Broadway 1st Floor, Room 120

Student events that do not have furniture or Technical Services should be cancelled through the online reservation system (EMS) up to 1 business day in advance of the event. Events planned for a Saturday or Sunday must be cancelled through EMS the Thursday prior to the event.

Events with furniture or Technical Services must be cancelled through EMS 5 business days in advance of the event.

For large scale events like performances and productions, please provide 10 business days notice.

Cancellations for reasons other than those outside of an organization’s control may impact future booking status. Student groups are allowed 3 cancellations without notification before reservation privileges will be affected. Both the first and second time a group does not show up for a scheduled event without advance notice, they will receive a warning. After a third incident, the group will lose the privilege of reserving space in Lerner Hall, classrooms and Residence Hall Lounges for 14 academic weeks.

The University reserves the right, without penalty, to cancel or relocate an event with at least 3 business days notice.

All events must adhere to University event policy as outlined in Essential Policies for the Columbia Community. Events must also comply with the additional screening guidelines outlined here.

Overview

Commercial film and television shows are protected by copyright law and may not be shown in any public setting without a public performance license from the copyright owner.  A public setting is any venue on campus outside of a student’s room in the residence halls. 

Even if an event is restricted to a certain group of students, department or community, such as members of a particular student organization, a license must be obtained in order to show a film or television show at the event.  These copyright restrictions apply whether or not a fee will be charged for admission to the event.

Rights for public performance must be secured within 5 business days of the scheduled event. For student events, proof of license must be submitted by the student group representative to the group’s.  The group advisor must then notify University Event Management (UEM) that the screening rights have been secured.  For faculty, staff or guest events, the proof of license must be submitted directly to UEM. Failure to provide proof of license within this time frame will result in cancellation of the space reservation and the event.

Student organizations found in violation of the law and University policy described above will risk disciplinary action and could be subject to other penalties. 

How to Clear a Movie for an Event

There are two principal companies who license films on behalf of the film companies: 

• Swank Motion Pictures
• Criterion Motion Pictures

If the film or show that you wish to license is not listed with Swank or Criterion, follow these steps to request a license:

• Look at the movie packaging and find the copyright notice. It is usually written as ©Date.
• Locate the company name as it appears with the copyright notice.
• Locate the company contact information on their website.
• Call or email the company with your license request. Provide the following information in your request:
  • Movie title
  • Movie format (digital, DVD, tape, etc)
  • Screening location
  • Screening date
  • Anticipated size of audience
  • Admission (free or charge)
  • Name of your organization
  • Your name and contact information
  • Advisor name and contact information

If the copyright owner grants your request, there is generally a fee of $300-$1,000. If the copyright owner denies your request, you will not be able to show the film or program at your event.

Commercial filming, news, documentaries and student projects are permitted on campus, but must follow Univesity Film Policy. View the process for student film requests or commercial and documentary film requests.

All events must comply with University Fire Safety Policy and the local Fire Department regulations for occupancy, aisle and ceiling clearance and fire exits. Any event which has vehicle displays, fog machines, fueled cooking demonstrations, laser, exhibits (including tabletop) or extensive productions with staging and props must have a certified permit from the local Fire Marshall. All associated fees for permits, floor plan approval and stand-by fire watch are the responsibility of the event sponsor. Permits must be provided to UEM at least three business days prior to the event.

Open flames, such as votive candles and sternos, are permitted. 

The intended use of residence hall lounges is primarily for the residential students and the Office of Residential Programs. Departments and administrative offices hosting events for the undergraduate residential Columbia College and Columbia Engineering community may do so with the approval of Housing and Residential Programs.  During the summer intersession, Residence Hall Lounge use is permitted but must be approved by Conference Housing.  To request space in a Residence Hall Lounge, submit an inquiryto UEM. UEM will review your request with Housing and Residential Programs prior to granting space.

Residence Hall Lounge Policy - Students

Venues: Residence Hall Lounge

All events held in Residence Hall Lounges must adhere to University Event Policy, including Fire Safety. Events must comply with the additional guidelines outlined here.

