Important Updates Spring 2023
Campus event spaces may not be solely reserved by or rented to external organizations or groups until further notice.
Barnard College is permitting the use of event spaces to external organizations or groups only if co-sponsored by a Barnard Community member (individual or group). Additional information on the requirements and process with regards to co-sponsored events can be found here.
Barnard College welcomes rental requests from non-affiliated individuals and organizations as well as alumnae according to the following guidelines. (The College also considers requests from Barnard faculty, staff, and administrators to rent space on campus for personal events.)
While scheduling priority for space usage is given to Barnard’s own programming, we welcome rental requests for available event spaces and classrooms from non-affiliated individuals and organizations as well as alumnae planning conferences, meetings, special events, etc. Barnard College can accommodate a variety of event types including, but not limited to, board-style meetings for 18 to 40 guests; lectures for up to 400 attendees; small to medium-sized conferences with capacities from 40 to 250; dinners for up to 250. As our calendar is tightly booked for College events, we may not be able to confirm an event more than a semester in advance.
Please visit the Summer Conferences and Group Rentals website if you are interested in hosting a summer program with residential needs at Barnard College. If your conference does not require housing, please contact the Events Management office (at this time, only co-sponsored conferences are permitted).
Rental Fees and Associated Costs:
Rental fees include space rental, set up and breakdown, Community Safety, and audiovisual costs. Space rental fees are based upon location and event needs. Prior to providing a full estimate, we will require detailed information about your event, which you should provide by submitting the questionnaire below. All of the logistical details must be finalized at least 14 days before the event date.
Outside groups are responsible for their own decorating, hospitality support, and catering. Please note that only Barnard-approved caterers may be used. Please also note that all advertising, publicity, including “save the date” notices must be pre-approved by Barnard College.
Contract and Insurance Requirements:
If a space request by an external group/individual is approved, the group/individual must sign a Space Use Agreement and abide by the terms including, cancellation terms, if applicable. Groups/individuals will also be required to provide a certificate of insurance, with applicable limits.
Rental Inquiry Form
Please submit the questionnaire form below and allow 48 hours for a response:
On-Campus Filming & Photo Shoots
Making a request to film or photograph at Barnard
To make a request to film or photograph at Barnard, please submit the On-Campus Filming & Photo Shoot Inquiry Form.
Organizations and film production companies as well as individuals (e.g. Barnard and Columbia undergraduate students and graduate students) will be asked to provide the following information:
- Name of Organization, Production Company, or Individual Name
- Project Title
- Contact Information
- Brief description of the project (e.g. description of scenes to be filmed and larger arc / story)
- Description of interiors and exteriors needed
- Proposed dates and hours of film/photo shoot (including time needed for load-in/set-up and breakdown/load-out)
- Number of cast/talent (including extras) for project
- Number of crew for project
- Whether any cast/talent are minors
- Additional needs (electrical needs, presence of crane, presence of trucks/trailers)
- For commercial projects, in discussions following a site visit / location scout, it’s helpful to get a sense of the location budget and a more detailed production schedule
Campus event spaces may not be reserved by or rented to external organizations or groups until further notice.
If a film project is approved on a case-by-case basis during this unusual time of the COVID pandemic, below are the following requirements for visiting campus (for a location scout and for filming):
--Location scout, cast/talent, and crew members must provide negative results from a PCR test taken within 14 days of visiting campus prior to arrival.
--Location scout, cast/talent, and crew members will each need to complete the Visitor/Vendor Health Screen form within 3 hours of arrival to campus which will not allow visitors on campus if they are symptomatic, if they have tested positive within the past 14 days, or if they have been exposed to anyone who is known or suspected to have COVID-19 within the past 14 days.
--Additionally, please notify the College if any film crew members subsequently test positive and were at the College when they were infectious.
--Events Management will complete the Vendor Log / Verification Form with information about the film crew’s arrival.
--If the film project is approved, the individual or production company must review and sign a License to Use the Barnard Campus (to be drafted by Events Management, Barnard College) and provide Certificate of Insurance (listing Barnard College, 3009 Broadway, New York, NY 10027) as the additional insured.
General Notes on Film & Photo Shoots at Barnard:
While Fridays, Saturdays, and Sundays are ideal times to film as the campus is quieter, requests are considered for Monday through Thursday. First priority for location usage is reserved for academic classes, College events, and student activities.
Fee for filming or photographing on-campus is determined by scope of the project, number of days and spaces needed for the project, and necessary staffing.
Film/photo shoot coordinators may set-up a site visit to view and photograph locations by appointment with a minimum of 48 hours notice. Site visit photographs are for production team reference only, not for publication or online posting.