Events Administration Policy

Facilities Campus Operations - Events Administration

The Events Administration Office supports events of all sizes on our campus grounds, both indoors and outdoors. We work closely with our campus partners in University Event Management, Public Safety, and numerous Venue Managers across Columbia’s campus to ensure your event runs smoothly from start to finish.

If you are planning an event in Lerner Hall, Low Library, Faculty House, a Residence Hall Lounge, or in a reservable outdoor space, please visit University Events Management to reserve space and review your next steps in the planning process.

If you are planning an event in any venue outside of those mentioned above, please discuss your needs with the appropriate Venue Manager. Service requests for special event support may be requested online by visiting https://www.facil.columbia.edu/services. Service requests must be submitted at least three (3) business days in advance of the event date. We look forward to working with you!

Event Staffing

The actual cost for any event requiring Columbia University Facilities support depends on several factors, including the time of day, day of week, amount of time, and the cost of associated materials required to complete the job. There is a one-hour minimum labor charge for all jobs, not including weekends, off hours, and holidays. The amount of time required for staff to support an event, as well as the amount of staff, is at the discretion of the shop supervisor or manager. If an event is canceled and support is no longer needed, Facilities Events Administration must be notified at least one business day in advance of the event date. Otherwise, the event may incur labor charges.

SAMPLE OF SERVICES AVAILABLE:

Custodial Assistance

  • Clean before/during/after indoor events
  • Remove trash during/after indoor events
  • Stock, police & clean restrooms
  • Provide additional waste containers for indoor events
  • Provide coat check attendants

When cleaning is requested before an event, it will be scheduled at the discretion of the Custodial Department unless a specific start time is requested by the client. Please note cleaning after an event is a requirement.

Grounds Assistance (outdoor events)

  • Clean before/during/after outdoor events
  • Remove trash during/after outdoor events
  • Provide waste containers for outdoor events
  • Open gates; remove posts/chains around lawn

Labor Assistance

  • Set up/ break down rental or venue furniture
  • Erect risers (up to 12”)
  • Supply stanchions (rope and sign)
  • Move/discard office furnishings/equipment and bulk trash

Furniture Rental

  • Basic furniture rental requests for small scale events must be submitted at least three (3) business days in advance of the event date.
  • Large scale events requiring tents and staging require advanced notice and planning to allow time for any applicable permitting fees. Event planners should contact Facilities Events Administration as early as possible in the planning process at facilities-eventsadmin@columbia.edu.

Carpentry Assistance

  • Hang/remove banners
  • Fabricate ramps or custom woodwork if required
  • Assemble staging
  • Erect risers (over 12” high)

Electrical Assistance

  • Provide extension cords and electrical hookups for DJ, microphones, a/v equipment, lighting, caterer or other services (some indoor and all outdoor events using University power require electrical assistance)
  • Provide on call service to monitor higher voltage connections requiring more than standard outlets

Plumbing Assistance (outdoor events)

  • Provide hose, spigot and water

Miscellaneous

  • Special elevator or lift support, air conditioning, or fire extinguisher requests
  • Fire mechanics and alarm bypasses

Tenting of Lawns and Hardscapes

All tents on lawns require the rental of port-a-floor and astroturf. Event planners are responsible for all material and labor necessary to return the reserved space to its original condition after lawn usage. Any requests requiring a tent to be enclosed on all 4 sides and/or HVAC will incur additional fees covering NYC Building and Work permits (cost starts at approximately $6,500) for which there is a two-week lead time to procure.

Event Scope and Costs

The different types, sizes, and volume of events coordinated by Events Administration make it difficult to provide estimates for every event type.  Furniture and tent rental rates for commonly used items can be found here. The hourly labor rates for facilities staff can be found here. This information may be used as a general guide for event planners but should not be considered exact.

 

COAT ATTENDANT GUIDELINES AND STAFFING ALLOTMENTS

 

COAT ATTENDANT POLICIES:

  • Tips shall not be solicited or accepted by Coat Attendants

EVENT PRACTICES FOR ATTENDANTS, CLEANERS & LABORERS:

  • Guests who lose or misplace their coat check ticket will not be given any coat until the last person with a coat check stub has been accommodated (the only person who can usurp this guideline is the Building Venue Manager, Security or Event Supervisor)
  • Any items remaining or found at an event should be turned into the Public Safety Office in Low Library.

COAT ATTENDANT STAFFING:

Winter: Approximately December thru March
  • One (1) Coat Attendant will be scheduled for every 100 guests. No additional coat check tickets will be available unless an additional coat attendant is requested
  • Coat Attendants must be scheduled to begin one hour before the event start time or time doors will open.
  • Coat Attendants will remain at their post until one hour after the event end time, or until the last item is handed out to a guest. Otherwise, the checked article will be turned into Security as per protocol. Custodial Supervisors can make a determination to send one or all Coat Attendants home early as an event winds down.
Spring/Fall: Approximately April thru May and September thru November
  • One (1) Coat Attendant will be scheduled for every 100-150 guests depending upon the weather forecast and type of event
  • Coat Attendants must be scheduled to begin one hour before the event start time or time doors will open.
  • Coat Attendants will remain at their post until one hour after the event end time, or until the last item is handed out to a guest. Otherwise, the checked article will be turned into Security as per protocol. Custodial Supervisors can make a determination to send one or all Coat Attendants home early as an event winds down.