Three seated people engaging in lively conversation under a blooming cherry blossom tree. On the left, a woman with shoulder-length blonde hair wears glasses, a green jacket, and black pants. Her hands are clasped in her lap. In the middle, a man with short black hair wears a blue collared shirt and blue jeans. His widespread hands gesture downward. On the right, a man with cropped black hair and a beard wears a gray t-shirt, a black backpack, and black pants. He leans back on his hands.

Event Planning

Holding a successful event at Columbia Law School requires planning and preparation. Find below helpful resources to help you schedule, set up, and source your event

Refer to the Spring 2026 Room Reservation Handbook for Faculty & Staff for information and procedures on school-wide events as well as links to Law School and University event policies

Scheduling Your Event

To accommodate school-wide programming, event black-out dates for the Fall 2026 semester are as follow:

  • Lawyers, Community, and Impact (LCI). Student Services, along with the Vice Dean for Intellectual Life and the Dean’s Office hold events throughout the semester to engage students and address current issues during lunchtime:
    • TBD (exact dates to determined)
  • Dean’s Distinguished Series. Special speaker invited by the Dean:
    • September 17: Jurist Series (lunchtime)
    • TBD (more dates to determined)
  • 1L Mandatory Programs. Mandatory career events for 1L students
    • September 10: Justice Starts Here (lunchtime)
    • October 13: Intro to Summer Funding (lunchtime)
    • TBD (more dates to determined)
  • Law School Study & Exam Period. Events are not permitted during study and exam period per the Law School Academic Calendar:
    • Midterm Exams: October 30
    • Final Exams: December 9-18
  • Holidays
    • September 7: Labor Day
    • November 3: Election Day
    • November 26-27: Thanksgiving
    • December 24-25: Christmas

NOTE:

In an effort to coordinate the event planning process and avoid conflicting programs, all events must be added to LawCal, the Law School’s master event planning calendar. If you do not have access to submit events to the online calendar, please send a request for access to [email protected]. Adding your event to LawCal is not a confirmation of your room reservation

To reserve space beyond the last day of classes, please contact Room Reservations ([email protected]) with required reservation information to manually reserve the space on your behalf. A room confirmation will be provided contingent to space availability

To familiarize yourself with Law School spaces, please refer to the comprehensive Overview of Reservable Spaces list

FALL 2026 LIMITATIONS

Academic Limitations (September 8 to September 18)

To provide the Office of Registration Services with space flexibility for courses during the Add/Drop Period (first two weeks of September), the following spaces will be limited for reservations Monday through Thursdays outside of the lunchtime hour:

  • Jerome Greene Hall (JGH): 101, 103, 104, 105, 106, 107
  • William & June Warren Hall (WJW): L104, L107

Space Limitations

The following spaces will not be reservable during the Fall 2026 semester:

  • William & June Warren Hall (WJW)
    • 600: offline; student study space
  • William C. Warren Hall (WCW)
    • 1001 (Levien): ongoing roof work; mid-Fall expected completion

NOTE: Tables for catering or tabling events are not permitted in certain areas of the first floor of Jerome Greene Hall to accommodate safety and traffic flow

All events must be listed in LawCal, the Law School’s master event planning calendar, as a first measure in publicizing an event via the building monitors. A daily announcement and a weekly digest of Law School events listed in the calendar is sent to the Law School community.

If you do not have access to submit events to the online calendar, please send a request for access to [email protected]. If you are a member of a student group seeking to list your event on the online calendar, please submit your event via the Student Groups LawCal Event Submission for the Student Services office to add to the calendar.

To further advertise your event to the Law School community via digital content, print (brochures, specialty publications, invitations, reports), social media, editorial coverage, web, and design projects or to contract event services (photographers, videographers), please refer to the Communications Office website for DYI resources and guidance.

