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Event Support Policies and Procedures

Columbia Law School’s Event Technology team, a division of the Information Technology department, is tasked with the planning and execution of all audio visual support for events at the Law School. 

The Event Technology team primarily supports events coordinated through the Dean’s Office and the Office of Special Events. Based on availability, the team may assist with the planning and execution of other events at the Law School on a first-come, first serve basis. In addition to direct support of events, we offer training and documentation to Law School affiliates seeking to put on an event at the Law School.

 

General Policies and Procedures

  • You should reach out to us as soon as your event is approved, even if you do not yet have a location. Our team can advise on the capabilities and functions of our spaces so that you can make the best selection for your venue. 
  • Requests for event support must be made with at least 2 weeks/10 business days notice.
    • Requests received after that time will be handled on a first-come/first-serve basis.
    • Booking a room through Room Reservations does not constitute a request for AV or event support from our team. You must always reach out to our team, separately, to arrange for support.
  • All requests should be made via email to [email protected]. An Event Technology team member will get back to you within 2 business days to discuss the details of your event.
  • Once support for your event is confirmed, a colleague will be assigned to you as your main point-of-contact (POC). 
    • Your POC will facilitate the scheduling of any meetings, dry-runs and tests needed for your event and will oversee support in the room on the day(s) of the event.
  • If you are planning to record your event, please ensure that you have received written consent from all speakers and panelists prior to making your request. 
  • The Event Technology team provides support exclusively in Columbia Law School-owned buildings and spaces. 
  • Event support takes place during normal business hours (8:30am to 8:30pm), Monday through Friday, throughout the year.
    • Due to staffing limitations, we do not offer support on the weekends.
  • For AV and event support at other Columbia University venues and spaces, you will be directed to contact the local (“house”) audio-visual or event support team.

 

  • Only direct affiliates of the Law School (i.e. faculty, centers and programs, academic departments, student groups, etc.) are eligible for support from the Event Technology team. 
  • In the case of a co-sponsored event where the co-sponsor is a non-affiliate, the Law School affiliate/sponsor must take full responsibility for all stages of planning and execution of the event.
  • Non-affiliates may reach out to the Columbia Events Management (formerly, University Events Management) for support after their event has been approved by the Law School’s Room Reservations team. 

 

  • The Event Technology team does not charge for its support, including personnel and equipment.
  • If your event requires additional support from a 3rd party AV/Live Event company (i.e. special lighting and rigs, customized loudspeaker systems, additional support staff, etc.), we will obtain a quote and coordinate all technical support on your behalf, but you will be directly responsible for all costs associated with this additional support.

 

  • The Event Technology team can record or live stream any event at the Law School, upon request.
  • Recordings may be conducted in several ways, depending on the nature of the event: recording using a stand-alone camera with operator, recording using a room’s built-in cameras and recording systems; or, a recording via Zoom or similar web-conferencing system in the case of a virtual event.
    • The team will edit all recordings produced by the team.
      • You will receive access to a draft edit of the recording for your review. 
      • You will be asked to provide any feedback or comments for a second, and final, edit of the recording. You will either be asked to provide a list of time codes for edits and trims, via email, or you’ll be invited to our office to go over any edits, together.
      • Once edits are approved  by you a final version will be furnished as a link and an embed code that you can publish on your website or distribute in any way you choose.
      • If further edits are required, you will be provided with access to the raw footage so that you may either edit the recording, yourself, or hire a 3rd party for assistance.

 

Alternative Support

  • A team member will offer to provide consultation and training to event organizers and others on your team tasked with supporting the technical aspects of your event. 
  • Consultation and trainings typically take up to one hour and may include:
    • Discussion of your event’s technical needs
    • Walkthrough of the venue, if a “live” event.
    • Brief demonstration of how to operate basic room AV (ie. projectors and microphones)
    • Guidance on how to set up and run a Zoom Meeting or Webinar, if a “virtual” event.
  • Event organizers will be provided with all relevant documentation and guides you may need.

 

  • If you require a dedicated AV professional to help run your event, we will liaise with our external vendors and partners, who are familiar with our spaces and technology, on your behalf.
  • The Event Technology team will meet with your team to gather all of your technical requirements and relevant details about the event. 
  • We will contact several vendors and request quotes. We will forward these to you for your consideration, approval and payment.
  • Once a vendor is confirmed, we will organize a conference call between all parties. You will also be introduced to the person/team overseeing support for your event at this time.

Our Preferred Vendors