From September 24th to 27th, members of our team traveled to New York City to assist with Yale @ Climate Week NYC, a four-day program to spotlight and drive forward scalable and transformative climate solutions by gathering thought-leaders, activists, and innovators along with Yale faculty, staff, students, alumni, and friends from across the university’s schools and disciplines.
Spearheaded by Yale Planetary Solutions, Yale @ Climate Week brought together attendees to challenge the status quo and make progress on planetary solutions through a series of panels, workshops, symposia, performances, and events.
This event allowed our team to hone in on what makes an off-campus event successful. Our Senior Manager of Events, Christina Hill, came away from the experience with a few key tips for Yale event planners: “[When planning off-campus events] it’s important to understand venue limitations. Each venue has its own set of rules, capacities, equipment, and required vendors. If you familiarize yourself with these specifics early on it can help avoid challenges later in the planning process. Off-campus venues may present unexpected challenges, so being adaptable and having contingency plans can make a big difference.”
View the event registration site created by our Operations team here. The registration site includes 30+ unique sessions, 100+ speakers, 7 different registration types, and 1,000+ registered guests.
Check out our Off-Campus Planning Guide for more tips!
Yale Conferences & Events managed the following tasks:
- All coordination with the Yale Club NYC – hotel room block, coordinating event space and food + beverage needs including environmentally friendly selections and sustainably sourced products, planning room layouts and setup needs, site visits, ordering florals, delivery and pickup of event materials, on site staffing for registration and event support for the duration of the event.
- Working with the Yale Club’s preferred AV vendor for all AV needs including recording sessions and working with Yale Broadcast to livestream the opening program from the Yale Club NYC Ballroom to New Haven and beyond using the official Yale YouTube channel. YC&E’s AV Manager provided on-site management along with production support for the event livestream to add an extra layer of AV management.
- Working with a video editor to edit + polish session recordings and creating a YouTube playlist of Yale @ Climate Week content to be posted on the Climate Week website for those who were unable to attend.
- Collaborating with YPPS for event collateral and giveaways with a focus on sustainable and environmentally friendly products including 1000+ name badges with Yale lanyards, branded tote bags, and eco-friendly stickers.
- In line with the sustainability focus of this event, we also ordered branded linens, retractable banners, and a custom step and repeat backdrop that can be reused at future events to come.