Event Policies and Protocols for Faculty and Staff

Columbia University Event Policies 

All events and attendees, including those organized and/or attended by external parties and non-affiliates, must abide by all applicable Columbia University policies. Those policies include, but are not limited to: 

• University Event Policy

• Rules of University Conduct and the accompanying Guidelines

• Policy for a Vigil on Campus

• Policy on Partisan Political Activity

• Alcohol Statement of Policy

Columbia Law School Event Protocols

All events convened in Columbia Law School buildings or spaces (including Jerome L. Greene Hall, William and June Warren Hall, William C. Warren Hall, and Jerome L. Greene Annex), regardless of the affiliation of the organizer(s) or attendees, must also abide by the following general protocols, which supplement the University policies listed above. 

1. Room Reservations. 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 Columbia Law School Event Management System (EMS). See the Law School Room Reservations Handbook for Faculty and Staff for information about the process for booking spaces and planning events via EMS, as well as the relevant dates and deadlines. Student Organizations should also review and abide by the Student Organization Handbook. 

• Permission to Reserve Space. Columbia Law School faculty, staff, researchers, librarians, and designated representatives from recognized student organizations shall have access to reserve space via EMS. Contact [email protected] for assistance with accessing EMS.

• Non-Law School or Non-Affiliate Events. Requests for use of Law School reservable space by alumni, individuals or entities with affiliations elsewhere within Columbia University, or who have no affiliation with the University or the Law School, will be considered on a case-by-case basis. Such requests should be transmitted to [email protected].

• 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. 

• Reservable Spaces. A list of reservable spaces at the Law School can be found on the Room Reservations website.

• Standard Room Setup. Each reservable space is equipped with a default furniture and technology configuration, which is described on the Room Reservations Website. Changes or additions to the default setup may incur additional expenses and require additional coordination and approval as outlined in Section 2 below.

• Order of Priority. First priority for the use of reservable space is granted to Law School courses listed in the Curriculum Guide and scheduled exams. Second priority is given to non-class academic activities, such as review/TA sessions, makeup classes, and moot court activities. Third priority is given to co-curricular and intellectual life events, including panel discussions, academic support programs, faculty meetings and workshops, and student organization meetings. Fourth priority is given to departmental meetings and other non-academic activities that do not fall within the first through third categories above.

• Blackout Dates and Spaces. Each semester, the Law School designates specific dates on which rooms are not available for reservation (e.g., during the exam period and admissions programs) and/or specific rooms that will not be available for reservation (e.g., due to construction). See the Room Reservations Handbook for a list of those dates for the current academic year.

• Publicizing Events. Event advertising, both on and off campus, may not be done before the room reservation has been approved. When an event requires pre-registration, or if there is an attendance limit, all advertising must describe these requirements. See the University Events Policy for a detailed description of event advertising requirements and the responsibilities of the event host.

2. Event Types and Approval. 

• Advance Notice. Requests for room reservations must be made in advance, based on the category of the proposed event as outlined below. 

        Minimum number of business days' notice required before start of event: 

              Express - 3 days 

              Standard - 5 days 

              Special - 10 days 

• Additional Review for Special Events. As described in the University Event Policy, special events are subject to additional review, including, in some cases, by relevant University partners (e.g., Public Safety, Communications and Public Affairs, and University Event Management).

• Express Reservations. Faculty and Staff may book rooms for meetings directly via EMS that meet ALL “express” criteria, as defined below. Confirmation for such events will be issued so long as the request is submitted at least 72 hours (not including weekend days) before the start time of the scheduled event.      

              No changes to furniture configuration. 

              No additional AV equipment or support from an AV technician.

              No food or drink requiring custodial services. 

              No public safety needed. 

              No non-affiliate guests. 

              No non-affiliate guest speakers. 

              No media. 

3. Expectations.

• Honesty. All room reservation requests must be submitted truthfully, accurately, and completely. Providing incomplete or inaccurate information may result in, among other things, individual or group suspension of room reservation privileges.

• Appropriate and Approved Use. Requests to use Law School spaces are approved only for the specific location, time, and details provided in the confirmation document. Uses other than those for which approval was granted, or which are inconsistent with the appropriate use of the reserved space, are not permitted and may result in disciplinary action.

• Relocation and/or Damage of Furniture and Equipment. Furniture and equipment may not be removed from any reservable space. Organizers will be responsible for the costs of any missing or damaged items, as well as any damage to the space itself. 

4. Revocation of Privileges and Student Conduct Violations. The Law School reserves the right to suspend or revoke room reservation privileges and/or EMS access to any individual or group found to be in violation of the rules set forth in the relevant University policies and procedures, and/or the direction of authorized representatives of Columbia Law School.