Policies : Student Event Policy

The policies below provide a framework to aid recognized Student Groups in planning and scheduling events to be held at Columbia, including meetings, exhibits, performances, conferences, trainings, and recreational activities. By delineating a uniform approach to event planning and evaluation, we hope to make the process of planning events consistent across campus. Venue Managers and University departments, offices, and Student Groups wishing to reserve campus facilities are expected to follow these policies. Nonaffiliates seeking to hold events at the University are covered by the Nonaffiliate Event Policy.

Event Sponsorship

The sponsor of an event must be a recognized Student Group. The sponsor is the primary planner and contact for the event and accepts full responsibility for all stages of planning and execution of the event. In addition, the sponsoring group must have a strong presence at the event and, when necessary, have a valid University account number or have approved access to a valid University account number to take fiscal responsibility for event costs. The sponsoring group must be the sole source of event advertising and must have its name on all such advertising.

For co-sponsored events, both sponsoring groups must qualify as described above. Co-sponsorship of an event with a group not affiliated with the University will fall under the Nonaffiliate policy, found in the University Event Management policy section. Event sponsors may not transfer a reservation to another Student Group or nonaffiliate, nor may space reserved for an approved program be used for another purpose.

Process for Student Groups

Student Groups should begin the process of event planning and space reservation through their School's Student Affairs Office. The group’s advisor must approve the space request for all events. Advisors must also approve requests for any added services that may incur expenses such as Technical Services, University Proctors, Public Safety, etc. A University account number must be provided and approved by the advisor in anticipation of possible costs associated with the event. Finally, student events are held primarily for the Columbia University community.

Event Classification

For purposes of determining necessary levels of planning and support, events are classified as Standard or Special Events. The classification of an event is dependent upon variables such as type of event (meeting, performance, exhibit, etc.), attendance projections, speakers or performers, level of advertising, and safety considerations. A space use request is completed to help identify the participants and sponsors of an event and to assist in determining the level of support necessary to hold the event. The request should be filed as early as possible. For Special Events, 10 business days’ notice is required. The deadlines listed below are the latest times at which requests may be submitted. The advisor will send notification to the Event Management Office at Lerner Hall at the time that a group applies for space to hold a Special Event. The event level will be determined following an Event Review.

Standard Events

Standard Events include events that do not meet the criteria for a Special Event. These events can include meetings, performances, lectures, etc. Space Requests and all service requests must be completed and submitted no later than 10 business days before the projected date of the event. If the deadline specified by the facility/location that is being requested is more than 10 business days in advance of the proposed event, then that deadline will apply. At the time of the reservation deadline, all requests for technical, setup and other services must also be submitted. Special consideration will be made for events that fall within the 10 business day requirement. Such consideration is made on a case by case basis and must be requested by the appropriate advising office.

Special Events

Special Events include those events that meet the following criteria:

• presence of outside press/media (invited or otherwise)

• open to non-CUID holders

• high attendance/capacity that would require crowd management for the assigned area or entering exiting the building or venue 

• presence of alcohol

• potential for significant disruption to the event or educational operations of the university, potential for significant disruption to another event already scheduled

• security concerns on the part of the recognized student group, university officer or guest(s)

The presence of one of these criteria may not necessarily elevate the event to a Special Event status, however, these factors should be considered cumulatively.

For a Special Event, space and service application must be completed and submitted no later than 10 business days before the requested date of the event, and the Event Review must be completed at least 10 business days before the date of the event. Special consideration will be made for events that fall within the 10 business day requirement. Such consideration is made on a case by case basis and must be requested by the appropriate advising office.

If the deadline specified by the facility/location that is being requested is more than 10 business days in advance of the proposed event, then that deadline will apply. At the time of the reservation deadline, all requests for technical, setup and other services must also be submitted.

Space Application Requirements

Applicants will be asked to fill in various sections of the application form depending upon the classification of their events. The sponsor must provide all the requested information in a timely and accurate manner to the venue manager, and for student groups, to the appropriate school activities officer. Any changes in the details of the event that occur after the safety review is completed must be conveyed to the person who originally received the application. The venue manager or the sponsoring group's school may cancel or withdraw approval for an event if agreements are not followed or safety and security conditions change after the Event Review is conducted.

