Policies : Outdoor Policy

This section provides basic information about Outdoor event policy at Columbia University.

Outdoor Schedule

Outdoor space is available between the first Monday following April 21, through the first Monday after October 21.

Back to top

Space Request Process

Outdoor space on the Morningside campus is reserved through University Event Management. UEM policy governs access and use. Review policy and submit a space use request. Deadlines for the application for outdoor space are the same as for indoor events. A Special Events Service Request Form, available on Lerner’s seventh floor, must be used to request services such as tables, chairs, electrical support, clean-up, etc. Completed Service Requests must be returned to Facilities Campus Operations, EB-66 Lerner Hall C level, no fewer than 10 business days before the event.

Back to top

Amplification

Amplification will not be approved during time periods in which it may disrupt the workday, classes or other events. Amplification is not approved during reading periods or exam periods. New York City noise codes prohibit amplification after 10 p.m. University policy prohibits excessive noise amplification during business hours. Exceptions for limited amplification may be made between 12 noon and 2 p.m. Amplification includes, but is not limited to, any speaker more powerful than a portable radio, professional sound equipment, novice sound equipment and any single instrument with an amplifier.

Back to top

Barbecues

As of March 2009, the following BBQ guidelines are in place. Download a pdf version of the guidelines .

Please consult with the outdoor space map for information about available outdoor spaces on campus.

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

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.

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.

Back to top

Balloons and Banners

Use of balloons and banners must comply with the following guidelines:

  • Event organizer must make a request to University Event Management giving exact locations for display and the wording, if any, on items; UEM will confirm that there are no conflicts with events in surrounding locations being held on same date(s) and put event reservation into EMS. UEM must be advised of request and approve before balloons/banners are placed on campus.
  • UEM will let Public Safety, Campus Operations (Grounds & Events Administration) know of the dates/times balloons and/or banners will be displayed so that no one removes them prematurely.
  • The requestor puts balloons around campus and then removes both the balloons and all string (usually on the same day since they deflate during the night) or banners on walls as requested - using only tape that is removable and will not leave a residue; the banners will be removed each evening. Note: Banners cannot be attached to any lawn posts/chains and/or lamp posts. The Grounds Department will charge the event organizer if they are required to remove any/all balloons/string; tape/banners left after the event.
Back to top

Chalking

The use of chalk on Morningside campus lawns, pavers and harscapes is prohibited.

Back to top

Candles

The use of candles on Morningside campus lawns, pavers and hardscapes is prohibited.

Back to top

Field Use

Field Use must comply with the following guidelines:

  • All fields are subject to unscheduled closure as a result of precipitation or flooding, puddling, unanticipated excessive wear, and/or emergency repairs. Fields will remain closed for 12 hours after rain occurs. When this happens, the event organizer is responsible for locating alternate venues.*
  • Cleat shoes or participation in activities destructive to the ground is not permitted (e.g, football, rugby, soccer and other contact sports).
  • Pools, water games and dunk tanks are not permitted on lawns; if use is approved, they are restricted to pavers, walkways and plazas where a drain is in close proximity.
  • Math Lawn is separated into two areas - ML North and ML South. Only one of the two fields can be reserved each day.
  • With the exception of Commencement Week and Alumni Weekend, Furnald Lawn is restricted to passive use only (e.g, lounging).
  • South Field is separated into two areas - SF East and SF West. With the exception of Commencement Week, only one of the two fields can be reserved each day. South Field use is governed by a flag system. Flags are located at the corners of the fields; a green flag permits walking, sitting, and sports such as throwing a ball or tossing a Frisbee; a red flag prohibits all access to the field on which the flag is located.
  • To return lower campus to its pristine condition before the start of each Fall Semester, South Fields East and West, Furnald Lawn and Hamilton Lawn are closed between the last week of July until the last week in August.
  • Usage of fields must comply with associated signage: Hamilton and Furnald Lawns are used for quiet activities, while South lawns east and west are governed by a flag system. Van Am Lawns are used for passive recreation only. Cleats are prohibited on all Lawns.

*It is suggested that Pupin, Havemeyer, Revson, Ancel, Uris, Schermerhorn, Avery, Dodge, Kent or Low Plazas be reserved as a backup to cover this occurrence.

Field Use Restoration Costs

Damages to lawns will be billed to the event organizer. These damages may force closure and cancellation of other future planned events.

Back to top

Lawn and Paver Protocol

The following activities are not permitted on Campus lawns or pavers:

  • swinging/sitting on lawn posts/chains;
  • using lawns for any purpose when it has been closed by ranged fencing or has a red flag posted;
  • organized sports on any lawn;
  • water guns, balloons, dunk tanks and/or wading pools in close proximity or on any grass surface;
  • adhering bulletins and notices on flag poles; lamp posts; terrace/building walls; and lawn posts and chains.
  • using carriages, bikes and strollers on lawns
Back to top

Pets

No pets are allowed on campus.

Back to top

Tenting, Furnishings, Games, Heaters

  • All tenting must be ordered through either the Lerner University Event Management or the Outdoor Space Events Venue Manager (Columbia University Facilities Campus Operations' Grounds Manager).

  • Propane heaters brought on campus must follow NYC Fire Department guidelines.

  • South Field, Weston II Lawn, Math Lawns, and Hamilton Lawn are the four lawns where tents ay be erected.

  • Tents may not be erected on College Walk Lawns, Van Am Quad Lawns, Lewisohn Lawn, Earl Lawns, Uris Lawns, Buell/Philosophy Lawn and Kent Lawn due to the irrigations system's close proximity to the lawn surface in these spaces.

  • After tents, inflatables and/or games with flooring are removed from a lawn, it will be closed for seven (7) days in order to allow ample time for lawn recovery.

  • Tents on lawns may be up for no longer than 48 hours.

  • Event decking is mandatory beneath all tented events effective from April's official lawn opening until June 15 and from August 1 through Labor Day.

  • Tent flooring, stages and risers can remain on lawns for no more than 24 hours.

  • Inflatables are to be installed and dismantled on the same day as they are scheduled to be used. Inflatables are approved for use only for south lawns with prior approval from UEM and Facilities. Event decking is required beneath all inflatables.

  • Inflatables and games with flooring can remain on lawns for no more than 8 hours.

  • Tents, stakes, spikes, posts and sport nets must be installed with Grounds Staff supervision to protect the lawns irrigation systems.

  • Tables and chairs will be delivered/dropped-off on walkways nearest lawns where an event is scheduled prior to set-up and broken down and stored on the same walkway until picked-up/removed.

A representative of the sponsor of the event must be on site during installation of tents, games and set-up of tables and chairs to ensure proper placement.

Event planners are responsible for all material and labor necessary to return the reserved space to its original condition after lawn usage. Any requests requiring a tent to be enclosed on all 4 sides and/or heating will incur additional fees covering NYC Building and Work permits (approximately $5,000).

Commercial Vendors

Commercial vendors and non-affiliates are prohibited on campus grounds unless sponsored by a recognized student organization or a University department or office. In order to obtain space approval, there must be a strong nexus between the vendor's theme and the student organization or University department/office wishing to hold the event at the University and the educational and research mission of the University or its standing as a member of the community. A representative of the sponsor must be present at all times during set-up and the event itself.

Commercial vendor and non-affiliate events that are more extensive than simple tabling will be required to obtain insurance coverage appropriate to the nature of the event.

Back to top