All Law School events must comply with University Event Policies. A room confirmation is sent to the event planner based on the event details submitted via the EMS WebApp reservation form against the Special Event Criterias:

  • event in outdoor University space
  • presence of press/media (invited or otherwise)
  • advertised beyond Columbia's campus
  • high attendance/capacity, generally more than 25 attendees
  • presence of alcohol
  • potential for significant disruption
  • security concerns

If any of the above event logistics change after receipt of a room confirmation, please notify the Room Reservations via [email protected] immediately

Setting Up Your Event

If you plan on serving food at your event, please refer to the following recent vendor options chosen by our faculty, student, and staff to cater recurrent Law School academic and enrichment program events

Make sure to consult with the Law School Business Office at [email protected] to inquire about required procedures to process payments to catering vendors

 

CLS Popular Event Caterers

When submitting a request for space via the EMS WebApp, make sure to detail the desired room setup by specifying the number of billable and non-billable items below:

Non-billable

Event items that the Law School has in-house at no charge to the event budget including, but not limited to: tables, chairs, easels, and stanchions. However, tables and chairs for events in spaces other than JGH 701 (Case Lounge), JG Annex, and WJW 105 (Feldberg) will be billable

Billable

Event items that the Law School must procure from third-party vendors at an additional rental charge to the event budget including, but not limited to: linens, special tables and chairs, and chair cushions

Billable services including, but are not limited to: cleaning, setup/strike furniture labor, and coat check

If you need to add/remove/adjust any of the above items or services to a confirmed reservation, please notify the Room Reservations ([email protected]) immediately

When submitting a request for space via the EMS WebApp, make sure to specify the desired audio visual needs in order to help us determine if the chosen space is suitable for the event. The majority of Law School spaces have built-in / default audio visual equipment. If you need additional equipment or required on-site staff assistance, the event planner must send a formal request to the Law School AV team ([email protected]) to specify your needs:

Built-In AV Equipment

  • Computer
  • Handheld microphones
  • Screen projector or TV
  • Podium with gooseneck microphone

Upon Request AV Equipment or Assistance

  • Video/phone conferencing
  • Disability accommodations
  • Extra handheld or lavaliere microphones
  • On-site staff assistance to setup or for the duration of the event

If you need to add/remove/adjust any of the above AV features to your event, please notify the AV team ([email protected]) immediately

If a special speaker or a guest to the event is arriving with security personnel, it escalates the event to the Special Event category. Space requests for Special Events must be submitted via the EMS WebApp no later than 10 business days (preferably 15 business days) before the requested date of the event. Do not contact the CU Public Safety office directly to arrange security details

The Room Reservations team will review the event details with the Law School Special Events Focus Group and subsequently with the University Public Safety Special Operations team. The Event Review process includes a holistic analysis of the event details submitted to allocate support and resources to foster a safe and responsible event

If the event requires the presence of Media or Press, it escalates the event to the Special Event category. Space requests for Special Events must be submitted via the EMS WebApp no later than 10 business days (preferably 15 business days) before the requested date of the event. Do not contact the CU Public Affairs office directly to arrange media/press details

The Room Reservations team will review the event details with the Law School Special Events Focus Group and subsequently with the Law School Special Events Focus Group and Office of Communications to set ground rules for media and approve media credentials

If demonstration, protest or disruption is anticipated at the event, the University may deem necessary the assignment of trained University Delegates to ensure all guests attending the event adhere to The Rules of University Conduct in conjunction with CU Public Safety officers to ensure community safety. Do not contact the CU University Life office to arrange delegate support for your event

Since the support of University Delegates and Public Safety are Special Event Criteria escalate the event to the Special Event category, a space request must be submitted via the EMS WebApp no later than 10 business days (preferably 15 business days) before the requested date of the event

Public Safety and Law School Building Access considerations: 

Law School buildings are open to all law students, students from other divisions of the University enrolled in Law School courses, and all Columbia University faculty and staff. All eligible Columbia affiliates are required to tap their CUID cards in order to gain entry to Law School buildings. 

All guests, including students from other divisions of the University not enrolled in Law School courses, must have their names added to the Law School guest list using this form by a Law School affiliate in order to access Jerome Greene Hall and William and June Warren Hall. All pre-registered guest lists must be finalized and submitted a minimum of 24 hours to in advance of your event. Guests whose names do not appear on the guest list will not be permitted to enter. 

