Policies and Procedures

Guiding Principles

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;
• Ability to share or pay all expenses.

Approval Process

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

• Barnard Student Government Association (SGA)-Recognized Clubs and Organizations which include groups recognized under the following governing boards:  Club Sports, Community Impact (CI), IGB, SGB, Hillel, and Sororities -- with an authorizing signature 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 complete a hard copy Event Request Form providing all event details including expected attendance and set-up needs.  The form must be signed by the appropriate authorizing administrator (e.g. Student Organization Advisor, Designated Administrator).  The signature indicates that the event has been reviewed and approved and that College resources may be allocated for the event.  Depending on the nature of the event, an event review with Events Management and representatives from supporting departments (e.g. Student Life, Public Safety, Facilities Services, Instructional Media and Technology Services) may be required to discuss the event details and to obtain approval.

Event organizers must submit event requests, with all necessary signatures, a minimum of two weeks prior to the proposed event.  This allows time for the scheduling of space and resources.  For classroom requests with no set-up or audiovisual needs, event requests may be submitted 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.  Once the event request is confirmed, the event organizer will receive an e-mail confirmation with the event details and any applicable room rental costs.