Room Reservations

Room requests for small, in-house meetings should be made at least 10 business days in advance. Room requests submitted with less than 10 days notice will be honored as circumstances allow.

In-house meetings for more than 25 people, and any meeting requiring catering services or special setups, should be planned a minimum of four weeks in advance.

Special events involving outside attendees that do not require special publicity and involve minimal food service (e.g., coffee, soda, cookies, etc.) should be planned at least six weeks in advance.

Large events (e.g., conferences, symposia, a well-known guest speaker, etc.) and events requiring special set up and/or coordination of various departmental services may require six months to a year of advance planning.

Please be aware that submitting a request for a particular room does not guarantee that you will get that room for the date/time requested. You will be notified either via interoffice mail or e-mail that your request has been confirmed or if there is a conflict. Confirmation of a room assignment must be received before any publication of the event. This is absolutely necessary in order to avoid scheduling conflicts. Failure to clear room assignments through the Events Office may result in a group’s inability to continue using Law School space. See below for information on larger events.

Special Events

a) As far in advance as possible, a proposal should be presented describing the event in detail, including the topic and the reason for choosing it, approximate dates, the name of the faculty sponsor, if any, likely participants, the population likely to be interested in attending, and the expected benefits to Cardozo.

b) For students/student groups receiving funding from the university (i.e., journals), a meeting to discuss budgetary constraints must be set up with the Office of Business Affairs (x316) prior to speaking with the Office of Special Events. SBA-funded groups should make sure catering requests fall within the budget received from the SBA.

c) Food or catering arrangements must be made through the Office of Special Events. Menu options may be discussed at the time of the appointment. Only kosher caterers or establishments that have been recognized by Yeshiva University are permitted. Please set up a meeting with the Office of Special Events to discuss catering in detail and, if utilizing University funding (such as cosponsorship with a journal), Stacey Lansey, Assistant Director in the Office of Business Affairs (x316) as early as possible. A student group holding a meeting within the Cardozo community may provide its own food and beverages if it is prepackaged kosher food and approved in advance by the Events Office. Catering pricing guidelines can be obtained at the Events Office.

d) The Office of Special Events can assist with any special set-up or facility needs for your reservation. A Facilities Request Form must be completed indicating how many chairs, tables, and microphones are required, as well as any other special needs.

e) Individuals planning promotional materials should meet with a member of the Office of Communications and Public Affairs, which can help with advertising and photography. Contact lawpr@yu.edu or call 212.790.0318 for assistance.

f) Any audio-visual needs for an event must be coordinated with the Director of the Law Library Lynn Wishart (ext. 222) no later than one week prior to the event. The Office of Special Events should be informed of any arrangements that are made.

g) For those events involving outside guests, please ensure that a list of all attendees from outside the YU community is provided to the Events Office no later than one full business day prior to the event. The Events Office will then be responsible for submitting the list to security. Any last minute changes should be submitted to or brought to the Events Office’s attention as soon as possible, or be given directly to Security.

h) Any supplies required for an event, such as pens, pencils, paper, and name tags should be ordered through the Office of Business Affairs. These requests should be submitted utilizing the ‘laundry list’ form (available in Business Affairs) to the Office of Business Affairs, Room 1021, no later than one week prior to the event.

Easels may be borrowed from the Office of Special Events - please contact Emily. Student groups are responsible for picking up and returning the easel(s).

i) For information on travel-related procedures and expenses (including hotel reservations) please contact Stacey Lansey, Assistant Director in the Office of Business Affairs (ext.316), to set up an appointment to discuss the procedure.

j) Questions concerning contracts with outside vendors and honorariums should be directed to Jacklyn Tavarez in the Office of Business Affairs (ext. 314).