To contact Events Management, please email: spaceres@barnard.edu

Guiding Principles

In upholding the Barnard Campus Events and Approval Policy, Events Management works to provide for safe and responsible Events and to outline procedures for allocating space for Events, as fairly and efficiently as possible, in support of the College’s mission. Barnard College permits Events (as defined below) to take place in indoor and outdoor spaces at the College if those Events align with the College’s mission to provide the highest-quality liberal arts education to students.

An Event is any gathering, other than academic classes scheduled as part of the curriculum, that is held in a College building or outdoor space on the College campus. Events include student and other group activities that are beyond a general member meeting, including, but not limited to, lectures, panels, demonstrations, performances, protests, festivals, vigils, open houses, and tabling. 

Events with Resources (inclusive of any and all of the below requirements):

• Requesting a space that needs additional set-up (such as tables for food, extra chairs, round tables instead of the existing square tables or any change from the default set up).
• Requesting space that needs audiovisual support (such as a laptop, microphones, skype, conference phone) that does not exist in the space OR a dedicated technician is needed to assist with the technology.
• Anticipated activity that the College, in its discretion, determines may require the presence of CARES Community Safety to ensure the continued safety of the campus community (including, but not limited to: public demonstrations, events with amplified sound, events that include coordination with external vendors/deliveries, any event or activity in which access includes those from the general public and/or Columbia community, and/or events in which additional safety measures must be taken to ensure the safety of the Barnard community at large).
• Any student group or organization activity beyond a general member meeting

Events without Resources (inclusive of any and all of the below requirements):

• Requesting a space purely for a meeting (only the space is required)
• Requested space is being used “as is” without any of the resources listed in the “Events with Resources”
• Requested space has smart technology and can be self-operated or does not have technology but technology is not needed

In accordance with the Campus Events and Approval Policy, all eligible members of the Barnard community who wish to hold Events solely sponsored by Barnard on campus must follow the following steps:

• Make event requests online via the EMS website, providing all event details including expected attendance and set-up needs. 
• Pay careful attention to the timelines outlined in the policy that dictate how early Events Management needs to be notified and receive space requests, based on resources needed, in order to confirm feasibility of the event. 
• Once the request is made via EMS or directly with Events Management, Events Management will review in collaboration with campus fulfillment partners. 
• Depending on the nature of the event, a more comprehensive event planning consultation/assessment may be required by the College prior to approval to proceed with the event and Events Management reserves the right to determine which events may require consultation. This event planning consultation/assessment meeting does not guarantee event approval. 
• Once the initial review is complete and space is available, Events Management will elevate the request to the respective Senior Staff member (or their designee) for approval.
• Once approved, Events Management will send an Event Confirmation to the requestor.

For Events that are co-sponsored by a Barnard individual or department, in supplement to the above, additional steps must be followed:

• Only eligible members of the community may request space for co-sponsored events with external organizations as indicated in the above and linked form.
• The co-sponsorship form must be submitted before any request for space may be made via EMS, and the form must be submitted by the Barnard constituency co-sponsoring the Event.
  • Any forms received by Events Management by external organizations will be declined until the Barnard sponsor has submitted the co-sponsorship form linked above.
  • In the event that an external organization reaches out to Events Management directly, Events Management reserves the right to share the co-sponsorship form with them but will not provide advice regarding potential Barnard co-sponsors.

Audio Visual and Technology Services (AVTS) provides specialized audiovisual equipment and technical staffing for student-sponsored events hosted on the Barnard College campus. Audiovisual services are provided without charge for student events that fall within the parameters and guidelines listed below:

Audiovisual equipment requests must be entered by the student event organizer, approved by the advisor, and confirmed by Events Management 28 days prior to the event.

Student events scheduled Monday through Thursday 9:00 AM to 10:00 PM and Friday, Saturday and Sunday 9:00 AM to 11:00 PM (these reflect event times and do not include set-up or break downtimes) **

Each space has standard audiovisual equipment. Events requiring additional equipment must be pre-approved. Additional equipment is not guaranteed.

One Audiovisual Technician is assigned per event. Events requiring more than one technician must be pre-approved. Additional support is not guaranteed.

Event organizers wishing to supply their own equipment must consult with AVTS for approval.

** Please note that limited staffing may still prevent AVTS from supporting the event, even if it falls within the parameters.

