensure that your event is inclusive for all attendees or if you need information on how to obtain specific disability accommodations, contact the ADA Facilities Coordinator at firstname.lastname@example.org or (607) 255-5150.
Each building, space and venue on Cornell's campus has its own policies and procedures. Likewise, the reservation process may be different for each space. The University Registrar's Office maintains contact information for spaces on campus. This link will provide you with a list of possible spaces for your event.
Campus Information and Visitor Relations (CIVR), located in the main lobby of Day Hall, is the primary source of general information for students, staff members, and visitors to and other guests of the Cornell community. CIVR provides information on events, transportation, athletics, and special programs. CIVR conducts student-guided walking tours of the campus for visitors and provides specialized tours, for groups or individuals, that feature Cornell’s history or research facilities. You can contact CIVR Monday through Friday, from 8:00 a.m.–10:00 p.m., and on Saturdays from 8:00 a.m.– 5:00 p.m. by calling (607) 254-INFO, or send e-mail to email@example.com.
The Office of Community Relations, located in 110 Day Hall (607) 255-4908, is the principal contact for campus organizations that want to sell goods, raise funds, or seek outside sponsorship for events. The office also acts as the university’s principal liaison with the city and town of Ithaca, and Tompkins County.
Cornell Police will typically review every event registered using the Event Registration Form. They will not always be required to staff events. However, for events that involve the use of a major venue (for example, Barton Hall, Bailey Hall, or Statler Auditorium), events that result in a large public gathering, events of a controversial nature, or events with attending dignitaries, Cornell Police will likely be required to staff the event. Costs for staffing are at the expense of the sponsoring organization.
The Director of Cornell Police, or his/her designee, will determine whether, and to what extent Cornell Police personnel will be required to assist with traffic and crowd control, general security, and public-safety issues. Cornell Police must be notified of all large events and all potentially controversial events, regardless of their size or other factors.
Organizations are encouraged to register their events at least three weeks in advance, preferably as soon as the date is known. Notification of events and Cornell Police coverage arrangements are to be made with the Special Project Manager’s office at (607) 255-7304. The Director of Cornell Police, and/or Cornell University administrators, will determine the extent and type of involvement of outside law-enforcement agencies, and will act as the university liaison and coordinator for that involvement.
Events involving food must gain approval from the Food Safety Administrator at Cornell Dining and Retail Services. The purpose of the review is to insure compliance with university, Tompkins County, and New York State health codes. Schedule an appointment with the Food Safety Administrator at (607) 255-5338 at least fifteen days prior to the event.
Events involving alcohol must be reviewed for approval by the Alcohol Administrator. Each event must be reviewed to insure compliance with university policies and Tompkins County and New York State laws. Schedule an appointment with the Alcohol Administrator at (607) 255-6290 at least twenty-one (21) days prior to the event.
If you need assistance catering an event, contact Cornell Catering at (607) 255-5555.
The Department of Environmental Health and Safety reviews events for matters of health, safety, and code compliance. Event organizers are responsible for insuring that their event complies with all health, safety, and fire codes and regulations, and is conducted in a safe and responsible manner.
The Special Events Manager reviews events for safety issues and will determine if a site-safety inspection or on-duty staffing by department personnel are required for an event. Personnel costs associated with site inspections and event staffing are billed to the organization or department sponsoring the event. Department staff members work with event organizers to identify code compliance and safety issues, but the event organizers are responsible for making appropriate corrections to resolve those issues.
Event organizers are encouraged to contact the department by e-mail at firstname.lastname@example.org or by calling (607) 254-1634 or (607) 255-8200, well in advance of the event, to discuss safety-related issues.
The Facilities Management (FM) Event Coordinator should be contacted regarding any event that might require facilities staff on the Cornell campus. Such event activities include electrical work, furniture/ material moving, stage set-up, rentals (podiums, tables/chairs, barricades, etc), waste/ recycling removal, custodial services, etc.
If you need assistance determining how Facilities Management staff can assist with your event, please contact the FM Event Coordinator at email@example.com or 607.592.0626.
The organizers of events that utilize university grounds, including events that use tents, must gain approval for such events from the university’s Grounds Department. Care must be taken to avoid disturbing the landscape, and/or creating dangerous conditions for pedestrians. Consult with the Grounds Department about setup, cleanup, or grounds-repair costs, or availability of materials like barricades, garbage cans, or fencing. The department offices are located at 307 East Palm Road, (607) 254-1661.
The Department of Risk Management and Insurance strives to preserve and protect the university’s human, physical, and financial assets. Most registered student organizations, fraternities, and sororities are independent organizations, and as such are responsible for protecting and preserving their own human, physical, and financial assets. Failure to take steps to protect and preserve your organization's assets may result in the officers and members being held legally responsible for any loss or injury. The department can help identify potential risks and offer advice on techniques for dealing with them. Special handouts on risk management for events are available in 520 WSH. When university property is used, this department may mandate a minimum level of event risk control and/or insurance. They can be reached at (607) 254-1575 or email firstname.lastname@example.org.
The Campus Activities Office (formerly SLECA and Student Activities Office) is the main contact for event registration at Cornell. The Campus Activities Office oversees the Event Registration Form, and staff members are available to assist with planning your event. Most Campus Activities offices are located on the 5th floor of Willard Straight Hall, and can be reached at (607) 255-4169, or emailing email@example.com.
Cornell University is committed to sustainability. When planning your event, there are many ways to ensure that you can incorporate these goals, including following mandatory composting if you will have food. To learn more about including sustainability, check out the Sustainable Events Planning Guide, or learn more about Cornell's commitment to sustainability at http://www.sustainablecampus.cornell.edu/. Contact firstname.lastname@example.org for assistance with making your event sustainable.
The Office of Transportation and Mail Services, located at 116 Maple Avenue, must be contacted regarding any event that might impact parking, bus routes, or the flow of traffic on the Cornell campus or in the surrounding communities. Such activities include road closings, events with parking needs for either visitors or members of the Cornell community, events that will bring trucks or buses to campus, and major events that include a substantial influx of traffic (i.e., concerts).
Transportation and Mail Services can assist you in planning your event, including important items such as permit prices, potential traffic issues/concerns, and parking options. Keep in mind when planning an event that several lots on campus are restricted in the evenings during the week, and on weekends.
Whether you are hosting one guest or hundreds, let Transportation and Mail Services help you plan for your visitors’ parking needs. For more information, contact (607) 255-4600.
If the ground is to be punctured by tent or volleyball stakes, fence posts, or any other means, an underground utility line may be damaged. Liability costs associated with this type of damage, which can involve loss of life, can be extreme!
Everyone planning to break ground is required, by law, to notify the Underground Facilities Protective Organization (UFPO) at (800) 962-7962 at least three (3) days before breaking ground. The UFPO then notifies the various utility owners of the activity. The owners then mark out the utility lines, if any, and notify the event planner with a “utilities marked” or an “all clear.” Local tent renters are aware of these procedures and will contact the UFPO. They will not erect their tents at Cornell until a survey of the utilities has been completed.
For more information, please contact the Office of Planning, Design, and Construction at (607) 255-6616 or (607) 255-5322.
Campus Activities Office
5th Floor, Willard Straight Hall
Ithaca, NY 14853