Officially recognized Columbia Business School student organizations are eligible to host event on-campus, off-campus or virtually. It is the responsibility of all student leaders to be aware of policies and procedures that impact student event planning. Club officers are the only individuals authorized to plan events and/or reserve space on behalf of their student organization.
All officially sponsored student group events (on-campus, off-campus and virtual) must be submitted through your CampusGroups portal for approval.
Booking Spaces on Campus
Booking Classrooms at CBS
Classroom Booking
- Classroom booking requests can be submitted through your student organization's CampusGroups portal for:
- Tiered classrooms
- Options include 74 seat and 150 seat choices
- Flat space classrooms
- Options include 25 seat and 50 seat choices
- Tiered classrooms
- Classroom booking requests may take up to 72 business hours for review.
- Student organizations are not charged space rentals but may be subject to labor (set-up, break-down) and/or cleaning fees. Click here to review additional information.
Booking Special Event Spaces at CBS
- Special event space requests can be submitted through your student organization's CampusGroups portal.
- Click here for special event space options, room logistics and photos
- Special event space requests may take up to 5 business days for review.
- Student organizations are not charged space rentals but may be subject to labor (set-up, break-down) and/or cleaning fees. Click here to review additional information.
Booking Other Columbia University Spaces
- 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 student organization's CampusGroups portal for approval.
Note on Off-Campus Events and Virtual Events
Student organizations have the option of hosting events off-campus or hosting virtual events. All official student organization events must be submitted through your organization's CampusGroups portal for approval. Approvals may take up to 72 business hours for review.
Student Event Speaker Review Policy
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 via the CampusGroups Event Request form 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 following categories:
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
Event Submission Guidelines
Student groups must submit event requests via CampusGroups a minimum of 4–6 weeks in advance to allow sufficient time for logistical review (e.g., payments, space needs, event details).
- Note on Conferences:
- Fall conference speaker lists are due in June
- Spring conference speaker lists are due in September
- No new speaker submissions can be submitted for review with less than four weeks prior to conference date
- Event requests that include high profile political figures (heads of state, ambassadors, etc.) will not be considered if submitted less than four weeks prior to the event date.
- The School reserves the right to deny, modify, postpone or discontinue events at its discretion, including but not limited to circumstances involving timing, safety, operational considerations or other institutional concerns.
- The School reserves the right, in its discretion, to deny or withdraw approval of invited speakers based on timing, safety, operational considerations or other institutional concerns.
Catering
On-Campus Catering Options
Student organizations have the following on-campus catering options:
- CU Dining for larger events and/or events that include alcohol (beer/wine)
- Students may not provide their own alcohol. Permits are required through CU Dining/University Events Management. See Full Alcohol Policy
- Click here to request catering
- Local delivery for classroom/board meetings/smaller events through reimbursement or voucher
- Grub Hub/Seamless credits through FPO
Off-Campus Catering Options
Student organizations have the option of hosting events/meetings at restaurants and other off-campus venues.
- See Finance Policies and Procedures for ways to utilize your budget.
- Consider utilizing approved vendors for faster processing
Facilities and Operations
Facilities and Operations manage all event set-up, breakdown and cleaning services for CBS events and meetings.
- All facilities and operations requests can be submitted through the CBS Universal Events Request Form.
- All initial requests must be received at least two weeks prior to your event date. All requests must be confirmed at least one week prior to your event date.
- Set-up and breakdown requests that go beyond default layouts may result in additional fees.
- All meetings and events are subject to cleaning fees.
- Click here to review on-site furniture options.
Events Technology
Student organizations have the option to utilize Events Technology to provide multimedia services like additional A/V equipment and videography. Additionally, Events Tech can provide on-site support for classroom and special event space tech.
- Classrooms and most special event spaces come with default tech set-up.
- Click here to review special event space options.
- To see classroom tech options, click on "Direct Booking" on the CampusGroups home page and hover your mouse pointer over the room.
- Click here to review Event Technology Policies and Resources.
- All initial requests must be received at least two weeks prior to your event date. All requests must be confirmed at least 48 hours prior to your event date.
- All Event Technology requests can be submitted through the CBS Universal Event Request Form.
- Requests that go beyond existing technology and services may be result in additional fees.
Paid/Ticketed Events
- CampusGroups is the only authorized platform for official student organization ticketed events.
- Platforms such as Eventbrite or Partiful may not be used.
- Money should never be collected through Venmo, CashApp, etc. for official student organization events.
Event Sustainability
Utilize the following best practices when considering planning more sustainable events at CBS:
- 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
Digital Communication Policies
Click to review all digital communication policies that govern how student organizations can communicate.
Social Media & Digital Screen Requests
Click to submit a request to Marketing and Communications for services like social media takeovers, posting flyers to the digital lobby screen or requesting a photographer.
Note on Print Advertisements
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.
Click here to view the Columbia University Posting Policy in full.
- 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.
- 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.
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!
Columbia Business School permits the service of beer and wine (and beer and wine-based beverages) at school or student organization-sponsored events with the use of club or organization funds, providing the following guidelines are met:
CBS ALCOHOL POLICY
- Events should be educational, cultural or social in nature. Drinking should not be the primary purpose of the event.
- All on-campus events that have alcohol must be managed through University Events Management (UEM).
- Student Groups may not provide their own alcohol.
