Policies and Requirements

Note: Policy must be endorsed to include the Trustees of Columbia University in the City of New York as additional insured.

Medical Insurance

The Licensee shall also provide proof prior to the scheduled conference date of adequate Medical Insurance for staff members who are not employees and participants in the licensee’s program.

Minors

• Group participants staying in Housing must be at least 14 years of age.
• Adult, live-in supervision is required for all groups with minors.
• Columbia Housing policy requires one (1) adult, eighteen years of age or older, for every seven (7) minors in attendance.
• Background checks and training must be completed for all adults supervising minors. The group must be able to provide completed background checks and proof of training completion to the Office of University Compliance, Protection of Minors.
• For questions or concerns regarding protection of minors please contact Rachel Ferrari at [email protected].

Guests

• Participants are not permitted guests during their stay, regardless of Columbia affiliation.

Classrooms

Assigned rooms are strictly designated for classroom and/or event use only. 

• Activities that would typically require laboratory infrastructure—such as experiments involving chemicals, biological materials, or other hazardous substances—are strictly prohibited. 

• Columbia University Event Management is unable to accommodate any programming that necessitates lab-like conditions in classroom or event space settings. 

• All event organizers are required to declare in advance any materials, equipment, or supplies they intend to bring into the assigned spaces.

Columbia Event Management reserves the right to approve or deny the use of such materials based on their appropriateness for the classroom environment.