Kimmel Center Policies

 

Access to the Kimmel Center and the Global Center

New York University students, faculty, and staff have access to the Kimmel Center/Global Center. Please note at this time only students, faculty, and staff are allowed admittance to the Kimmel/Global Centers. All entrants must present their daily screens to the security desk.

Access to the Kimmel Center is granted with a valid NYU ID card that is swiped through the turnstiles or presented to Kimmel Operations Staff or NYU Campus Safety.

Access to event spaces begins at the confirmed designated 'event start time' and ends at confirmed 'event end time.'

General Guest Access

 At this time those who do not have an NYU ID are not permitted access to the Kimmel or Global Center.

Event & Conference Access

NYU event planners are allowed access to the building 30 minutes before the event start time, while attendees may gain access 15 minutes before the event start time as stated on the event confirmation.

Arts, entertainment, and major academic events must be ticketed through the NYU Ticket Central. Tickets must specify that a valid government-issued photo ID accompanies the ticket for admission

Office Visits Access

At this time those that do not have an NYU ID are not permitted access to the Kimmel or Global Center.

The Kimmel Center is an ADA-compliant facility and, in keeping with University policy, is committed to serving the needs of those with disabilities.

All organizations must adhere to Federal, State and City laws and the policies of New York University and the Kimmel and Global Centers.

Additional Charges:

Labor Fees

$300.00 labor fee for setup turnovers or weekend club setups.

Canceling A Reservation

• Cancellations for Eisner & Lubin Auditorium, the Rosenthal Pavilion, the Grand Hall, Colloquium Room or C95 must be made in writing at least sixty (60) days prior to the event. Cancellations of any other spaces in the Kimmel or Global Center must be made in writing thirty (30) days prior to the event. If notice of cancellation is not received by the proper deadline, the organization will be charged 50% of the space fees incurred plus any expenses (catering, media technician, CBS, Public Safety) already expended by NYU in preparation for the event. 
• In the event that no cancellation notice is received, the Organization will be charged 100% of the space fees incurred plus any expenses already expended by NYU in preparation for the event.
• Kimmel Operations reserves the right to refuse and/or cancel any reservation at any time for any reason without prior notice. Every effort will be made to locate an alternate space, but such alternate space is not guaranteed.
• Kimmel Events & Operations cannot guarantee any catering, AV or room setup changes within 72 hours of the event date as stated on the event confirmation. Any approved changes within 72 hours of the event date may incur labor fees.

 

General Information - Catering

All events are required to use NYU Plated

Sustainable catering and food options

Clubs & Student Organizations - Catering

Catering for events hosted by student clubs may be provided by an outside vendor provided that:

• No waiter service is used, nor sternos
• The event is not held in the Rosenthal Pavilion or the Ben Snow Dining Room
• No alcholic beverages are to be served
• Access to the Kimmel Center by restaurant set up staff is not permitted. All food must be picked up in the Kimmel lobby.
  

 

Clubs & Organizations

General Policies

Be advised that NYU registered student organizations hosting events at the Kimmel/Global Center with attendance over 100, or any event taking place in Rosenthal Pavilion, Grand Hall, Eisner & Lubin Auditorium, C-95, room 914 and 802, must produce an authorization form for the event signed off by Stephen Polniaszek, Assistant Director, Center for Student Life and the club's advisor.

A fully realized production agenda detailing the nature (purpose) and scope of the event no later than fourteen (14) days prior to the event. The agenda must include the names of all speakers (and their affiliations) invited to participate and who the audience will be comprised of. The club should also identify any external organizations that will be involved in the production of the event and shall provide links to any advertising for the event. 

Please note there can be no changes to the production agenda within 14 days of the event without the approval of CSL's senior leadership.

Events failing to meet the aforementioned policies will not be confirmed by the Kimmel Events & Operations office.

• All university-recognized clubs must adhere to general Kimmel Center policies, in addition to policies concerning clubs/organizations. 
• Helium balloons, confetti, silly string, and glitter are not permitted at NYU Kimmel/Global Center.
  