- Alcohol (wine & beer only) may be served during the following days & times:
- Monday- Friday, after 5:45 p.m.
- Saturday-Sunday, after 12:00 p.m.
- All spending must fall within the Columbia Business School guidelines for meals and events.
- Clusters may not use their school provided funds on alcohol.
- All guests at an event where beer and wine are served must be able to show proof of age 21; anyone unable to provide proof of age must leave the event immediately.
- Substantial food (at least 20% of the total bill) and non-alcoholic beverages must be supplied when alcohol is being served.
- All events at which food or beverages are served must include cleaning services after the event, and events with alcohol require a temporary permit. These are additional costs and will be charged directly to the organizing group.
- There may be no games of chance, drinking games, contests, “happy hours,” or other activities that induce, encourage or result in the consumption of alcohol.
- All events that include the service of alcohol must be properly registered in CampusGroups - this includes denoting that alcohol will be served where prompted.
- No alcohol may be served to a person who is disorderly.
POLICY ON HARD ALCOHOL
- No student organization may allocate or spend any club/organization funds on hard alcohol.
- Note that this policy applies to alcoholic beverages such as hard seltzer.
- Off-campus events hosted by student organizations may offer a cash bar for hard alcohol with approval from the Office of Student Affairs.
COLUMBIA UNIVERSITY POLICIES ON ALCOHOL & DRUGS
- Please review the full Columbia University statements and policies on usage of alcohol and drugs
Boat cruises are not eligible for university funding and may not be charged to any departmental or program budget. Such activities are considered social or recreational in nature and are therefore not recognized as official school events.
Recognized student group events are intended for the organization and its invited audience and may not be used for commercial purposes. With the organizer’s permission, attendees may use personal recording devices (e.g., smartphones) to capture content from their seats; however, invited speakers and their guests may not set up or operate external recording equipment during these events.
Requests for Echo360 recordings may be submitted through the CBS Universal Events Form for club-specific needs.
For any event that includes recording and features guest speakers, a signed permission agreement from each speaker is required prior to the event.
Purpose
In compliance with federal regulations and New York State Penal Law §
225.00 et seq., gambling is prohibited at Columbia University and among CBS student organizations. This policy provides guidance to ensure student organizations understand permissible activities and prohibited practices when considering events such as poker, casino nights, bingo, or other games of chance.
This policy is adapted from Columbia University’s Gambling, Poker, and Bingo Policy (CC/SEAS), Columbia University’s Policy on Alcohol and Drugs, and New York State Penal Law § 225.00.
Scope
This policy applies to all CBS student organizations, clusters, and students planning, hosting, or participating in events under the CBS or Columbia University name, whether on or off campus, and regardless of whether University funds or external funds are used.
Definitions
The following definitions are adapted from New York State Penal Law § 225.00. Any terms not explicitly defined here should be understood in accordance with applicable New York State law and University policy.
- Gambling: Risking something of value on the outcome of a contest of chance with the expectation of receiving something of value.
- Contest of Chance: Any game, activity, or event where chance plays a material role in determining outcome, including but not limited to poker, bingo, casino games, and raffles.
- Something of Value: Cash, gift cards, goods, services, or any tangible or intangible benefit that could be converted to money or used in exchange.
Policy Guidelines
- Students and organizations cannot bet on, wager on, or sell pools for any athletic, political, or other events.
- No admission, entry, or participation fee may be charged when a contest of chance is involved.
- Neither CBS nor any student organization may collect proceeds from poker tournaments, casino nights, raffles, or similar events.
- Prizes may only be awarded through a random drawing or attendance-based raffle. Prizes cannot be tied to the outcome of poker games, tournaments, or other contests of chance.
- Alcohol is not permitted at any event involving a contest of chance.
- Contest of chance events must be advertised only to the CBS/Columbia community, not to the general public.
Poker
- Poker is considered a contest of chance in New York State. Gambling on poker games is strictly prohibited.
- CBS student organizations may host poker games only when no gambling is involved. For example, chips may be distributed free of charge and may not be exchanged for money, prizes, or anything of value.
- Poker tournaments are permissible under these conditions:
- No admission/entry/participant fee may be charged.
- No monetary or monetary-equivalent prizes may be awarded.
- No money or other thing of value may change hands based on tournament results.
Bingo
- No admission/entry/participant fee may be charged.
- Bingo cards/boards must be distributed free of charge.
- No monetary or monetary-equivalent prizes may be awarded.
- No money or other thing of value may change hands based on game results.
Vendor-Supported Events
- For Casino-night style events or similar, professional dealers may only be brought in through pre-approved licensed third-party vendors that have been vetted by Columbia Business School and Columbia University.
- All vendor contracts must be submitted for review via ServiceNow at least four weeks in advance.
Enforcement
Violations of this policy may result in loss of event approval, loss of access to student organization funding, or disciplinary action under University and School policies.
Enforcement of this policy will be coordinated by the Office of Student Affairs (OSA). In cases involving serious or repeated violations, matters may be referred to Columbia University’s student conduct process
All student organization events that invite minors to campus must be registered through the CU Protection of Minor (POM) process.
- A minor can be defined as a person under the age of eighteen (18) who is not enrolled in any degree granting program at Columbia University.
- Any CBS student that will be present and/or working with minors will be required to take online training through the CU POM process.
- Background checks may be required and fees may be applicable. Student organizations are able to cover these these costs using their budget.