Policies : University Event Management Policies : Nonaffiliate Event Policy

The policies below have been developed to encourage responsible use of University space and to promote effective communication and planning for events to be held at Columbia by nonaffiliates for such purposes as meetings, exhibits, performances, conferences, training and recreational events.

Columbia University Student Groups seeking to reserve campus facilities are expected to observe the policies described in the Student Event Policy section.

Nonaffiliated groups seeking to hold events at Columbia must be sponsored by Columbia recognized University departments or offices. Nonprofit community organizations, public and civic organizations, political organizations and governmental organizations must use the Office of Government and Community Affairs as their campus contact and sponsor in arranging for space.

Sponsor’s Role

A sponsor is the primary planner or contact for the event and accepts full responsibility for all stages of planning and execution of the event. In addition, the sponsoring organization must have a strong presence at the event and, when necessary, have a valid University account number and take fiscal responsibility for event costs. The sponsoring department or office is expected to approve all advertising for the event. Event sponsors may not transfer a reservation to another organization, nor may space reserved for an approved program be used for another purpose.

University Interest

In order for a nonaffiliate to gain access to University facilities, there should be a significant University interest in hosting the event. There must be a strong nexus between the event the nonaffiliate wishes to hold at the University and the educational and research mission of the University or its standing as a member of the community. In addition, the nonaffiliate must agree to comply with all of the University’s standard terms and conditions.

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 submitted as early as possible. Space use requests should be submitted as early as possible; however a minimum of 10 business days notice is required for nonaffiliates standard events and 10 business days notice for special events.

Standard Events

Standard Events include events that do not meet the criteria for a Special Event. These events can include meetings and similar programs, performances, lectures, etc. Space Requests and all service requests must be completed and submitted no later than 10 business days before the requested 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 Events

Special events include those events that meet the following criteria:

• presence of press/media (invited or otherwise)
• advertised beyond Columbia’s campus
• high attendance/capacity
• presence of alcohol
• potential for significant disruption
• security concerns on the part of the nonaffiliate, event sponsor 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 University Event Management.

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.

Nonaffilitate Space Application Requirements

Nonaffiliates are expected to submit space use requests through their sponsoring University department or office. Completed applications should be submitted to the venue manager. All information requested must be provided in a timely and accurate manner. Any changes in the details of the event that occur after review is completed must be presented through the University sponsor. The venue manager or the University may cancel or withdraw approval for an event if agreements are not followed or conditions change after a review is conducted.

Event Review

An Event Review may be requested by University Event Management. Events that have any of the following criteria may necessitate an Event Review:

• presence of press/media (invited or otherwise)
• advertised beyond Columbia’s campus
• high attendance/capacity
• presence of alcohol
• potential for significant disruption
• security concerns on the part of the recognized student group, advisors or guest(s)

An Event Review is required for all Special Events. This review is arranged by the appropriate Venue Manager and includes members of the University administration (Office of Public Affairs, Office of Public Safety, Office of the Provost, Facilities, University Event Management, etc.) that may be required to provide support for the event.

This process normally takes 5 business days and it must be completed 10 business days prior to 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.

During the Event Review, University officers will evaluate and determine the needs of the event. These requirements will be discussed with the sponsor and nonaffiliate group. All issues and arrangements must be resolved 5 business days in advance of the event.

Space Requests for Special Events must be competed and all information provided to UEM 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 nonaffiliate or sponsor.

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

Each nonaffiliated organization, individual or group wishing to hold an event at Columbia will be expected to arrange to have insurance in force for the event with insurance carriers approved by the University. The University will determine insurance requirements based on the nature of the event. The organization or group must secure a certificate of insurance in the required amounts. The certificate must be presented to the venue manager not less than 10 business days prior to the event. The certificate should be attached to the Space Use Request.

Guest Lists 

Groups sponsoring a campus event may invite guests who are unaffiliated with the University to the event. The group must compile a guest list of those individuals who have been invited to the event exclusively by the 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 Venue Manager 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 group, and specifically invited by the 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 Venue Manager 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 group will 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.