• No cooking is allowed in the rooms. No hot plates, open flames, or sterno allowed in the rooms.
• Must utilize blue painter's tape to post any signs or decor on the wall.

Ticketing, Sales, Donations

All-University Clubs:

• No cash exchange is allowed to take place at the door to gain entrance into space.
• Tickets must be sold through NYU Ticket Central.
  
• In regards to donations, sales of raffles or merchandise; all checks and cash should be collected INSIDE of the room, by the club officers.

School & Department Clubs:

• No cash exchange is allowed to take place at the door to gain entrance into space.
• Tickets must be sold through NYU Ticket Central.

General Room Reservations

• One (1) event per semester in our large rooms (i.e. Eisner and Lubin Auditorium, Rosenthal Pavilion, and Grand Hall).
  
• Two (2) events per semester in mid-size rooms (i.e. KC 914, KC 802).
  
• One (1) room booking per week that lasts no more than 2 hours in a small meeting room. You can request additional space as the need arises.
• Clubs CANNOT book space within 48 hours of the event. 
  
• After three (3) no-shows, groups will forfeit subsequent room reservations.
• Requests for early openings and late closings must be approved by the Kimmel Events & Operations Office. These requests must be submitted in writing no later than two weeks prior to the event date.
  • An early opening is defined as any event starting before 9 AM Monday-Saturday and before 1 PM on Sunday.
  • A late closing is defined as any event ending past 11 PM Monday- Saturday and after 9 PM on Sunday.
    
  • Early openings and late closings will incur additional fees. 
• NO club bookings after the last day of classes.

Room Setups

• Monday through Friday after 6:00 PM, no setups are provided in rooms. Rooms are given ‘REFRESH SETUP’, meaning the rooms are received with the setup of the prior reservation.
• Weekend (Saturday/Sunday) bookings in the afternoon and evenings are given ‘REFRESH SETUP’.
• Lounge furniture is not permitted in rooms.
• Room furniture cannot be removed from the room. Other room furniture cannot be added to another room.
• Any movement of the room furniture is prohibited. Chairs cannot be stacked or moved and tables cannot be folded and placed to the side when using the space.
• No room setup changes in all classrooms on the 2nd and 3rd floor of the Global Center as well as rooms 803 and 808 of the Kimmel Center. 

Media Setup

• NO same day media requests will be honored.
• Media requests MUST be made 10 days in advance.
• Mac adapters are available at the Kimmel Operations Office, Suite 605. ID’s must be provided in exchange for an adapter.
• All larger spaces (i.e. Eisner and Lubin Auditorium, Rosenthal Pavilion, and Grand Hall) require at least 1 media technician when using the projector and/or more than 2 microphones. NOTE: Technicians are scheduled 2 hours prior to the stated event start time until 1 hour after the stated event end time.

Clubs & Student Organizations - Catering

Catering for events hosted by student clubs may be provided by an outside vendor provided that:

• No waiter service is used, nor sternos
• The event is not held in the Rosenthal Pavilion
• No alcholic beverages are to be served
• The event is for the majority benefit of NYU students, faculty, administrators, or staff
• The event's attendance is a minimum of 51% NYU community members.

Additional Charges:

Early Opening: 

$500 per hour (per floor) for events starting earlier than event hours

Late Closing:

$500 per hour (per floor) for events ending later than event hours

Labor Fees

Setups requested for weekday evenings after 6 P.M. and for weekends incur a $200 labor charge

NOTE:

NO FURNITURE MAY BE MOVED IN ANY SPACES.

PLEASE REFER TO THE CURRENT NYU POLICIES FOR COVID GUIDELINES.

Grand Staircase Usage

'Grand Staircase' is located in the foyer of the Kimmel Center, providing access to the second floor of the Kimmel Center, the Commuter Lounge, and Terraces.

