Work Orders
Once the event has been approved, submit a work order through Archibus. Facilities provide access to Archibus. If you do not have access, please click on the Facilities link to request access to Archibus 2023.
Submit a Work Request
Guidelines and Procedures
Guests
Request for vendor services or visitors should be sent to the Visitor’s Center (visitors@hunter.cuny.edu) at least 48 hours prior to arriving on campus. Please provide names and email addresses of each visitor.
Cancellations
If you need to cancel your reservation, immediately email your Event Coordinator and central7@hunter.cuny.edu. Invoices cannot be voided if you do not cancel six business days before the start of your event.
Food and Beverage Services
Hunter does not have an in-house caterer, and clients have the flexibility to work with the caterer of their choice or provide their own food and beverages. Caterers must provide wait staff from start to finish to handle all food, beverage, and bar service-related duties. The wait staff is responsible for setting up and monitoring the food stations, bussing the tables, and final clean-up.
There are no ice machines located on-site.
Special Events Beer and Wine Permit
For all events serving alcohol, caterers or departmental event planners must apply for a special event permit authorizing the organization to serve beer and/or wine on Hunter College premises. To apply for the Special Event Permit from the New York State Liquor Authority, you must complete the Hunter College alcohol permit application before submitting the liquor application to the New York State Liquor Authority. Hunter College only allows for beer and wine to be served and not sold. The permit’s current cost is $36.
If you plan to serve beer or wine at your event, your caterer or department must obtain a Special Event Permit from the New York State Liquor Authority and forward it to Public Safety and Central Reservations ten (10) business days before the event. This permit is different from the liquor license used at the caterer’s establishment and must be visibly displayed on the bar at the event.
If a caterer provides the beer and wine, the caterer must provide liquor liability insurance for $1,000,000 per occurrence, with a $5,000,000 aggregate. All policies must name Hunter College, the City University of New York (“CUNY”), and The Dormitory Authority of the State of New York (“DASNY”) as additional insureds.
Event Setup Examples
Conference and Hollow Square
Appropriate for interactive discussions and note-taking sessions for fewer than 25 people. Many hotels have elegant "boardrooms" for 10 to 20 people, equipped with full audiovisual capabilities, a writing board, a corkboard, and a flip chart.
E-Shape, U-Shape, and T-Shape
Appropriate for groups of fewer than 40 people, these are best for interaction with a leader seated at the head of the setup. Audiovisual equipment is usually best set up at the open end of the seating.
Theater
Appropriate for large sessions and short lectures that do not require extensive note-taking. This is a convenient setup before breaking into discussion or role-playing groups because chairs can be moved.
Reception
A stand-up social function where beverages and light foods are served. Foods may be presented on small buffet tables or passed by servers. May precede a meal function.
Schoolroom or Classroom
This is the most desirable setup for medium—to large-size lectures. It requires a relatively large room, and tables provide attendees with space for spreading out materials and taking notes.
Rounds
Generally, round tables are used for meals and sessions involving small group discussions. A 60” round table seats 8-10 people, and a 72” round table seats 10-12 people.