Residence Halls Use

Residence Hall Lounges are available to recognized Undergraduate student groups on the Morningside Campus (ABC, CI, Club Sports, IGC, SGB, IGB) and Residential Life. Organized student groups sponsored by a department (e.g. Eco Reps and RAs) wishing to use a Residence Hall Lounge should submit a requestto UEM Conference Services. UEM will review your request with Housing and Residential Programs prior to granting space.

Event Attendees

Please note while any CU student may access the first floor meeting rooms in Schapiro or Wien Lounge to attend meetings or events, all students should be prepared to show their CUID. For access into Broadway 120 and other residence hall spaces, guest lists of those who do not have access to CC/SEAS residence halls need to be submitted to the group advisor, who will then share the list with Public Safety. The following outlines protocol for Residence Hall Lounge event attendees:

1. Student group must forward the UEM space confirmation to their group advisor at least 2 business days in advance of the event with a list of first and last names of attendees who do not have swipe access. (If the non-swipe list is greater than 20 attendees, an Event Review should be scheduled as a residence hall may not be an appropriate venue for the event.) Attendees who are on the approved list may sign themselves into the building at the time of the event. Attendees must leave a photo ID at the desk.
   • Student group may assign an event host who is authorized to sign-in attendees who do not have swipe access or attendees whose names are not gathered in advance. The event host can be any member of the group regardless of school affiliation and residential status. If an event host is designated, the first name, last name, and uni must be shared with the advisor who will forward the information as indicated in step 2 below.
2. One business day prior to the event, student group advisor must forward the UEM confirmation, approved non -swipe attendee list, and event host information, if applicable, to rhloungevent@columbia.eduand copy the student organizer. The advisor must indicate in the email if the list being approved is for a weekly or recurring meeting or rehearsal. Emails directly from students/student groups will not be accepted.
3. Public Safety will confirm via e-mail all information has been received and ensure all appropriate information is delivered to the guard desk.

Reservable Space

The following Residential Hall Lounges are reservable:

• Broadway 14^th Floor, West
• Broadway 1^st Floor, Room 120
• Carman, Lower Level
• Furnald Lobby
• John Jay 1^st Floor Lounge
• Schapiro 1^st Floor Lounge
• Schapiro Meeting Room 109
• Schapiro East Dance Room 110
• Wallach 1^st Floor
• Wien 1^st Floor

All other lounges in the Residence Halls may not be reserved. This includes the main lounges in East Campus, Hartley, McBain, River, Ruggles, Woodbridge, 47 Claremont, and the study lounge on Broadway 14^th Floor, East. Additionally, libraries, computer labs, floor lounges, study rooms, and any Residence Hall space that is not explicitly listed may not be reserved as well.

General Policies

• Residence Hall Lounges are not available for precalendaring, with the exception of Schapiro East Dance Room 110, Wien Lounge, and Shapiro Lounge. Otherwise, requests can only be submitted beginning the first day of class in a given term.
• Groups should reserve building lounges 5 business days in advance. If a building lounge is needed for same day reservation, the event organizer should go in person to University Event Management on the 7th floor of Lerner Hall.
• Events with food are permitted in the residence hall building lounges.
• Events with alcohol are not permitted in the residence hall lounges.
• Open flames are not permitted.
• Outside media is not permitted.
• Acapella performances may be held in the Residence Hall lounges. Concerts and musical performances with amplified sound are not permitted. Dance performances and rehearsals are not permitted in the Broadway 14th Floor West Lounge, but are permitted in other Residence Hall lounges, like Schapiro 110.
• Recognized student groups are not charged for use of the lounges in the default set up.
• Recognized student groups are responsible for all costs associated with audio-visual needs and additional furniture requests.
• The student group is responsible for clean-up and removal of all materials following their event. Any items left in the room (e.g. boxes, handouts, food, etc.) may be discarded at the group’s expense.
• Place trash in the appropriate containers. If your room lacks a container, or the container is full, ask participants to take their trash out and place it in the nearest hallway container.
• Groups must leave the lounge in the condition it was in upon entering.
• Residential Programs staff conducts nightly rounds in all Residence Hall Lounges regardless of reservation status.
• Set-Up:
  • Groups should visit a lounge prior to requesting it for an event. For tables, chairs, and special set-ups, groups must contact Facilities Services directly at 212-854-8607. Please note that Carman Hall furniture cannot be changed or removed. 
  • For events requiring AV set-up, groups must contact Technical Services at 212-854-9060. Note: last minute requests for furniture and A/V set-ups may not be guaranteed.
  • Please be sure to coordinate your event details and check your lounge set up in advance.  The Hospitality Desk may serve as a resource on the day of your event if you need assistance. They may be reached at 212-854-2779.
• Residence Hall Lounges are not reservable Monday - Wednesday, with the exception of Broadway 14^th Floor West, Broadway 1^st Floor room 120, Schapiro East Dance Room 110, and Schapiro Meeting Room 109, which are reservable every day of the week.