General Information

• Protests and Demonstrations; All protests on the Grand Staircase must be monitored by Public Safety, Kimmel Events & Operations, and advising members of the organization protesting. Groups agree to abide by Fire & Safety Code and only occupy one (1) side of the stairs.
• Event organizers may be asked to attend a public safety briefing if the program falls under the Guidelines Regarding Protest or Vigil or if there are any potential crowding or safety issues.
• Filming and videography on the Grand Stairs are strictly prohibited unless approved in advance by Kimmel Events & Operations. If filming or videography has been approved, public notice must be posted.
• No outside vendors or non-NYU groups are permitted on the Grand Staircase or Kiosk area (promo areas). Vendors are permitted only in spaces reserved by Organizations. 
• Approval to display a banner above the Grand Staircase can only be approved if you are a University-wide event and approved by Kimmel Events and Operations.
• Banners must be pre-printed and professional in appearance. No handmade banners are allowed. No banners spanning, crossing, or blocking the Grand Staircase are permitted.
• The sponsoring Organization must be clearly identified on the banner.
• Banner messages must be clearly written and relate to the promotion of an NYU event to be held in the Kimmel or Global Center. Messages may not contain hate speech, swear words, or otherwise offensive material.

Liability Insurance

• Approved Non-University Organizations holding events in the Kimmel Center or the Global Center must provide a certificate of insurance with at least $2 million per occurrence, $2 million general aggregate and $500,000 in workers compensation and employers liability naming 'New York University' as the certificate holder.
• Approved University-affiliated events: 3rd party groups co-sponsoring with NYU departments are required to provide a certificate of insurance with at least $2m per occurrence, $2m general aggregate and $500,000 in workers compensation and employers liability naming 'New York University' as the certificate holder.
• All 3rd party vendors and subcontractors (e.g. DJ's, bands, performers, design/floral companies, food production companies, video production crews) accessing the Kimmel and Global Centers or the loading dock must provide a certificate of insurance in the amounts of $2m per occurrence, $2m general aggregate, and $500,000 in workers compensation and employers liability, naming 'New York University' as the certificate holder. Note: Both NYU and non-NYU clients using external vendors as part of their events must provide an insurance certificate for each vendor with at least $2m per occurrence, $2m general aggregate, and $500,000 workers compensation and employers liability. 
• All insurance certificates are due no later than 30 days prior to the event date.

The Kimmel Center provides two types of lockers for individual student use: “Music Lockers” and “General-Use Lockers”.

• Music Practice Lockers are located on the sixth floor of the Kimmel Center (coded ML6-#).
• Music Practice Lockers can be reserved only by students eligible to reserve Music Practice Space and are meant to house musical instruments.
• Individuals can rent only one music locker per academic session or per academic year.
  
• General-use and music lockers are only available for individual students who are matriculated undergraduate and graduate students at NYU. Lockers are not available to NYU alumni.
• Clubs/Organizations and Departments may not rent music lockers.
• Unauthorized use of a music locker on behalf of a club/organization or department will result in the cancellation of your locker reservation and a refund of fees paid.
• General-Use Lockers are located on the second (coded GL2-#) and fourth (coded GL4-#) floors of the Kimmel Center.
• Both types of lockers can be reserved online through KimmelOneStop. (A KimmelOneStop account must be applied for, and approved, first.)
• Locker fees are $20.00 per semester/ $30.00 per academic year and may be paid here. Make sure you have the reservation number - it is required to complete the payment process.
• Students must provide their own lock.
• Lockers being used without a reservation will be emptied and contents will be delivered to NYU Public Safety.
• Food, drinks, and perishable items are forbidden in the lockers.
• Kimmel Operations and NYU Public Safety reserve the right to open and inspect lockers at any time without prior notice. (This includes removing a lock by force if necessary).
• Lockers must be cleared and emptied by the last day of classes of each semester.
• Items left in lockers after rental expiration will be delivered to NYU Public Safety.
• Remember to put your lock back on your locker, even when it is empty or not in use. Doing so prevents others from commandeering your locker.
• Musical instruments need to be verified by the operations team, please call 917-416-7911 before placing your lock.
  

