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.

Approval Process

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 Club ReFUEL 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. Public 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).