Approved Vendors
Please see below for existing Approved Vendors. These are partners that have worked with NYU previously and are endorsed by the university.
Contracts and Vendors
If you cannot find an answer to a question below, please contact OSE.
If you cannot find an answer to a question below, please contact OSE.
Often, venues or service providers will require a signed contract.
Students should never personally sign a contract for a School (club) sponsored event. All contracts need to be processed through Office of Student Engagement (~4-6 week process), as the signer of the contract carries the liability of the event or service.
The NYU Insurance and Risk Management Office will need a certificate of insurance which reflects as indicated on the attached sample.
It is essential that the certificate include:
Commercial General Aggregate $2,000,000 per occurrence
$1,000,000 aggregate Automobile Liability (Please indicate if Auto Liability should be waived.)
Workers Compensation
Liquor Legal Liability
NYU to be listed as additional insured for General Liability: "New York University, its trustees, officers, employees, agents, students and volunteers as additional insured for General Liability"
NYU to be listed as the certificate holder: NYU Insurance Department, 105 East 17th St. 4FL, New York, NY 10003
Any event over $1000 requires a Purchase Order (4-6 week process). A "purchase order" is essentially an NYU "promise to pay" agreement with the vendor for payments over $1,000.00. Please contact OSE for information on completing this process.
To open a Purchase Order, the following items are required:
1.) Contract
2.) Certificate of Insurance
3.) Supplier Form
Once the Purchase Order is opened and sent to the supplier, an Invoice is needed to make payment. If a deposit is required, it must be stated in the Contract. After the deposit is sent, a final invoice is required with the total, deposit paid, and balance due.
After the event if there are additional charges, another updated Final Invoice will be required to make payment. The 4-6 week process begins again. Please make sure vendors/venues are aware of the policies.
A "purchase order" is essentially an NYU "promise to pay" agreement with the vendor for payments over $1,000.00. Many vendors are already affiliated with NYU. You can also view a list of NYU preferred vendors here for many different options.
If you are unsure whether your potential vendor is already in NYU's vendor system, please contact OSE.
Note that students are not allowed to host events at venues with rooftops.
Please see below for existing Approved Vendors. These are partners that have worked with NYU previously and are endorsed by the university.
Rental Venues
NYU Purchasing Services is pleased to announce that we have compiled a list of recommended space rental venues which should be used for local off campus events. These venues have accommodated several NYU groups and have been responsive in providing the documents required by the University. (Due to the potential risk factors associated with these events, additional safeguards need to be in place to mitigate risk.) The use of these recommended venues will result in the expeditious processing of the Purchase Order and event contract.
Charter Buses
Academy Bus Tours is the University's designated vendor for all charter bus services. They have a variety of bus sizes (47, 49, 50 and 55 passenger buses) to meet your requirements. Prices vary according to trip. Please contact the Office of Student Engagement at students@stern.nyu.edu to inquire about transportation.
Printing Firms
All of the contract firms produce very high quality work at very competitive prices. Regardless jobs should always be competitively priced amongst several of the contract firms to insure best possible pricing and delivery. Below are names and contact information for all of the contract firms, listed in alphabetic order. Exemption: Use of the firms listed above is highly encouraged, but not required, for print jobs totaling less than $1,000.
Acme Printing | Earth Thebault | Finlay Brothers | Full Circle Color | GHP
Hatteras Press | Offset Impressions | Kent Associates | Philip Holzer Associates
More Information
To begin the process of adding a new vendor, you should start by contacting the Budget Assistant in the Office of Student Engagement.
New vendor requests must be submitted in writing to the Office of Student Engagement. You will need to provide the legal name of the business, the first and last name of a point of contact in the company, their email address, and their phone number. Using NYU's procurement system, iBuy, an invitation will be sent to the vendor to complete a supplier profile by NYU's procurement team. Once a supplier is approved and activated, Purchase Orders can be created and payments can be made.