Policies and Procedures

As the College has continued to shift back to in-person events, please note that campus fulfillment partners may not be able to fully support virtual-only events for this academic year. Please visit our Event Resources page for additional information and helpful tips on planning and managing a Barnard College virtual event.

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

Barnard’s Events Management policies and procedures are designed to distribute space for events as fairly and efficiently as possible while keeping the College’s core mission in mind. Events should strive to further faculty scholarship, research, and teaching; enhance students’ academic and personal growth; support our vibrant culture of inclusion; strengthen our community as a whole; and increase our visibility in New York City and beyond.

To achieve these goals, all campus events will be evaluated based on the following criteria:

• Intellectual or academic ‘fit’ with the mission of the College;
• Potential for building or maintaining relationships with the College’s neighbors and community partners.

The following constituencies are eligible to request space and related services for events at Barnard College:

• Governing Board at Barnard (GBB)-Recognized Clubs and Organizations which include groups recognized under the following governing boards:  Club Sports, Community Impact (CI), ABC, IGB, SGB, and Sororities -- who have attended Barnard Leadership Training (BLT) and with approval by a Student Organization Advisor.
• Barnard faculty, administrators, and staff planning college-sponsored or co-sponsored events.

All members of the Barnard community who wish to hold events on campus must make event requests online providing all event details including expected attendance and set-up needs. Depending on the nature of the event, an event review with Events Management and representatives from fulfillment departments (e.g. Community Safety, Facilities Services, Instructional Media and Technology Services) may be required to discuss the event details before the event is confirmed.

Faculty and staff event organizers must submit event requests a minimum of 14 days prior to the proposed event. We ask that designees for Recognized Clubs and Organizations submit event requests a minimum of 28 days prior to the proposed event for planning purposes. This allows time for the scheduling of space and resources. For events with no set-up or audiovisual needs, requests may be submitted up to three days prior to the event.

After submitting an event request, the event organizer will receive an e-mail regarding the status of the request. Events Management will evaluate the event request and determine the most appropriate event location based upon the availability of campus space and resources. Flexibility about location and date is helpful given the high volume of activity on campus throughout the academic year. After arrangements are finalized, the event organizer will receive an online event confirmation which includes the date, time, and location of the event as well as other related information (e.g. set-up description, list of audiovisual equipment, catering information).

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.

Transferring a Reservation

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 and abide by Events Management policies and timelines for using on-campus space. Violators of this policy may have their space booking privileges revoked.

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, purchasing ice and paper goods, etc. Please note that Sterno may not be used. 

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

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.