Event Policies

MBA Clubs are the lifeblood of Stern, creating professional and social opportunities for students, as well as alumni and prospective students. Clubs host the majority of their programming at NYU Stern and throughout New York City.

Event Guidelines

Visitors: Non-NYU affiliated guests are allowed at events after completing the visitor approval process. Please follow the information on the Sponsor Requirements page in order to obtain building access for your guest. For any questions, please contact OSE.

On-campus event policies:

Clubs are able to use classrooms and event spaces for their programming. This resources is free to clubs, and space can be booked by your club's EMS Captain. The following precautions should be noted.

If an in-person club event cannot follow the above guidelines, the event will not be approved.

  • Club events are open to visitors and external guests. Please follow the guidelines listed here to gain building access for external guests.
  • Clubs should only use on-campus space that they have an approved reservation for.

Off-campus event policies:

Rules are slightly different for off-campus events hosted by MBA clubs, though they should still follow NYU's Club Spending Policies.

  • Clubs are welcome to use their budget for these events. Event planners should work with the club's VP Finance to determine budget.
  • Please be sure to review Stern's MBA club reimbursement guidelines before spending.

Off Campus Travel

We recognize that some club activities will involve off-campus travel. Please note that NYU policy restricts club-sponsored international travel. For any questions regarding this, please contact the MBA Office of Student Engagement.

For domestic travels organized through student clubs, the following protocol should be followed:

NYU also encourages all students to register their trips (whether school-focused or personal) through NYU Traveler. This will allow NYU Public Safety to notify you in case of an emergency while you are traveling.

If an in-person club event cannot follow the above guidelines, the event will not be approved.

Club Spending Guidelines

At this time, it's crucial that club event organizers have OSE approval to spend any funds on events prior to purchase. Please reach out to money@stern.nyu.edu before incurring any event-related expenses to confirm. If approved, event organizers and the VP of Finance must work together to determine the appropriate budget for an event.

Here are some helpful reminders for spending club funds on events:

  • Never sign a contract. This puts all the liability on the student event planner. Please submit the contract to money@stern.nyu.edu so that NYU's legal team can review.
  • Don't spend over $1,000. NYU Stern's policy states that students cannot be reimbursed for charges over $1,000. If your event exceeds this limit, you can 1) split the cost across multiple credit cards belonging to club members, or 2) open a Purchase Order through money@stern.nyu.edu. The second option relieves students of financial responsibility but takes 4-6 weeks.
  • Don't pay for shots. Or "neat" cocktails. NYU Stern will not approve a reimbursement for these kinds of drinks.
  • Review the list of Club Spending policies here.

If you are unfamiliar with MBA OSE's student reimbursement process, click here.