• Electronic devices (cell phones, laptops) found in Kimmel and Global Center rooms will be turned over to Public Safety (212-998-2222; 7 Washington Place). Any other items will be held in the Kimmel Events & Operations office, room 605, for a period of 3 days after which time will be discarded. 
• New York University and Kimmel Operations do not assume liability for articles that are lost, stolen, or misplaced on University property.

Music Practice Rooms can be found at the Shorin Music Performance Center (located on the sixth floor of the Kimmel Center).

General Eligibility

PLEASE NOTE: NO WALK-INS WILL BE ALLOWED DURING FALL 2022.

ONLY 1 STUDENT PER ROOM.

NOTE: ROOM 605 FRONT DESK SERVICE SUSPENDED FOR SUMMER 2022. THERE WILL BE NO KEY EXCHANGES.

• Only currently matriculated undergraduate and graduate students are eligible to use the music practice rooms..
• In order to reserve a music practice room, students must have a KimmelOneStop account
• After being given access to an account, students will then be able to book available Music Practice rooms through their KOS account.  
• There will be no walk-ins allowed
• Reservations cannot exceed two hours in one day
• Food and beverages, other than water in closed containters, are prohibited within the music practice rooms.
• ONLY 1 STUDENT PER MUSIC PRACTICE ROOM PERMITTED.
• ONLY 1 STUDENT PER 606 DANCE STUDIO WITH A MAX 2 HOUR TIME LIMIT 

• Students must be matriculated in a degree program at NYU.
• Students must book space in the Kimmel Center through their KimmelOneStop (KOS) account.
• Rehearsal/Audition spaces are suspended until further notice.  

Creating Reservations

• Music Practice Rooms can be requested no more than 7 days in advance and not within 24 hours of date request is being made.
• A reservation cannot be transferred to another person, student, or club. The name on the NYU ID presented to our checkin desk in suite 605 and the concourse level of the Global Center must match the 1st contact on the music practice reservation. 
• Reserved rooms not claimed within 15 minutes of the reservation time will be forfeited to walk-ins. *This applies only to Music/Dance Practice reservations. 
• For Rehearsal/Audition space - after 3 no-shows, students will not be permitted to book space in the Kimmel Center or the Global Center. 
• To avoid a no-show, students can cancel a reservation at least 24 hours prior to the scheduled start time.
• Students may cancel a reservation through their KimmelOneStop acccount or via email  at AskCampusServices@nyu.edu. 
• Kimmel Operations reserves the right to refuse and/or cancel any reservation at any time for any reason without prior notification.

MUSIC PRACTICE ROOMS ARE AVAILABLE ON 6TH FLOOR OF KIMMEL CENTER.

• All rooms being used for club events are provided 'as-is.' 
• No audio/visual equipment is provided.
• Music Practice space is to be used solely for the practice of music. Rehearsal/Audition space is to be used solely for rehearsals and/or auditions.
• Furniture is not to be removed from rooms.
• Doors to Music Practice spaces and Rehearsal/Audition spaces cannot be obstructed, blocked, or propped open.
  
• Students are to refrain from loud noises, loud music, and disruptive conversations or behavior.
  
• Eating is forbidden in the Music Practice Spaces. Only bottled water—with the lid attached—may be brought into the Music Practice spaces. Water bottles are not to be placed on pianos or left in the rooms.
• Labor fees may apply to students and clubs that are responsible for any damage to the room, piano, chairs, or mirrors that occur during their reservation.
• Breakages, cleanliness issues, and missing items are to be reported immediately to Kimmel Events & Operations (suite 605 or 212-998-4900)
• Students must vacate the room promptly at the end time of their reservation as stated on the confirmation.

Guests - Music Practice & Rehearsal/Audition (NON NYU GUESTS  ARE NOT PERMITTED IN KIMMEL FACILITIES)

• NYU students can host up to two non-NYU guests in the Kimmel and Global Center music practice rooms. All guests must have a valid government-issued ID card.
• Students are responsible for the actions and behavior of their guests at all times while the guests are in the Kimmel and Global Centers.

