College of Arts and Science Student Council

Event Proposal Letter and Form

Dear Event Coordinator,
As an event coordinator your job is to run or plan an event either for or in conjunction with CAS Student
Council. In order to host an event, you must submit an event proposal for approval. Your proposal should
be submitted in person at a General Assembly meeting at least six weeks before the date of your event.
Three copies of the proposal must be submitted: one to the attention of the Vice-President, one to the
attention of the Secretary, and one to the attention of the Treasurer. Please always keep a copy of the
proposal for your own records. CAS Student Council is not responsible for any misplaced proposals.
This letter is meant to serve as a guide in writing and submitting your event proposal. In order to fill out
your proposal form in its entirety you will need to provide the following information:
1. Your complete contact information, including e-mail address and cell phone number.
If there are secondary planners, their information should be attached to the proposal
on a separate sheet.
2. A description of the event, including the name of the event, a proposed date, time, and
location. This description must include the nature and purpose of the event, any
organizations co-sponsoring the event, the committee that will be assisting in
planning the event, and the benefit of having the event.
3. In addition, if a room request or catering is needed, then the Room Request and
Catering Form must be filled out. Please describe very specifically the room and
catering needs.
Please note that it is the responsibility of the event coordinator, when filling out room requests and
catering needs, to be very specific as to the kind of food needed and all contact information of vendors. In
addition, it is the responsibility of the event coordinator to follow-up with room requests and catering
needs. Should the proposed event be cancelled then the consequences and any financial repercussions will
fall upon the event coordinator.
All proposals should be submitted no later than six weeks (42 days) before the proposed event. All forms
that follow must be filled out appropriately. No person or entity may run an event in conjunction with the
CAS Student Council without the express approval of its members. If your event is not approved you may
schedule an appointment to be heard at a CAS Student Council Executive Board meeting at which point
you may voice your reasons for objection. Please feel free to attach any other documentation deemed
important for the CAS Student Council Executive Boards decision.
Best Regards,
_____________________________________
Executive Board
Student Council
College of Arts and Science
New York University

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College of Arts and Science Student Council

Event Proposal Form
Event Coordinator: _____________________________________________________________________________
Student ID Number: _N________________ Net ID: ____________ Cell Phone Number: _____________________
Current Address: ______________________________________________________________________________
____________________________________________________________________________________________
--Name of Event: _______________________________________________________________________________
Date, Time, & Location of Event: ________________________________________________________________
____________________________________________________________________________________________
Description of Event (Should be Written Exactly as it Should Appear on CASSC Website): __________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Organizations Co-Sponsoring: ___________________________________________________________________
____________________________________________________________________________________________
Purpose & Benefits of the Event: _________________________________________________________________
____________________________________________________________________________________________
Itemized Budget (Be Specific): __________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________

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College of Arts and Science Student Council

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