CCNY Event Policy

These policies have been developed to streamline the process for request and use of CCNY event space and promote effective communication in the planning, execution, and evaluation of events taking place at The City College of New York. 

UNIVERSITY INTEREST AND REGULATIONS

There should be significant CCNY interest in hosting the proposed event and it must be one that aligns with City College's mission, goals, and ideals. The individual/organization must also agree to comply with all of the CCNY rules and regulations. CCNY reserves the right of approval of all facility-use requests and may impose restrictions and limitations of use, in addition to any restrictions consistent with the operation of CCNY.

FINAL EXAMINATION POLICY

In order to promote a beneficial study environment for our students, event requests will be denied during the final examination period. Departmental meetings and other private end-of-semester activities will be reviewed on a case-by-case basis.

EVENT SPONSORSHIP

City College Departments may elect to sponsor activities of external parties which may allow for the reduction of the college venue fee. In order for an on-campus activity to qualify for sponsorship status, the event or program must meet the following criteria: 

1. Activity must be related to the Department's goals, vision, and curriculum.
2. Activity must be co-produced by a City College Department and their designated faculty person(s).
3. Activity must have the written approval from the Department's Director and or Dean.

INSURANCE

CCNY requires all external (non-affiliated) groups, organizations, and individuals who are utilizing space at CCNY to provide insurance documentation. A complete list of CCNY's insurance requirements is available here, or you may click this link to download the PDF.

TICKETS AND MARKETING MATERIALS

The Office of Events Management must approve all ticketing and marketing materials for all events held on campus.  Please send prospective flyers and posters to ccnyevents@ccny.cuny.edu for approval.  Tickets and marketing materials must clearly identify the sponsoring group, organization or department along with contact information.  Also, time, date, and location must be conspicuously placed.

Approved materials will be emailed in PDF format with the OEM approval stamp. You are free to print, distribute, and post approved flyers and posters. Bulletin boards assigned to specific divisions or programs  should be respected.

All marketing materials must be removed immediately following the event. Removal is the responsibility of the group, organization, or department.

City College reserves the right to deny the posting and/or distribution of flyers or posters.

No commercial or sales advertising is permitted on campus bulletin boards.

ONSITE PAYMENT POLICY

Cash transactions are not permitted at events.This policy includes but is not limited to: ticket sales and merchandise sales.  

FIRE GUARDS IN PUBLIC ASSEMBLY SPACES

Certain areas of the College are designated as Public Assembly Spaces.  These specially designated spaces hold large numbers of people and are treated differently than non-designated spaces.  Designated Public Assembly Spaces include the Great Hall, the Ballroom, all of the theaters, the Nat Holman Gymnasium, and both the student and faculty cafeterias, among others.  

To ensure the safety of people attending public events the New York City Department of Buildings in conjunction with the New York City Fire Department established a specially designated civilian title called Fire Guard.  Fire Guards are certified by the New York City Fire Department and are required by law to be present at events taking place in Public Assembly Spaces.  

The primary function of a Fire Guard is to direct the evacuation of people from an area in the event of an emergency.  The number and placement of the Fire Guards depend on the location and nature of the event and is determined by the office of Public Safety.   

METAL DETECTOR USE

The use of metal detectors is required for any campus event at which the administrators of the CCNY Department of Public Safety determine a need for the detectors. Staffing costs for the metal detector will be passed along to event organizers. 

FOOD HANDLING

To lessen the risk of food borne illness, The City College of New York mandates that for fundraising events students may only serve individually wrapped goods. Students are prohibited from selling foods that require special handling or that require heating or refrigeration. Students serving food must practice good health and hygiene.

PROPER STERNO USE

CCNY allows Sterno (solid alcohol) use for food warming in public spaces, but requires strict safety measures: use in proper chafing dish racks with secondary water pans, removal of combustibles like tablecloths, an attended fire extinguisher (ABC or Type K) within 10 feet, and designated, trained staff (or a Firewatch) to monitor it, adhering to NYC Fire Code. It's prohibited in non-public areas like offices or dorms. 

All catered events serving alcohol (beer & wine only) must adhere to the rules & regulations as set forth by the New York State Liquor Authority. https://sla.ny.gov/permits-available-online

EVENT CONTENT

The City College of New York, founded on a vision of access to excellence, educates thousands of students each year and encourages civic and robust debate, respectful dissent, and thoughtful inquiry. 

Consistent with this commitment, City College supports academic freedom and convenes conversations representing multiple perspectives throughout the year. The views expressed at events are those of the individual speaker(s) and do not necessarily reflect the opinion of the college. 

All participants are expected to treat others with respect and consideration, uphold personal and professional integrity, and comply with all applicable College policies and venue rules.

CCNY Student Club Code of Conduct

Clubs that operate at The City College of New York are expected to respect the following rules:

• Club Activities must abide by their respective Student Government’s Constitution, all laws passed by the Senate and the College policies, and regulations as stated in the Club Handbook.
• Any form of hazing is expressly condemned and forbidden. Individual students, as well as student organizations participating in and/or promoting any form of hazing, will be subject to CCNY disciplinary action.
• Each club must have the following items on file with Student Life and Leadership Development: a constitution, a current club officer listing, a current membership listing, a description of the previous semesters’ activities (at least three), and a faculty advisor consent form.
• The College has a right to expect that the exercise of freedom of expression will be done in a peaceful, non-disruptive manner and with appropriate consideration and respect for opposing points of view. Student organizations should, therefore, agree to the policies and procedures appropriate to their activities and conduct them both on and off campus.
• It is especially crucial for all student organizations involved in issues that may be deemed controversial or provocative that the required advisor be actively involved in the planning and implementing of the organization’s activities.
• Registration of a student group in no way implies that the College necessarily endorses positions or points of view espoused privately or publicly by members of the organization. All clubs are responsible for making this fact known publicly and may not do anything that will cause this fact to come into question or compromise.
• Clubs are advised to avoid any activity, speech, or expression that may be deemed by the responsible College administrator as:
  1. Creating a clear danger of inciting violence or unlawful behavior.
  2. Advocating the physical harm, coercion, intimidation, or invasion of the personal rights of individual students, faculty, staff, administrators, or guests.
  3. Violating college policies on harassment.
  4. Advocating the willful damage, destruction, or seizure of CCNY buildings, interference with classes or unlawful interference with CCNY events or activities. Any form of communication with the Department of Student Life and Leadership Development, which also includes the club relations and/or reservations team, requires the use of their club’s email account or their own personal CityMail. Personal emails that are received will not be responded to.