These policies delineate a framework to aid University groups and organizations in planning and scheduling events such as meetings, exhibits, performances, conferences, training, and recreational events to be held at Columbia. By describing a uniform approach to event planning and evaluation, we hope to make the process of planning events consistent across campus. Managers of Columbia meeting and event venues and University departments, offices, groups, and student organizations requesting to reserve campus facilities are expected to follow these policies. Nonaffiliates seeking to hold events at the University are covered by Access to University Facilities by Nonaffiliates.

• University Groups and Organizations
• Policies Applicable to Outdoor Space
• Commercial Filming, News, Documentaries, and Student Filming

University Groups and Organizations

Event Management and Scheduling Support

The University Event Management (UEM) staff in Lerner Hall oversees and coordinates event management policies on the Morningside campus. In addition, UEM is responsible for scheduling all space within Lerner Hall, Low Library, Residence Hall lounges and all outdoor space on the Morningside campus. The Lerner Hall Staff conducts periodic workshops on event management policies, University alcohol policies and procedures, and barbecue training. To arrange to participate in training, call the University Event Management office at 212-854-5800 or e-mail lernerhall@columbia.edu. Visit www.columbia.edu/cu/lernerhall/ for more information.

Venue Managers

Campus locations where events are held generally fall under the responsibility of venue or site managers who oversee meeting/event locations for schools, departments, or administrative offices. Some examples of locations managed in this way are Lerner Hall, Faculty House, Miller Theatre, Earl Hall, St. Paul's Chapel, Kellogg Center, Low Library, and Philosophy Lounge. Venue managers are responsible for their spaces and determine or oversee the local policies or prerequisites for use of their spaces.

Event Sponsorship

The sponsor of an event must be a recognized University group or organization. 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 organization 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 and take fiscal responsibility for event costs. The sponsoring organization or group must be the sole source of event advertising and must have its name on all such advertising.

For cosponsored events, both groups and organizations must qualify as described above. Cosponsorship of an event with those not affiliated with the University will be considered under the nonaffiliate policy (see Access to University Facilities by Nonaffiliates). Event sponsors may not transfer a reservation to another organization, nor may space reserved for an approved program be used for another purpose.

Student Groups

Student groups or organizations should begin the process of event planning and space reservation through their respective student affairs offices. The organization's adviser must approve the space request for all Special Events. Advisers must also approve requests for any Standard Events that may incur expenses such as Technical Services, University Proctors, Public Safety, etc. A University account number must be provided and approved by the adviser in anticipation of possible costs associated with the event. Finally, student events are held primarily for the Columbia University community.

• Event Classification
• Space Application
• Event Review
• Guest Lists
• Partisan Political Campaign Activities
• Insurance
• Advertising
• Noise Control
• Occupancy Limits
• Fire Safety
• Alcohol Service
• Disability Services

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 adviser will send notification to the University Event Management office at Lerner Hall at the time that the group or organization applies for space to hold a Special Event. The event level will be determined following the Event Review.

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 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 recognized student group, advisers, or guest

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

Applicants will be requested to fill in various sections of the application form depending upon the classification of their events. The sponsoring organization 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 organization'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's advising office or officers from the sponsoring group's school. 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
• serving of alcohol
• potential for significant disruption
• security concerns on the part of the recognized student group, advisers, or guest

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 Communications and Public Affairs, Office of Public Safety, Office of the Provost, Facilities, 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, officers from the sponsoring group's school and other University officers will evaluate and determine the needs of the event. These requirements will be discussed with the sponsoring organization. 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 the appropriate school officer 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 advising 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 exclusively by the 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 72 hours prior to 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 reserves the right to manage the event in accordance with University Event Management policies.

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. (Also, see Policy on Partisan Political Activity.)

Insurance

If an event is income-producing for the sponsoring organization, or involves ticket sales to the general public, the University will determine if the sponsoring organization 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 organization. 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.

Advertising

Event advertising, both on and off campus, may not be done before copy is approved by the host venue manager and where relevant, the student activities adviser or appropriate dean. When an event requires admission by ticket, or if there is an attendance limit, all advertising must describe these requirements. If an event is sold out, the sponsoring organization must make a good faith effort to publicize that information. If admission requires an ID, copy must include which IDs will be accepted stating "Valid ID card from (insert names of invited schools or organizations) or Columbia University required for admission to event." The sponsoring organization must be the sole source of event advertising and its name must appear on all advertising. Advertising indicating that a Columbia University school or department is sponsoring the event must receive written consent of the appropriate University dean or designated school officer. University policies and state laws covering the distribution or sale of alcohol at an event will apply to all advertising copy. Please consult Policies on Alcohol and Drugs for additional information.

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 organization is responsible for taking positive actions to ensure that occupancy limits are observed throughout the course of the event.

Fire Safety

All events must adhere to the University's Fire Safety Policy. An event can be interrupted or possibly canceled or terminated 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.

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 Policies on Alcohol and Drugs for additional information.

Disability Services

Policies Applicable to Outdoor Space

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

Outdoor space on the Morningside campus is reserved through the Event Management Office at Alfred Lerner Hall. This University's Event Management Policy governs access and use, and applies to all users of outdoor space including student, faculty, and administrative groups, seasonal programs, as well as community groups and neighborhood schools. Space Use Applications may be obtained from Lerner 7^th floor or printed from Lerner Hall's website at www.columbia.edu/cu/lernerhall.

Completed applications must be submitted to the Event Management Office at Lerner Hall. Deadlines for the application for outdoor space are the same as for indoor events. A Special Events Service Request Form, available from Lerner 7^th floor, must be used to request services such as tables, chairs, electrical support, clean-up, etc. Completed Service Requests must be returned to Columbia University Facilities Campus Operations in B-230 East Campus no fewer than 10 business days before the event.

• Amplification
• Barbeques
• Field Use
• Tenting, Furnishings, Games, Heaters, Etc.
• Balloons and Banners
• Chalking and Candles
• Lawns and Pavers
• Pets
• Commercial Vendors

Amplification