Event Planning & Marketing

OSA works with other CBS partners to set specific dates and times when student organizations are not able to plan any types of events. These are put in place for academic purposes (such as exams or LEAD), important community wide events (like the Career Fair or Town Hall) or breaks and holidays when the school is closed.

No. The programing dates and hours listed below are put into place by OSA to ensure there are no conflicts with classes. Academics are the priority, and this rule also ensures equitable programming opportunities and attendance.

Event exceptions are rare and are reviewed on a case-by-case basis. Student groups must submit an exception request in advance to be reviewed by their OSA club advisor and/or CMC and Academics.

Student group executive board meetings are allowed to occur during blackout days and times with the exception of individual academic conflicts (classes, exams, etc.).

Classroom Booking

• Classroom booking requests can be submitted for:
  • Tiered classrooms
  • Flat space classrooms
• Classroom booking requests may take up to 72 business hours for review.

Special Event Space Booking

• Special event spaces that can be reserved by student groups are considered the following locations:
  • Cooperman Commons
  • Alumni Suite
  • The Board Room & Ray Horton Lounge
  • Kravis 1040 (Executive Dining Room)
  • Student screening room (Monday-Thursday, after 5:45 p.m. & Friday-Sunday, all day)
• Special event space booking requests may take up to one week (5 business days) for review.
• Special event space booking requests are reviewed by the Dean's Office after initial approval from your OSA advisor

Other Events

• All other event approval requests (virtual, off-campus) may take up to 72 business hours for review.

Last minute requests may not be approved.

• For locations outside of the Business School such as Lerner Hall, Low Library, Faculty House, or outside locations please reference University Event Management
• Charges will occur for space, catering and facilities.
• Note that events hosted in other CU spaces must still be submitted through your organization's CampusGroups portal for approval.

• Requests for Operations/Facilities include:
  • Custodial Services (events with food/drinks)
  • Room Setup
  • Furniture Needs

• Requests for Events Technology include:
  • Additional A/V needs beyond a typical classroom or special event space setup
  • On-site media tech

• All large-scale events that require catering and/or alcohol must be catered by University Events Management (UEM).

• Use of hard alcohol at events is strictly prohibited. See full CBS Alcohol Policy.

   

• For smaller events in classrooms or do not require staffing, please see other approved vendors that can be utilized.
  • Note that pick-up for non-UEM vendors must be arranged in the lobbies of Geffen or Kravis hall.

• Elect for buffet-style catering
• Gauge food order based on expected attendance and melt
• Utilize digital marketing and promotional methods
• Consider using eco-friendly giveaways and promo items

All officially recognized student clubs at CBS have the option of publishing and maintaining a website. Please review below for applicable guidelines. Websites may be audited by the Office of Student Affairs or other CBS administrative offices at any time. OSA reserves the right to request temporary account access for audits or concerns related to brand alignment, community standards, or student conduct. Failure to adhere to this policy may result in club sanctions.  

Website Management

• Student clubs can opt to use the free CampusGroups website builder or pay for an external website builder like Wix or Squarespace using club funds.
• Student clubs are responsible for keeping a record of external website builder log-in information.  

Website Ownership and Branding

• All websites must clearly state that they are owned and operated by a student organization.  
• Student clubs may only utilize group logos approved by the Office of Student Affairs and the Marketing & Communications team. Clubs may not use the Hermes icon, standalone CBS branding, or Columbia University branding.  
• Click here for Design Guidelines for Student Groups
• Click here to review all approved logos.  

Content Guidelines

• Student club websites may only include official club communication. Websites should not feature information or events that are not officially sponsored by the club or not approved by OSA.  
• Student club websites must maintain accurate, relevant, and up-to-date information about club events, leadership, and programming.
• All information on the website must be reflective of core values laid out by the Honor Code and Community Standards. 

Event Tickets & Club Promo Items, Swag, Etc. 

CampusGroups Event Ticket Set-Up FAQsCampusGroups Store Set-Up FAQs

Content Guidelines  

• Student club social media accounts may only include official club communication. Accounts should not feature information or events that are not officially sponsored by the club or not approved by OSA.
• Columbia Business School will not permit the following on any social media platform:
  • Vulgar language, including but not limited to profanity  
  • Obscene images, illustrations, or graphics  
  • Weaponizing of CBS social media channels to harass, bully, or intimidate others  
  • Racially charged or discriminatory language  
  • Usage of imagery without necessary permissions
• All content (including comments, reposts and interactions) on social media accounts must be reflective of core values laid out by the Honor Code and Community Standards.
• Club accounts should avoid reposting or tagging unofficial events, including informal student gatherings or travel not approved by OSA. 

