University Event Policy

Relevant Excerpt

All events require a reservation and advance approval. Please visit the appropriate campus website for reservations and approval. 

Generally, ten working days advance notice is required for any “Special Event,” as described below.  This is to ensure that the University has adequate time to prepare. The University may on a case by case basis grant exceptions to the ten-day requirement.  Only University affiliates may apply to hold a Special Event.  All Special Events must have a faculty or other academic sponsor.

Special Events include those events that meet any of the following criteria:

• 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

The University recognizes the importance of vigils and similar ceremonies (“Vigils”) in response to loss in the community or world events as an important way to bring the community together. Vigils must be coordinated through the Office of Religious Life. The University will consider waiver of the ten days’ notice requirement for Vigils, subject to the University’s ability to prepare, including to address all safety considerations.  Only one vigil may be held per day on any given campus.

The University reserves the right to limit any event to University ID holders.

All Special Events sponsored by student groups are required to seek approval in writing through the student event approval process. Promoting an event that has not been approved is a violation of this Policy. All others must seek approval from the Office of Senior Executive Vice President using this form.