Student Conferences at CBS
A student conference can be defined as a large-scale signature event typically hosting over 150 guests on or off-campus. Conferences are a professional development and networking opportunity that consist of the following:
- Career panels
- Coffee chats
- Keynote speakers
- Meals
- Optional Closing Reception
Student conference organizers are required to work with the Office of Student Affairs and it's partners in order to produce a seamless, successful event.
Past Resources
Current student conference organizers can access past planning files to assist with future planning.
Service Order Requests
Information includes past charges for facilities and operational needs.
CBS Catering Orders
Information includes menus and costs for past Columbia Dining orders
Helpful Templates and Timelines
Run-Of-Show Template
A run of show, also sometimes called a run sheet or cue sheet, is a detailed schedule for an entire event, outlining everything that will happen minute by minute. It's like a script for the behind-the-scenes workings of your conference. OSA has created a suggested template for your use
To-Do List
OSA has created a list as a way to stay on top of your tasks while conference planning. Please make a copy, then edit on your own as you see fit.
Contracts and Reimbursements
Policies and procedures related to:
- Contracts (off-site venues)
- Service Requests (DJs, photographers, performers, etc.)
- Reimbursement Guidelines (conference supplies)
Contracts and Purchase Orders should be turned in no later than 6 weeks prior to event date.
Payment for any goods or services requiring contracts or purchase orders cannot be paid for out of pocket. Reimbursements will not be accepted and students will be responsible for personal funds used.
Speaker Gifts and Prizes
Policies and procedures to related to:
- Speaker Gifts
- Prizes for competitions held during conferences (pitch competitions, case competitions, etc.)
Speaker Travel (For keynotes and panelists)
Policies and procedures related to:
- Booking hotels for speakers
- Booking flights for speakers
- Booking ground travel for speakers
Conference guests are not eligible for travel reimbursements.
For clubs who would like to book travel for official conference speakers, the following information is required:
- First Name, Last Name
- Date of Birth
- E-mail and Phone Number
- Emergency Contact Name, Phone and E-mail
- Passport ID
- Visa ID (if applicable)
Note on Speaker Travel Reimbursements
For panelists and keynote speakers who prefer to book their own travel and get reimbursed by club funds:
- Speakers must be onboarded as vendors
- Onboarding takes 4-6 weeks
- All CU Travel policies apply
- E-mail FPO for assistance
Event Logistics
Policies and procedures related to:
- Catering Options
- Facilities and Operations
- Event Technology
Event Promotion
Policies and procedures related to:
- Digital Communication Policies
- TV Screen Posting
- Social Media Takeovers
Branded Items and Merchandise
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.
University policy governs all fundraising activities for cash, goods or services done by departments and student groups targeting off-campus entities including local businesses, corporations, foundations or individuals.
The Office of Development and Alumni Relations (DAR) is able to provide clubs that host officially recognized conferences at Columbia Business School with company contact information, samples of sponsorship outreach letters, corporate speaker solicitation letters, and information about past sponsorship and donations. Once a club has secured a sponsorship pledge, DAR must invoice all committed donors. Sponsorship funds are then deposited directly into the club’s University spending account, and must be spent on the event the funds were requested for.
All officially recognized student organizations have the option of inviting guest speakers to attend officially approved events both on and off campus. Guest speakers can be categorized as internal (current CBS faculty, students or staff) or external (CBS or Columbia University alumni, Columbia University affiliated faculty, staff or students, industry professionals, heads of state, etc.).
To ensure proper resources are provided, all potential speakers are required to be submitted in advance for review. This policy outlines the submission requirements and review process for events that may need additional support.
Please note that the school is unable to assist with providing invitations to speakers, or entry requirements such as visa-related matters.
Failure to adhere to this policy may result in club sanctions.
Speaker and Event-Based Triggers for Additional Review
Additional event and speaker review is required by OSA if speaker/speaker requirements fall under the categories below. Note that all conference speaker submissions must be reviewed prior to outreach.
VIP or high-profile speakers (e.g., CEOs, elected officials)
Nationally or internationally recognized celebrities or public figures
Political Figures (i.e. heads of state, ambassadors, etc.)
Individuals who travel with security, or require additional public safety or delegate support
Events with anticipated audiences that are non-CBS/non-CUID/open to the general public.
Partnership with other Columbia schools or external organizations
Events that focus on politically sensitive or potentially controversial topics
Expected external press coverage
Conference Speaker Review Process
Stay tuned for 2026-2027 speaker submission information.
Corporate Sponsorship
Who Is Eligible For Corporate Sponsorship?
Columbia Business School student organizations that host annual conferences that advance the mission and goals of the school, as well as the individual student group. Funding for other non-conference events and general club support should be facilitated through membership dues and club accounts. Students are not to solicit monetary sponsorships or donations for club activities or general support outside of conferences.
PRIOR SPONSORSHIPS: On rare occasions, a student organization might have previously obtained sponsorship from a corporate partner that was not related to a club conference. If you suspect that your club has received such sponsorship in the past and are looking to continue, please reach out to Quadri Olanlege.
Corporate Sponsorship Eligibility Rationale
When looking for corporate sponsorship opportunities, companies often look for the following determining factors that impact their ability to appropriately budget and offer funding:
- Event purpose and takeaway (how do company goals, mission and vision align with an event)
- Event longevity and sustainability (can the event be a successful and sustainable return on investment)
- Event planning and timing (is this event planned out with enough time for a company to factor into their annual budget)
- Event participation and visibility (can sponsoring companies have a clear connection to an event such as keynotes, panels, etc.)
- Event marketing (how will the company be promoted in the marketing for this conference/event)? Which audiences will this group be appealing to and how?
How To Obtain Corporate Sponsorship
2026-2027 Information Coming Soon
All potential sponsorships and solicitation must be approved by DAR prior to any communication from a student organization.
Note On Loan Company Related Corporate Sponsorship
Fundraising from student loan related companies and/or refinance lenders is prohibited to avoid any quid pro quo assertions.
The companies impacted include, but are not limited, to:
- Citizens Bank
- College Ave
- CommonBond
- Credible
- Discover Student Loans
- Earnest
- EDvestinU
- First Republic
- SoFi (or Social Finance)
- Juno (formerly LeverEdge)
- Laurel Road (formerly DRB)
- LendKey
- MPower Financing
- PNC Bank
- Prodigy Finance
- Quorum Federal Credit Union
- ReliaMax SouthEast Bank
- Sallie Mae
- SoFi (or Social Finance)
- Sun Trust Bank
- Wells Fargo Education Financial Services
Donations
Alumni Donations
Students are not to solicit donations from individuals for general club operations and events. Alternatively, individuals can contribute to the Columbia Business School annual fund or scholarship fund to support the institution. In the rare case that an individual would like to give a gift to your club, contact Quadri Olanlege.
In-Kind Donations
Funds for items such as food and merchandise should be sourced from your club's membership dues and club accounts. In the rare situation a club secures a sponsor to provide these types of items.
- If the in-kind donation sponsor requires official recognition, please contact Quadri Olanlege to initiate a discussion on the correct procedure for tax receipt purposes.
- In-kind donations that do not require official recognition are allowable, but must be reported to DAR for awareness.
- Any in-kind donations that are offered by alumni must also be reported to DAR prior to acceptance.
- All in-kind donations must be used as intended. Any deviation from original use may impact your club’s ability to accept any type of corporate sponsorship or donations in the future.