Booking Space : BBQ Events : Overview

Guidelines for BBQ Events

These guidelines are as of June 2009. Download a pdf version of the guidelines.

Please consult with the outdoor space map for information about available outdoor spaces on campus. Review outdoor space policy to ensure compliance with guidelines for outdoor events.

Student Group Barbecues (BBQs) require advisor approval, scheduling and service coordination with University Event Management and Facilities, and adherence to fire safety codes.

How

Recognized student groups wishing to organize a BBQ on campus should do the following:

1. Fill out a University Event Management (UEM) space request form and get approval from organizational advisor

2. Return form to UEM located on the 7th floor of Lerner Hall

3. Attend event review if advisor requests one after evaluating scale & details of event

4. Choose between:

a. Hiring Columbia Catering to cook
b. Having student volunteers cook
i. Designate a student event manager who must receive fire & safety training
ii. Contact Facilities to order BBQ equipment

5. Review checklist of "Things to Know & Instructions"included in the guidelines

6. Sign acknowledgment of responsibilities

7. Use the disposal kit, provided by Facilities, at the end of the event

Where

The following are acceptable locations:

  • Revson Plaza
  • Ancell Plaza
  • Low Plaza
  • Paved area between Butler Library and the Sundial
  • Van Am Quad
  • Wien Courtyard
  • Pupin Courtyard

Fire Safety Guidelines

BBQs on campus must adhere to New York City Fire Department code and University guidelines:

Set Up

  • BBQs can only be held in the approved locations. Grills cannot be used indoors, on lawns, on building roofs or at any other campus location.
  • Grills must be kept at least ten (10) feet from any structure.
  • One Two and one half (2 ½) gallon pressurized water extinguisher , a sixteen (16) quart pail of water or a charged water hose must be on-site for each BBQ unit being used.
  • Match light coals are the only charcoal approved for use. Lighter fluid is not permitted. Propane BBQs are not permitted.
  • Grill kits must be ordered from ACE Rentals via UEM and Facilities.

Disposal

  • Coals must be fully extinguished and cool prior to disposal in a bag or coal bin, not on the ground.
  • Disposal bags and coal bins are to be placed on hard-surfaced areas, not on the lawns.
  • Additional guidelines may apply to barbecues depending on specific location.

Student groups will be charged a discharge fee if the water extinguisher has been used and a fire report has not been submitted. To avoid this fee, the fire extinguisher must either be returned in sealed condition or, if used in the case of an actual fire, along with a fire report submitted to Public Safety.

Fire Safety Trainings for BBQs

A representative from your organization must attend an annual fire safety training to hold a BBQ on campus. Training sessions for Fall 2009 will be held:

Friday, September 11, 2009
3:00 p.m. - 4:00 p.m.
Room 501


Friday, October 2, 2009
2:30 p.m. - 3:30 p.m.
Room 568

Friday, October 9, 2009
2:30 p.m. - 4:00 p.m.
Room 568


Friday, October 30, 2009
2:30 p.m. - 4:00 p.m.
Room 501


Friday, November 20, 2009
2:30 p.m. - 4:00 p.m.
Room 501