Please note: Columbia affiliates must complete this registration form to provide prior authorization for guests and event attendees who need to gain access to the Morningside campus via the gates on Broadway, Amsterdam Avenue, or Wien Courtyard. This requirement applies when the campus status level is elevated to the orange level

Source the Event

Event sponsored by Law School. All events primarily organized, planned and hosted by a Law School faculty, department or center must secure a budget prior to arranging event services. To request an event proposal or cost estimate for billable event items and services, the event planner must email Room Reservations ([email protected]). If you have questions about the budget balance or assistance in constructing a budget, you can contact the Law School Business Office at [email protected]

Events sponsored by a CU School. Events primarily organized, planned and hosted by a CU School (e.g. Barnard, Business School, SIPA) within a Law School space are subject to room rental fees. The CU school must provide a valid chartstring to cover event-associated costs

Guest Travel. The Law School Business Office provides general information regarding the Law School travel policies and procedures to arrange travel and lodging for guests to your event via the Concur system

Guest Expenses. The Law School Business Office provides general information regarding travel policies and procedures to arrange post-event payments for services associated with your event including invoices for procured goods/services, guest reimbursements, and speaker honoraria

Event Communications

Dear Law School Faculty and Staff, 

The Law School’s Room Reservations team will soon announce the Fall 2025 Info Sessions. All Law School staff who regularly plan campus events are invited to attend one of two upcoming information sessions to learn more about Law School event planning guidelines, University Event Policies to ensure safe and responsible events, and available resources to support event organizers.

Law School Room Reservations

Message sent September 24, 2024. However, the event polices and protocols outlined on the communication below continue to apply today.

_______________________________________________

Dear Law School Faculty and Staff,

Advancing our academic mission requires that we foster the conditions for free expression to flourish in an environment free from discrimination and harassment. This commitment extends beyond the classroom into the wide array of events and programs that are convened at the Law School each year. 

We write to provide important information related to the Law School’s policies and protocols pertaining to events, room reservations, and community standards. This information reflects significant work over the summer and early fall to update and streamline our policies and protocols, and complements similar efforts undertaken at the University level. 

Policies and Protocols

All Law School events must abide by applicable Columbia University policies, including those listed below. We encourage you to review these protocols since several of them have been updated recently. 

The Law School has developed its own set of event protocols, which are designed to supplement University policies. These protocols are now available on the Law School’s Room Reservations web page, along with updated details about reservable spaces, instructions for booking rooms via EMS, and arranging for auxiliary services. 

Important Highlights

  • Booking and Confirmation: A confirmed room reservation is required for all meetings and events held in Law School reservable spaces. Room reservation requests must be submitted via the Law School Event Management System (EMS). Law School faculty, staff, researchers, librarians, and designated representatives from recognized student organizations have access to reserve space via EMS.
  • Advance Notice: Requests for event spaces in Law School buildings need to be made at least five business days in advance of the proposed event date. Events that meet certain criteria (e.g., need for additional security, potential for disruption, non-affiliate attendees) are considered special events under the University Event Policy and require ten business days advance notice and the completion of an event review. Please review the Law School Event Protocols for more information about whether your event is considered a “special event”.
  • Building Access: Law School-Specific Access Protocols
  • Law School buildings are open to all law students, students from other divisions of the University enrolled in Law School courses, and all Columbia University faculty and staff.
  • All eligible Columbia affiliates are required to tap their CUID cards in order to gain entry to Law School buildings.
  • All Law School guests, including students from other divisions of the University not enrolled in Law School courses, must have their names added to the Law School guest list using this form in order to access Jerome Greene Hall and William and June Warren Hall. Guests whose names do not appear on the guest list will not be permitted to enter.
  • Please note: Columbia affiliates must complete this registration form to provide prior authorization for guests and event attendees who need to gain access to the Morningside campus via the gates on Broadway, Amsterdam Avenue, or Wien Courtyard. This requirement applies when the campus access level is elevated to the orange level.
  • Publicizing Events: Events cannot be listed on the Law School events calendar or otherwise publicized, including on social media, prior to organizers receiving a confirmed room reservation.
  • Fronting: In accordance with University policy, booking space on behalf of a group or individual other than the event organizer is not permitted. This practice, known as “fronting”, also prohibits faculty members and their coordinators, as well as administrative offices, from booking space on behalf of students and student organizations.
  • Additional Resources: See the Reserve a Room webpage for information about the process for booking spaces and planning events, as well as the relevant dates and deadlines. Event organizers should also review and abide by the Room Reservations Handbook for Faculty and Staff. Contact [email protected] for assistance.

Thank you for your cooperation and partnership in adhering to these guidelines. We look to many successful and stimulating events in the year ahead. Please do not hesitate to contact Room Reservations if you have any questions. 

Best regards,

Law School Room Reservations