“Schwartz Plaza” is located between Elmer Holmes Bobst Library (70 Washington Square South) and the Henry S. Gould Welcome Center (50 West 4th Street).

• Please note our office does not operate outdoor space on the NYU campus.
• As a courtesy we place hold on this space, please email AskCampusServices@nyu.edu.

Booking Space

• Space can be reserved by emailling AskCampusServices@nyu.edu. The CES Inquiry Form is not applicable for officially-recognized NYU student clubs/organizations. CES Inquiry Forms are explicitly for departments and external clients.
• Reservations must be arranged by a person authorized to make financial contracts on behalf of the requesting organization. Billing arrangements must be clearly determined prior to confirmation of any reservation.
• Kimmel Center may provide storage units for an additional fee and are subject to availability. Kimmel will only accept shipment of materials three (3) business days prior to the event start date. Items shipped more than three (3) business days from the event start date will not be accepted. Note that any items remaining in the storage unit 24 hours after the event end date will be discarded. Shipping materials to and from Kimmel Center are solely the responsibility of the client. The Kimmel Center is not liable for any lost or stolen items that are shipped to and from the venue.

 

“Kimmel Digital Signage Network”, also called “KDSN” or, simply, “The Network”, is a system of TVs and computers that run signage, ads for events in the Kimmel & Global Centers, and general student notices. “Media” refers to the content running on the Network. “Dated media” is media tied to a specific event in the Kimmel & Global Centers; “undated media” is media for general consumption and, thus, not tied to a specific event.

• Only two types of media are accepted: images (.jpg and .png) and plain-text messages.
• Submitted images must be 1920 pixels by 985 pixels; images of alternative dimensions will be rejected.
• All submitted media must (clearly and legibly) include the name of the sponsoring club, department, or organization. Dated media, specifically, must additionally include:
  • Date and time of the event,
  • Location of the event,
    
  • Name of the event, and
    
  • Name of the sponsoring club, department or organization.
• Dated media will be displayed no more than two weeks prior to the event.
• Only one media submission is allowed per event.
• Clubs may not submit undated media; in other words, all club media submissions must be for a specific event. Undated media submissions from departments and other organizations are accepted on a case-by-case basis.
• The Network is intended for events taking place at NYU only; no outside venues will be accepted.
  
• Items must be submitted through the KDSN Dropbox.

• No event sponsor or organization may transfer a reservation to another organization, nor may space reserved for an approved program be used for another purpose. Such violations of the Policies may result in the loss of current and future reservations, the loss of reservation privileges in the Kimmel Center and the Global Center, as well as an assessment of fees.
• Organizations are responsible for all room usage fees, Kimmel Media Services fees, and any other fees associated with the reservations of space in the Kimmel Center or the Global Center and the services rendered therein. No same day setups, or media requests can be guaranteed.
• All reservations must be conducted in the manner stipulated in the confirmation and no changes or additions can be made unless confirmed in writing with Kimmel Events & Operations at least 72 hours before the event date.
• Helium balloons are not allowed inside the building.
  

• All facilities at New York University are governed by the Guidelines for the Use of University Facilities, the policies of New York University, the Kimmel Center and the Global Center (the Policies), and the laws of New York City, New York State, and the Federal Government of the United States.
• Use of the Kimmel Center and the Global Center is limited to University faculty, students, and staff, University-affiliated Organizations and their guests, and Non-University Organizations as approved on a case-by-case basis.

ONLY STAFF, FACULTY AND STUDENTS ARE PERMITTED INSIDE THE KIMMEL AND GLOBAL CENTERS.

University Organizations

• “University Organizations” are defined as NYU schools and colleges; academic departments within the University; University institutes; administrative departments; student organizations registered with the Center For Student Life, or with their NYU school’s student activities department (“Clubs”); and other organizations with officially-recognized affiliation with New York University.
• For University Organization events, the event sponsor must be identified as an individual of that University Organization with the authority to approve payments. Payments by personal or third-party check will not be accepted.
• All University Organizations must have a valid chartfield number for payment of incurred fees.