Cancellation of Event

In case of event cancellation, the event organizer must cancel the event online at least 24 hours prior to the event. For weekend or Monday events, the event organizer must cancel the event online by Friday morning before 10:00 AM. Events canceled with less than 24 hours' notice may be subject to cancellation fees.

Rain Call

If a 40% chance of precipitation is predicted for the day of an event, Events Management will “call rain” the day prior to the event by 2:00 PM, or on Friday by 2:00 PM for weekend or Monday events. If there is no rain location the event will be canceled.

Events Management will notify Facilities Services, Community Safety, and Instructional Media and Technology Services (IMATS) about the event cancellation or location change due to weather. 

The event organizer is responsible for notifying other service providers (e.g. Barnard Dining Services (Chartwells), Barnard College approved caterer, rental companies) according to their cancellation policies. In case of rain, the event organizer must communicate the location change.

It is important to note that if a college-wide event is scheduled, Barnard College reserves the right to relocate a previously scheduled event to another space or date.

On Behalf of Reservations and Transferring a Reservation

Barnard College faculty and staff may not request and reserve space for student groups unless Student Experience and Engagement has provided prior approval. In addition, event organizers may not transfer a reservation to another organization, nor may space reserved for an approved program be used for another purpose. The organizing group must be the sole source of programming and logistical information.

Relocation

It is important to note that if a college-wide event is scheduled, Barnard College reserves the right to relocate a previously scheduled event to another space or date.

Barnard College Approved Caterers

Events requiring catering services must be supported by Chartwells or another Barnard College approved caterer. These caterers participated in a formal selection process and were chosen based on their ability to meet the needs of the Barnard community. They have the necessarily required insurance and are familiar with the Barnard campus.

The event organizer works directly with the caterer throughout the event production process. The event organizer is the direct contact for the caterer on the day of the event and is required to be on-site to facilitate related event logistics. Barnard College approved caterers are required to remove trash from the premises at the end of the event and return the facility to the condition in which it was found.

The event organizer should provide the following information to Events Management a minimum of two weeks prior to the event:

• Name of selected caterer.
• Name of the company delivering any furniture and/or linens, china, flatware, etc.
• Arrival time of selected caterer on the event date.
• Prep space needs and event set-up needs.

The event organizer should coordinate the delivery and pick-up dates, times, and access points of any related rentals as well as appropriate load-in/load-out locations with Events Management.

Events Management will need the first and last names of the catering staff members a minimum of 24 hours prior to the event. 

Catering payment procedures for College-sponsored events:

• If Chartwells is selected to cater a College-sponsored event, event organizers should follow Chartwell’s policies and procedures for payment.
• If a Barnard College approved caterer, other than Chartwells, is selected to cater a College-sponsored event, event organizers should work directly with the caterer to receive an estimate. A Purchase Requisition, along with the estimate, should be submitted to the Purchasing Department for processing.

Catering payment procedures for non-Barnard sponsored events:

• If the event is not sponsored by the College the event organizer should work directly with the chosen Barnard College approved caterer on all catering needs including payment.

Other Food Service Arrangements:

For events where food (e.g., pizza, deli platters, dessert platters) will be picked up or delivered to the College for events, meetings, or other activities, the event organizer is responsible for making the necessary arrangements such as ordering and setting up the food, providing tablecloths/linens, purchasing ice and paper goods, etc. Please note that sterno may not be used. If your event is set up banquet style, please note that linens should be provided by the event organizer, either through renting via an external rental company, purchasing from a store, or requesting through a Barnard approved caterer.

At the end of the event, all trash must be disposed of properly (e.g., pour liquids down the drain of the designated slop sink, place trash and recyclables in appropriate receptacles), and the event space should appear as it was found.

Departments and groups wishing to host a potluck-style event (food brought in directly by participants attending the event and not an approved or unapproved caterer) may do so, provided that dietary restrictions and food allergies are collected from all participants prior to the event, as well as offering anyone who doesn’t want to participate the option to bring their own meal.

Catering in classrooms:

Events Management encourages, where possible, that events/meetings/gatherings where food/beverage is to be served, be scheduled in an event space rather than a classroom. As there is a rather robust schedule of classes throughout the academic year in classrooms, the schedule does not allow for set-up and breakdown time. In many cases, activities scheduled in these classrooms begin only a few minutes after a class has concluded or need to conclude a few minutes before a class is set to begin. If catering must be provided and your event is scheduled in a classroom, please be advised that we may be unable to add additional furniture for food/beverage set-up and what is provided in the room will need to be sufficient. In addition, access to the room may not be permissible until your event is scheduled to start.