Event Review

An Event Review may be requested by the sponsoring group or an officer of the university. An Event Review is required for all Special Events. This review is arranged by the appropriate advising office or officers from the sponsoring group’s school and includes members of the University administration (University Event Management, Office of Public Affairs, Office of Public Safety, Office of the Provost, Facilities, etc.) that may be required to provide support for the event. During the Event Review, officers from the group, the sponsoring group’s school or the group’s advising office and other University officers will evaluate and determine the needs of the event. These requirements will be discussed with the sponsor. All issues and arrangements must be resolved 5 business days in advance of the event.

Space Requests for Special Events must be completed and all information provided to the appropriate university official and the venue manager 10 business days before the proposed date of the event in order for the review to be conducted. If agreement about safety and security arrangements for a Special Event cannot be reached by 5 business days before the proposed date of the event, approval for the event on that date may not be granted and all holds on the space may be released. Special consideration will be made for events that fall within the 10 business day requirement. Such consideration is made on a case by case basis and must be requested by the appropriate university office.

Guest Lists

Recognized Student Groups sponsoring a campus event may invite guests who are unaffiliated with the University to the event. The student group must compile a guest list of those individuals who have been invited to the event. These guests must be invited exclusively by the sponsoring student group. The list will include a reasonable number of guests in accordance with the size of the event. The guest list must be submitted to the sponsoring group's advising office for review and approval no later than 2 business days before the event. Once the guest list is submitted, it is considered final and no additional names may be added. All persons named on the guest list must be known to the student group and specifically invited by the student group.

Speakers and performers may submit a limited guest list of individuals personally known to the speaker or performer. This list must be submitted to the sponsoring group's advising office for review and approval no later than 2 business days in advance of the event.

The conduct of all guests is bound by University rules and the student group may be held responsible for the behavior of their invited guests. The University preserves the right to manage the event in accordance with University Event Management policies.

Fire Safety

All events must adhere to the University's Fire Safety Policy as outlined in FACETS. An event can be interrupted or canceled should fire safety violations exist. Event venues must have clearly identified fire exits and occupancy limits must be enforced. Should a fire alarm sound, house lights will be turned up, if necessary, and all participants will be instructed to leave the area or to respond as directed by fire safety or fire department personnel.

Partisan Political Campaign Activities on Campus or at Campus Facilities

Because of its nonprofit status, the University is strictly prohibited from participating or intervening in any political campaign on behalf of or in opposition to any candidate for public office. As a result, the use of the campus or campus facilities for partisan political campaign activities is strictly regulated. Those planning, sponsoring, or hosting any event that may constitute a partisan political campaign activity must check with the General Counsel’s Office.

Insurance

If an event is income-producing for the sponsoring group, or involves ticket sales to the general public, the University will determine if the sponsoring group must purchase insurance to cover any claims or suits that could result from the conduct of the event and the level of insurance necessary. The cost of such insurance will be borne by the sponsoring group. If an event is cosponsored with a nonaffiliated organization that will receive income from the event, the University will require that the nonaffiliated organization provide evidence of insurance for the event.

Noise Control

The City Noise Control Code addresses unreasonable noise, meaning any excessive or unusually loud sound that disturbs the peace, comfort, or repose of a reasonable person. During the planning of an event, potential sound levels, especially where amplified sound is involved, will be reviewed with the sponsors in order to address provisions of the code.

Occupancy Limits

Columbia University regulates occupancy limits on the number of persons who can be in a space during each event to ensure the safety of all in attendance. Ticket sales will be restricted to the appropriate capacity limit to ensure compliance with established limits. Occupancy capacities for specific venues will be discussed and resolved as part of the space reservation/event management process. The sponsoring group is responsible for taking positive actions to ensure that occupancy limits are observed throughout the course of the event.

Alcohol Service

All events where alcohol will be served must comply with state laws and University policies applying to the sale and/or distribution of alcohol. Please consult the University Event Management Policies section for information on alcohol policies.

Disability Services

During event planning, help with access needs for persons with disabilities can be obtained from the Office of Disability Services, eighth floor of Lerner Hall, 212-854-2388/2378 (Voice/ TDD). ACCESS/COLUMBIA, an accessibility map outlining Columbia’s Morningside campus buildings and facilities, is also available at Disability Services.