University-Sponsored Organizations

• University-sponsored Organizations must be sponsored by a unit of the University that will assume responsibility—including all financial obligations—for the organization and its events in the Kimmel Center or the Global Center.
• The purpose and objectives of the University-sponsored Organization must be consistent with the educational purposes of the University and may not conflict with any legal restrictions on the use of University facilities.
• “Affiliated Events” are events sponsored and produced by a University Organization alongside an outside or Non-University Organization that is serving as a co-sponsor. Any department working with affiliated groups must be present for the event, and hereby acknowledges the policies set forth. Please note that affiliated events are billed directly to the chartfield number provided by the NYU Department. Third party co-sponsors for affiliated events are not directly billed by the Kimmel Center.

Non-University Organizations

Event spaces in the Kimmel Center and the Global Center for Academic and Spiritual Life are intended for University events and events sponsored by University community members, organizations, programs, and offices. 

External requests to NYU through the academic year must be affiliated or sponsored by NYU departments and/or faculty. 
External requests during the non-academic year will be accommodated based on the academic mission of the programming.

All non-NYU events require a signed contract and a deposit of 50% of proposed invoice to hold the date. The deposit will be applied in full toward the total event costs. Second, a certificate of insurance for the special event is required 30 days prior to your event. Once a deposit has been made with a signed contract an events coordinator will reach out to ensure logistics, catering, and media are finalized. All events must be confirmed and full payment made no later than 10 days prior to the event date.

Requests for meeting space within 10 days of the event date cannot be guaranteed.

• Animals are not permitted in the Kimmel Center or the Global Center unless licensed and assisting a disabled person.
• No outside vendors are permitted in public spaces in the Kimmel Center; vendors are permitted only in spaces reserved by Organizations.
• There is no smoking or vaping in the Kimmel Center nor the Global Center at any time. This includes the outdoor terraces and is in accordance with NYC law.
• Skateboards, skates, and cycles are not permitted in the building. There is a Bike Room for storage of such items located in the lobby of the Global Center.
• All event sponsors wishing to have deliveries made to the Kimmel Center or the Global Center must coordinate such through Kimmel Operations. Neither the Kimmel Center nor the Global Center will accept deliveries that have not been arranged in advance.
• Parking is not available at the Kimmel Center or the Global Center.
• All equipment and supplies furnished by the Organization must be removed promptly at the end of the Reservation. The University and Kimmel Operations assume no responsibility for damage to or loss of equipment, materials, or supplies left in the Kimmel Center or the Global Center.
• All videos, films, DVDs, and otherwise copyrightable material to be viewed or distributed in the Kimmel Center or the Global Center must be obtained from an authorized distributor in accordance with applicable United States copyright laws.
• All organizations inviting a guest speaker must identify that speaker in advance to Kimmel Operations in accordance with the University Guidelines Regarding Protest and Dissent. If there are potential security or other public safety issues, a meeting with Public Safety officials may be arranged.
• Kimmel Operations must approve any media or press coming to cover an event in advance of the Reservation.
• All photography in the Kimmel Center or the Global Center must be approved in advance by Kimmel Operations. Filming and videography are not allowed in the Kimmel Center or the Global Center unless as a part of a scheduled program and approved by Kimmel Operations. If filming or videography is to take place, public notice must be given to all attendees of the event.
• Event organizers may be asked to attend a public safety briefing if the program falls under the Guidelines Regarding Protest and Dissent or if there are any potential crowding or safety issues.
• No banners, posters, or other hangings are allowed on the walls, hallways or inside any room, including ceilings of the Kimmel Center or the Global Center, nor on the exterior of the building unless otherwise authorized by Kimmel Operations.
• Signage should not cause a hazard in walkways or access points.
  
• Balloons filled with helium, confetti, and silly string are prohibited—always.
• Solicitation of any kind is strictly prohibited.
• Open flames, sternos, and hot plates are strictly prohibited.