At the end of the event, all trash must be disposed of properly (e.g. pour liquids down the drain of the designated slop sink, place trash, and recyclables in appropriate receptacles) and the event space should appear as it was found.

Alcohol:

In accordance with New York State laws and the guidelines set forth in the Barnard College Alcohol, Drug, and Smoking Policy, outlined in the Student Handbook, students are only allowed to purchase, possess, consume, and serve alcoholic beverages if they are 21 years of age or older. Therefore, a proctor must be present at events where alcohol will be served to check IDs and to identify (e.g. stamp, bracelet) those students who are allowed to drink alcohol.

Events organized by student clubs and organizations and where underage students are present when alcohol is being served must be registered with Lerner Administration under the University Alcohol Policy.

For any events in which alcohol will be served, the selected approved caterer must obtain a temporary One Day Liquor Service Permit (NOTE: the caterer is the requestor, not Barnard College). Event organizers should work with the selected caterer to first confirm a menu, then coordinate with Events Management on additional documentation needed for the caterer to submit the application, including, but not limited to: space diagrams, landlord authorization forms, written approval from department/unit, etc. Please consult with Events Management on all documentation needed prior to finalizing details with the caterer.

Chartwells

607 West 116th Street
New York, New York 10027
E-mail: Lynn-Marie.Schnalzer@compass-usa.com 
http://barnarddining.catertrax.com

Great Performances

2417 3rd Avenue Suite 300
Bronx, New York 10451
E-mail: celebratefood@greatperformances.com
Phone: 212.727.2424
Fax: 212.727.2820

Eat Offbeat

75 9th Ave Suite 01C16SW
New York, NY 10011
E-mail: If interested, please complete their contact form in order for a representative to contact you.
646-355-8476

Food Trends

56 E. 41st Street
New York, NY 10017
Email: catering@foodtrends.com
212-972-7320

If your department/unit wishes to secure catering services from a vendor that is not an existing approved caterer, please review and follow the steps in our Catering Agreement for 2022-2023 for Approved Caterers. Please contact Events Management at spaceres@barnard.edu if you have questions as you begin the agreement process with the vendor.

For College-sponsored events, costs for space usage and furniture set-ups by Barnard Facilities Services will be waived. Costs for audiovisual equipment and support will also be waived.

For co-sponsored events, space rental and furniture set-up charges may apply. Liability insurance may also be required. Events Management will work in collaboration with the Barnard event organizer on these details. 

For non-Barnard sponsored events, see /eventsmgmt/rentals

Furniture Rentals:

Depending on the event location and furniture requirements, it may be necessary for event organizers to rent furniture and cover necessary delivery and set-up charges. The event organizer must work with the Purchasing Department on arrangements for payment.

Additional Services:

Event organizers are responsible for the costs related to additional services such as decorations, hospitality support, catering, and publicity.

Barnard College regulates occupancy limits on the number of persons who can be in an event space during each event to ensure the safety of all in attendance. Ticket sales will be restricted to the appropriate capacity limit to ensure compliance with established limits. Occupancy capacities for specific spaces will be discussed with event organizers and resolved as part of the space reservation/event management process.

The event organizer is responsible for taking proactive actions to ensure that occupancy limits are observed throughout the course of the event. Event organizers may have to turn guests away at the door if a room has reached capacity. Community Safety is available to assist event organizers in situations of overcrowding.

When an event requires admission by ticket, or if there is an attendance limit, all advertising must describe these requirements. If an event is sold out, the event organizer must make a good faith effort to publicize that information to interested parties in advance. If admission requires an ID, a copy must include the type of IDs that will be accepted stating "Valid ID card from (insert names of invited schools or organizations) required for admission to the event."

Because of its nonprofit status, the College is strictly prohibited from participating in any political campaign on behalf of or in opposition to any candidate for public office. As a result, the use of the campus or campus facilities for partisan political campaign activities is strictly regulated. Events that include political candidates or elected officials should be approved by Events Management prior to booking space.

Please refer to the Information for Protesters webpage for general and compliance information.

Please refer to the Policy for Safe Campus Demonstrations. It includes information on how to submit an intent to hold a demonstration. For a listing of confirmed demonstrations, please visit the Barnard Events Calendar or the Information for Protesters webpage.