Residence Hall Lounge Policy - Faculty, Staff and Outside Guests

Venues: Residence Hall Lounge

The intended use of residence hall lounges is primarily for the residential students and the Office of Residential Programs. Departments and administrative offices hosting events for the undergraduate residential Columbia College and Columbia Engineering community may do so with the approval of Housing and Residential Programs.  During the summer intersession, Residence Hall Lounge use is permitted but must be approved by Conference Housing.  To request space in a Residence Hall Lounge, submit an inquiryto UEM. UEM will review your request with Housing and Residential Programs prior to granting space.

Food Policy for Student Groups

Columbia University prohibits the sale or distribution of any foods by any organization including, but not limited to student groups, faculty, or staff unless the foods are prepared in a kitchen that holds a valid NYC Department of Health and Mental Hygiene (DOH) permit and has culinary staff that possess a NYC Food Handlers Certificate overseeing the overall operation of the kitchen.

Columbia University food service permits are obtained by The Trustees of Columbia University in the City of New York and are for the use of food service establishments managed and operated by the university such as University Events Management and Columbia Dining.

Section 1. Purchasing Foods from FTF Approved Vendors (Vendors that are in LionLink)

Any foods that are purchased by a student group as described above for consumption in meetings, special events, or other programs must have approval from University Events Management and their student group Adviser. All FTF approved vendors with such permits and certificates can be identified by contacting UEM or an adviser. To view a list of FTF accepting vendors, click here.

All foods that are purchased for consumption must have documentation stating the following: name of establishment, date and time that the order was placed, items that were purchased, and a signature from the person delivering the food with the time the food was delivered. Such information should be on the receipt, and if not, the student group should ask the establishment to provide such documentation or manually write it on the receipt.

Student groups that choose to purchase foods for such events, must observe the food safety standards as outlined by the NYC DOH in regards to proper time and temperature controls as stated in the NYC food protection guide which can be found here.It is expected that all foods that are purchased from approved FTF vendors are for immediate consumption and are not for resale unless used for purposes as outlined in Section 3 of this policy.

Section 2. Purchasing Food from a Non-FTF Approved Vendor (Vendors that are not in LionLink)

Student groups are  required to purchase food from an approved FTF vendor whenever possible; however in the event that the purchase of food from a non-FTF approved vendor is required the following protocol must be followed:

In the event that an organization chooses to purchase food from a non-FTF approved vendor, the student group must ask the establishment to provide a copy of the restaurants food service permits and Certificate of Insurance. The establishments’ permits must be submitted to UEM and to the student group adviser prior to making a purchase. Such establishments must have completed and been issued the NYC Department of Business application to become a food service establishment that can be found here.  

Section 3. Student groups that would like to sell foods for fundraising purposes may do so provided that they follow the guidelines below:

Foods and beverages must be considered dry or canned goods that can be held at room temperature per the manufacturer’s instructions and are permitted to be resold (items that are labeled “not for re-sale” are not permitted.) Such foods must be approved by UEM and an adviser.

Student groups are permitted to prepare baked goods in an establishment that does not have a food service permit, provided that the baked goods do not contain the potentially hazardous ingredients below. All distribution of such goods must receive approval from UEM and their adviser.

Foods that are permitted for sale of fundraising purposes are those that are prepared and purchased from food service establishments that obtain the permits and approvals as stated above, and do not contain potentially hazardous ingredients. Such foods that are consider potentially hazardous include but are not limited to foods that contain: meats, poultry, fish, shellfish, milk, milk products (cheese, butter, milk, heavy cream, etc.), plant proteins such as tofu, starches, peanuts, cooked pasta, cooked beans, potatoes, cut fruits, cut vegetables, etc.