Events

The Student Event Process is setup to ensure all Albany Law School student-led events have the best possible attendance by avoiding conflicts when feasible.

Planning events early and collaborating with other organizations helps secure space(s), date(s), and time(s) for events. Organizations should plan events 2 weeks or more ahead of time.

Every student group must confirm a space, submit an event form and complete any additional request forms (if needed) at least two weeks before the event date. Any event that fails to complete these steps by the two-week deadline will not be approved.

Follow the steps below, in order, when planning an event.

STEP 0 – Budgeting/Funding

Budgeting and funding are completed at the start of the semester. You may submit your budget here.

STEP 1 – Check the Calendar

Check the Events Calendar before planning an event to minimize conflicts. If the date/time is already taken, find an alternative.

Calendar displays first 3 events of each day. Subscribe and view in Outlook to see all events.

Albany Law School Student Events

STEP 2 – Date, Time, and Space Reservations (Completed at least 2 weeks prior to the event)

Reserving a Room

Choose room and time by emailing adminservices@albanylaw.edu.

This helps ensure there are no conflicts.

STOP!

CONFIRM ROOM RESERVATION TIME AND LOCATION WITH ADMINISTRATIVE SERVICES

DO NOT SUBMIT YOUR EVENT REQUEST FORM UNTIL TIME AND LOCATION HAVE BEEN CONFIRMED

STEP 3 – Event Request (Completed at least 2 weeks prior to the event)

Event, Alcohol Request

Student Event Request Form

Submitting an event does not guarantee approval.

Due to the volume of requests there may be a delay in approval. If you do not see your event on the Events Page calendar in one week contact Andrea Irizarry at airiz@albanylaw.edu.

Alcohol – Student Event Alcohol Form (if needed)

STEP 4 – STOP UNTIL FULL APPROVAL

Is your event listed on the SBA Events Calendar?

If yes, proceed to Step 5.

If no, and it has been longer than 48 hours since submitting the form, email Andrea Irizarry at studentaffairs@albanylaw.edu.

STEP 5 – Security, Screens, Mics, Zoom, Linens, Tables, Chairs, Ice, Garbage, Grill, Popcorn

ALL REQUIRE 2 WEEKS NOTICE (If less than 2 weeks, requests may not be accommodated.)

Security, Linens, Tables, Chairs, Ice, Garbage, Grill and Popcorn – (if needed) Complete the Event Planning Form

Security
Events with 75 or more attendees and/or alcohol will need 1 security guard

Events with 250 or more attendees and/or alcohol will need 2 security guards           

Linens
Administrative Services can only supply white linens that range in price from $6.50 to $8.50 per linen.

Grill
Must be cleaned after each use. Organizers are responsible for turning off propane tank.

Popcorn Machine
Administrative Services will complete the work order for the popcorn machine setup.

Student Affairs will provide popcorn. There will be a minimal charge. Supplies cannot be purchased at a local store.

AV Support – Screen/Mic/Zoom Support from IT Form (if needed)

STEP 6 – Advertising

Flyers and Screens

A maximum of 5 flyers can be printed for an event.

Printing can be requested through the print shop at jpier@albanylaw.edu.

Design and placement on screens on campus is available through communications@albanylaw.edu.

Flyers can be placed:

  • Cafeteria
  • Student Lockers
  • Windows to the Courtyard
  • On document bars around campus

Flyers may only be placed in holders around campus. Flyers taped to walls will be removed.

To place flyer in weekly email reminder send to airiz@albanylaw.edu.

Placement on the law school’s social media accounts and contacting alumni and/or media about the event will be at the discretion of the Communications and Alumni Affairs Departments.

Collaborating with Law School Departments

If you believe your event would benefit from collaborating with certain offices across campus, reach out directly to the ones that you would like to consult: https://www.albanylaw.edu/contact-us

STEP 7 – Check Requests, Reimbursement, Loans, and Other Documentation

Loan Request

To request a loan send this form to the SBA President, SBA Treasurer, Nickie Bezona, and Dean Taranto.

Reimbursement + Check Request

The Reimbursement Form should only be completed after the event items have been purchased as you are required to provide proof of payment. Any pre-event disbursements are evaluated on an individual basis and require prior approval from both the SBA Treasurer and the Dean of Student Affairs. 

Check requests will be signed off on and cut once every other week. Contact the SBA Treasurer for a status update if a check has not been issued after 15 days from submission of the Reimbursement Form.

Sales tax, “Do Not Fund List” items [SBA Bylaws 10-9(a)], “Set Limitations on Funding” restrictions [SBA Bylaws 10-9b], vendor contracts not previously approved by the Dean of Student Affairs, and requests which exceed the total amount allocated to the event will be deduced from the Reimbursement request. Inquiries on deductions may be made to the SBA Treasurer.

Both the SBA Treasurer and the Dean of Student Affairs will receive a copy of this form. Approval required from both before a check will be released. 

Once they have reviewed the request, they will provide the Business Office with the information to cut checks.

It is required to attach proof of payment (receipts, invoices, etc.) to this form. 

These regulations are subject to change without notice and are preempted by the SBA Constitution, SBA Bylaws, and Albany Law School policy

Student organizations can utilize the Albany Law School Amazon business account to make Amazon purchases with SBA-allocated-funds in lieu of students paying out-of-pocket and later seeking reimbursement. This process only applies to Amazon online orders and is unavailable for other suppliers. Orders must be submitted at least 2 weeks prior to the date the supplies are needed, and requests are not guaranteed to be fulfilled. Contact adminservices@albanylaw.edu with questions.

To request a purchase, you must first fill out the SBA Reimbursement/Check Request Form available here, indicate in the description that you are “requesting Albany Law School to directly make the purchase on behalf of the student organization”, list the requested items with hyperlinks, and list the estimated total amount without tax.  The form will be sent to the SBA Treasurer and, once approved by the SBA Finance Committee, forwarded to Administrative Services for purchasing. You will be notified once the order is successfully placed by Administrative Services. 

Tax-exempt forms are only issued by the Business Office to student organizations for in-person suppliers and will not be issued directly to student organizations for online purchases. To request a tax-exempt form, please provide name and address of vendor and email busoffice@albanylaw.edu.  Please specify if you would like the form emailed to you or if you will be picking up from the Business Office.

Reimbursement/Check Request Form

Tax-Exemptions

Contact Nicole Bezona at nbezo@albanylaw.edu.

You will need to know the vendor’s name and address.

Documentation (receipts, invoices, etc.) are required.

STEP 8 – After Event is Complete

Event Report Form

SBA Event Reporting Form

Fill this form out no later then one (1) week after the event.