Social Media Ownership and Branding

• All social media accounts must clearly state that they are owned and operated by a student organization.
• Social media bios should identify the club by full name and include “Columbia Business School” to distinguish it from other similarly named organizations.
• Student clubs may only utilize group logos approved by the Office of Student Affairs and the Marketing & Communications team. Clubs may not use the Hermes icon, standalone CBS branding, or Columbia University branding.  
• Click here for Design Guidelines for Student Groups
• Click here to review all approved logos (lion mail log-in required). 

Transitions

• At the end of each leadership term, outgoing social media management roles must transfer account credentials, review the club’s branding guidelines with new board members, and ensure no personal content remains linked to the account. 

CampusGroups E-mail FAQs

Clubs and clusters have various methods of communication to members. In most instances,  your CampusGroups portal is the primary tool for reaching your audience.  Please note that communication about unofficial events, activities, or travel cannot be delivered through CBS communication channels, including CampusGroups. 

Community E-mail Policy

Student clubs may request to send one CBS community-wide email per semester under the following conditions:

• The email promotes an application-based program open to all students or
• The email promotes an event open to all students that requires a ticket purchase

To request a community email, please contact your OSA advisor directly for approval and support with distribution. 

• Slack is a student managed platform that clubs and clusters may use to communicate with members. Other messaging apps, such as WhatsApp or GroupMe, are also commonly used within student communities.
• While messaging apps can be used to communicate both official and unofficial events, it should not be a primary communication channel.  All official communications should also be shared via CampusGroups or another approved CBS platform to ensure accessibility and record-keeping. 

• Student Organizations may not post any type of printed advertisement or flyers of any kind on the walls or glass of David Geffen or Henry Kravis Hall.
• Student Organizations can submit advertisements on various digital screens across campus for official approved events.
  • Click here to review requirements and submit digital flyers for approval
• Note that the following content is not allowed on digital screens or any type of student club advertisement:
  • Inappropriate language or photography
  • Non-School-related events
  • Unapproved social gatherings
  • Non-event-related content 

Review the Club Logo approval process.

• All merchandise, whether a Club name/logo or the CBS name/logo was used or not, produced by a student group needs to uphold the University's quality assurance policies and comply with CU Licensing requirements.
• Promotional items created by vendors that are not approved and submitted for reimbursement will not be honored and students will be responsible for the cost.
• Review policies on creating promotional items for your student organization.
• Review guidance for student organization graduation stoles.

• For flagship club events (signature/long standing legacy event, student conferences, heritage cultural celebration month event)
• Requests must be submitted at least four- six months prior to your confirmed event date.
• Due to the availability, only a limited amount of requests will be approved per academic year and participation is not guaranteed.
• Direct outreach to the Dean's Office is not allowed and may impact your student organization's ability to make requests in the future.
• Submit a dean's participation request via CampusGroups.

• For flagship club events (signature/long standing legacy event, student conferences, heritage cultural celebration month event)
• Requests must be submitted at least six months prior to your confirmed event date.
• Due to the large number of requests the Office of the President receives and the complexity of the President's calendar we are not able to guarantee her attendance at your event. Only a limited number of requests will be approved per academic year.
• Direct outreach to the President's Office is not allowed and may impact your student organization's ability to make requests in the future.
• Submit a President's participation request via CampusGroups.

• Each club is given the opportunity to request up to two (2) event date/time based exceptions and up to one (1) cost based exception and up to one (1) contract based exception per academic year for consideration.
• This form should be filled out if you are requesting a formal pre-event or post- event exception for a student organization due to any of the following:
  • Event date or time falls outside standard policy
  • Event cost exceeds allowed limits
  • Event contract or terms were signed without prior approval
• Pre-approved exception requests should always be sought out first.
• Click here to submit an exception request.

For events that feature outside speakers, clubs may spend up to $75 for thank you gifts. We recommend:

• CBS Gear Store
• Columbia University Book Store
  • Clubs can purchase items from the book store directly from their club account!