Event Security and Support

Events are seminars, workshops, meetings, conferences, and other forms of ad-hoc gatherings that are not part of NYU Shanghai’s formal academic program (e.g., classes, recitations, study groups, etc.) or NYU Shanghai’s daily administrative operations.

All events which are hosted by or taking place at NYU Shanghai need to be registered on Space Reservation. Make sure to reserve a space, request services, and submit the appropriate applications to the government well ahead of your event. University leadership has the prerogative to place additional requirements or approvals on specific events.

NYU Shanghai administrators, faculty and staff members, as well as student organizers pre-approved by the Office of Student Affairs are eligible to request safety services including campus access, additional security, Property Movement Form from the Department of Campus Safety.

 

Event Safety Registration

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Instructions

 

Campus Safety event safety registration services include visitor registration, vehicle parking, crowd control, and monitoring for fire risk.

1. Safety Registration

Contact Campus Safety at least 1 month (30 days) prior to an event upon any of the following situations: 

  • ≥ 100 attendees in total;
  • Non-NYU Shanghai attendees or guests;
  • Outside of standard business hours (M-F, 9am-5pm);
  • External catering services needed;
  • Temporary construction or cabling needed;
  • Events that require an application or notification to the government;
  • Any celebrities or well-known figures in the attendees.

2. Crowd Control

  • The number of attendees of an event shall not exceed the capacity of the designated space of the event;
  • When the (expected) total number of attendees of all simultaneous events in the campus building exceeds 800 persons, Public Safety may take actions of access control and crowd management.

3. Fire Safety

  • Open fires are not permitted in any events on the New Bund Campus;
  • Fire lanes, corridors, and exits shall not be blocked.

 

How to Apply

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  • Step 1: Download and fill in this form.
  • Step 2: Email shanghai.safety@nyu.edu.
  • Step 3: Meet with Campus Safety for event details and set up a security plan.
  • Step 4: Follow the security plan on the day of your event.

 

Government Notification

If your event matches any of the criteria below, you must notify the relevant governmental authorities (e.g. Shanghai Municipal Education Commission, Shanghai Foreign Affairs Office, Shanghai Culture and Tourism Bureau, etc.) in advance of the event. Application lead-times are also listed:

 

Event Conditions

Lead Time (prior to the event)

Relevant Authority

1

≥ 100 non-Chinese external attendees (including from Taiwan, Hong Kong, Macau)

6 Months

SMEC*

SFAO**

2

< 100 non-Chinese external attendees (including from Taiwan, Hong Kong, Macau)

4 Months

SMEC

SFAO

3

Any visitor who is a (former) foreign government official at Vice Minister level or above

6 Months

SMEC

SFAO

4

Any visitor who is a government official of other country or region (including Taiwan, Hong Kong, Macau) that does not fall in Condition 3

3 Months

SMEC

SFAO

5

Film screening or exhibiting art work to non-NYU Shanghai attendees

3 Months

SMEC

SCTB***

6

≥ 100 attendees in total and open to external attendees

3 Months

SMEC

7

< 100 attendees in total and open to external attendees

1 Month

SMEC
 

* Shanghai Municipal Education Commission 

**Shanghai Foreign Affairs Office

***Shanghai Culture and Tourism Bureau

Additional Resources: Event Management Guidelines, Guidelines for Registering Events at NYU Shanghai