How to Plan an Event

Stevens Institute of Technology has authorized the Special Functions Department to provide space and support to clients, both internal and external, to hold events in various venues throughout the campus. In an effort to ensure the precise execution of the requirements of an event and to adequately protect the Institute the following is applicable:

Event Planning

All events held on Campus must be registered in the Office of Special Functions (OSF) in order to obtain a Confirmation Number which serves as both a reference number for service and a routing number for payment.

The General Special Functions Guidelines are as follows:

  • Call the Coordinator of Special Functions at x 5126 or the Director at x5127
  • Relate the date, related times, number of attendees, set up , the support and inventory required for the event and most importantly, the account number to which charges should be applied
  • Obtain the booking number for the event
  • Contact Stevens Dining Services x 5545 to order food, linens, flowers, etc.*
    Food orders will not be taken unless the client has obtained a booking number.
  • Present a legible diagram depicting the correct set up of the room.

*If a menu needs to be customized, the client should speak directly to the Catering Manager. To cancel an event, call at least 48 hours in advance to avoid any charge.

Stevens Dining Services has first right of refusal. If the client wishes to obtain food from an outside vendor for any reason, he/she must speak to the Director of Stevens Dining Services.

Additional Guidelines

  • Insurance

    The TULIP Program (Tenant Users Liability Insurance Policy) provides low cost General Liability insurance to “third party” users of various venues and facilities. It is used by institutions that permit “third parties” to use their facilities for specific events. It protects both the facility user and the facility itself against claims by “third parties” who may be injured or lose property as a result of participating in the event.

  • Alcohol Usage

    When liquor is being sold at a cash bar or is being served at a dinner paid for by the attendees, a liquor license must be acquired.

  • Contact Person

    The contact person, the individual who makes the initial call or visit to the Special Functions Office , must be a Stevens staff member.ial booking. The contact person must be present throughout the event in a supervisory capacity or designate a substitute to take on this responsibility.

  • Personal Property

    Stevens Institute will not be liable for loss or damage of personal property left unattended by event attendees.

  • Parking

    Visitors to Stevens Campus must obtain a Temporary Guest Parking Permit, obtainable from the Duty Officer at the Howe Center Building and must remove vehicle from campus at the time stated on this pass. If special parking arrangements must be made, please contact Campus Police at extension 5105.

  • Charges

    There is a cost attached to work orders given to and completed by Physical Plant. There is a cost attached to supervision by Campus Police Officers and support by the IT Department

  • Special Requests

    Provide a list of Audio Visual Equipment at the time of booking an event. AV equipment is provided by the Office of Special Functions and will be set up 30 minutes before the event. The only exception is the LCD projector which must be procured from the OSF . It is the responsibility of the borrower to return the projector to the OSF from 9:00am until 5:00pm and to the front desk after 5:00pm. An LCD projector cannot be left unattended at any time.