Steps for Planning a Summer Program

Hosting an event on campus? Our team is here to guide you. Because we coordinate across Housing, Dining, and Event Management, planning with us happens in three straightforward steps: preparing your details, submitting a single request, and partnering with our specialists.

Phase 1: Review Our Available Services and Submit a Request

Before submitting our request form, review the following information and begin considering your group's needs and preferences:

  • Begin determining ideal dates and times for your event. Check the Columbia University Academic Calendar and Holidays to avoid conflicts.
  • Review our available services to make sure we can accommodate your group.
  • Estimate your headcount for lodging and meals, take into consideration if your event staff will arrive before participants and need housing and dining.
  • Consider meal types (catered, to-go boxes, traditional dining) and any dietary restrictions.
  • Anticipate your audio-visual, technology, and space layout needs. (Note: Classrooms cannot accommodate lab-style environments or hazardous materials).
  • Note if your group consists of Columbia Affiliates (who already have UNIs) or Non-Columbia Affiliates (who may need guest Columbia University IDs).
  • If your group includes minors, review the Protection of Minors policies.
  • Know your budget prior to submitting the form. Be prepared for upfront deposits for housing, dining, and meeting spaces, detailed below.

Submit our request form to begin the process for booking housing, dining, and meeting spaces. Returning and new groups that submit their form before December will receive priority.

Once your request has been submitted, a Columbia University representative will reach out in the coming weeks to set up a preliminary discussion to gather more information about your program.

  • After the preliminary discussion, a team member will follow up with a discussion summary.
  • If you have requested Dining or Event Management services, your housing coordinator will share your information with those respective teams so they can reach out to you directly.
  • The coordinator will need to use the confirmation form to indicate their program is moving forward with Columbia Summer Group Services.

Phase 2: Service-Specific Next Steps

Below is a general overview of the requirements and timelines for the specific services you are booking.

Housing Services

  • After speaking with our team and agreeing to the terms of your accommodation, you will sign and submit your contract. A 50% deposit is due upon contract signing to confirm housing.
  • Confirm Commercial General Liability Insurance coverage, including any incidentals that may occur throughout the duration of your stay. For more information on insurance requirements, please visit Columbia's Finance website.
  • If applicable, provide proof of tax exemption (ST-119.1) to Conference Housing within 14 days from the date you receive our contract.
  • Groups with minors must register their program with the Protection of Minors Office. Background checks and training must be completed for all adults supervising minors in your group. This must be submitted to their office a minimum of 60 days prior to check-in. Read the full policy.
    • For questions regarding Protection of Minors, please contact Rachel Ferrari ([email protected]).

Please use the template provided by Columbia Housing to submit your roster.

Determine if Your Group Requires University Network Identifications (UNIs)

  • If you are affiliated with the University, all of your group’s participants must have a UNI. Coordinators should contact their HR department for assistance requesting and issuing UNIs to non-Columbia affiliated participants.
  • If you are not affiliated with the University, the Conference Housing team will help determine whether UNIs are necessary for your group, and if applicable, will coordinate the process with University IT. 

Columbia University ID (CUID) Cards

Depending on your group's needs, CUIDs might be required. Our team will help determine if you need CUIDs and guide you through the request process.

  • Final payment is due a minimum of 30 days prior to check-in.
  • Confirm a final roster to Conference Housing.
  • Verify emergency staff personnel that will be onsite.
  • Pre-Arrival
    • Confirm printing and programming for CUIDS
    • Submit applicable room or roster changes
    • Coordinate material transfer with campus partners for check-in
      • Dining flex cards (if applicable)
      • CUIDs
    • Notify of early, late, or overnight arrivals
  • Departure
    • Notify of anticipated extensions
    • Linen Collection
    • Return Keys
    • Vacancy Verifications
    • Confirm check-out

Classrooms and Meeting Spaces

  • After receiving your initial request form, a team member will catalog your needs and confirm event space before classroom spaces are released for the summer.
  • Once classrooms become available, a team member will reach out to reconfirm your program dates, the number of rooms needed per day, and the maximum occupancy for each classroom.
  • You will then receive a contract to sign. A non-refundable deposit of $5,000 or 100% of the initial event estimate (whichever is lower) is required.
  • A team member will follow up with the final classroom assignments.
  • If your group is staying on campus with Columbia Housing, you must provide a list of university ID information at least 48 hours prior to arrival so classroom access can be programmed.
  • For non-CUID speakers attending your program, a list of names and email addresses is required by 12:00 PM on the Friday prior to their campus visit so campus access can be requested.
  • Full payment must be received no later than three days prior to the event.
  • After your program concludes, a summary of charges, including any additional fees, will be sent within 7 days of the event. Payment is due within 10 days of invoicing.

The 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. 

Furthermore, 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.

Dining Services

  • Following your initial outreach meeting with Housing, they will send your information to our team. A Dining representative will then reach out to you directly to get more details about your specific dining needs.
  • You will receive a custom quote and agreement based on that conversation. Once you review and sign the agreement, your dining services will be secured.
  • Non-Columbia affiliates: A credit card authorization form is due at the signing of the agreement. If paying by wire transfer, a non-refundable deposit of $5,000 or 25% of the initial cost estimate, whichever is less, is due upon booking.
  • Submit CUIDs in advance: Please send your final list of participant CUIDs to the Dining team prior to arrival. This gives us time to preload the correct meal plans and Flex funds onto their accounts.
  • Report allergens: Kindly include any food allergies or dietary restrictions when submitting your group roster so we can safely accommodate your participants.
  • For Columbia affiliated groups, payment is due 7 days after the last day of the program.
  • For non-Columbia affiliated groups, you will receive a summary of your event details and notification of any additional charges within 7 days after the event.
    • If paying by credit card, all charges are due and payable 3 business days after the summary is sent. The credit card on file will be charged in full at that time.
    • If paying by wire transfer, the remaining unpaid balance must be paid in full within 3 business days after the summary is sent.