Room Reservation

Please carefully read the following terms, fees and guidelines before entering your SEAS room reservation:

Davis Auditorium

Location: 412 CEPSR
Occupancy: 200
183 fixed seats, 5 wheelchair / portable seats. This room has an e-podium, For support email erooms@columbia.edu or call 4-3633 Pick up wireless mic at the Dean's Office.

Carleton Commons

Location: 4th floor Mudd
Occupancy: See full policy
Rate: See full policy

Sindeband East 414

Location: 414 CEPSR
Occupancy: 70
45 chairs; 4 oblong tables. DVD, VCR, SPEAKERS, ETHERNET, WIFI

Costa Engineering Commons (formerly Interschool Lab)

Location: 750 CEPSR 
Occupancy: 70
Rate: SEAS internal use only. Do not book without prior approval.
65 chairs; 14 jacks; LCD Display, DVD, VCR, MIC, SPEAKERS, ETHERNET, WIFI.

Usage Restrictions

  1. The use of SEAS space is restricted to Columbia University schools, departments, and student groups for academic and administrative purposes only. 
  2. SEAS professors and staff are not permitted to reserve space on behalf of other CU Schools without appropriate co-sponsorship.  This sponsorship is subject to review by the Office of the Dean, and may be cause for rejection of your reservation.  A violation of this policy may lead to removal of your reservation privileges for SEAS rooms.
  3. Columbia University organizations and students are required to go through an academic or administrative department sponsor or student advisor, respectively, in order to reserve SEAS rooms.
  4. SEAS student groups and organizations are subject to SEAS internal fees; waiver of fees may be granted at the sole discretion of the Office of the Dean.
  5. All questions on the reservation form must be answered or your request is subject to cancelation.
  6. You may be required to complete an additional form further describing your event. It will be reviewed by the Office of the Dean and depending upon circumstances related to your reservation request; other conditions may apply before approval is granted. 
  7. The Office of the Dean, at its sole discretion, reserves the right to cancel any pending or approved reservation in order to prioritize the needs of the Engineering School and its students, faculty and staff.

Essential Policies

If you are serving alcohol it is your responsibility to adhere to the Columbia University policy.

Additionally, it is your responsibility to adhere to the Columbia University Event Policy.

Cancelations

The Dean's Office must be notified of any cancelations at least five business days in advance. Failure to do so will result in a 50% charge of the total cost of the reservation, or a $50 per hour charge where no rental fee applies.  After two such incidents your department or student club/organization may lose the privilege of reserving space for 10 academic weeks. 

Waiver of cancelation charges due to inclement weather or other unforeseen events will be decided at the sole discretion of the Dean’s Office.  To cancel room reservations please email seasrooms@columbia.edu. Your subject line should exclusively read in caps: SEAS ROOM CANCELATION.

Invoices and Chartstrings

You will be sent an invoice after your event. In some instances we may ask for payment before an event. Note: We are not permitted to process chart-strings related to government or private grants. 

Signage

All posted signage must be cleanly removed at the conclusion of your event. We recommend the use of Painter’s tape for posting of all signage.

Your department/organization will be responsible for all facilities signage charges related to your event.

Keys

The keys to the reserved venue should be signed out prior to the event from the Dean's Office, 510 Mudd. Our office hours are Monday to Friday, 9am to 5pm.  Keys will only be assigned to people with valid Columbia University Identification Cards.  Rooms must be locked at the conclusion of your event.  Do not transfer any keys to another person without prior permission of the Office of the Dean.

Keys must be returned the same day for events ending by 4:30pm and by 10:00am the following morning for after-hours events.  Exceptions may be made for late returns with prior permission.

Late return or lost keys are subject to fees at the sole discretion of the Office of the Dean.

Late return key: $25.00 per day (after 10:00am for next morning returns = a day)

Lost Key: Actual cost, plus $50.00 service fee.  

If the Office of the Dean believes security has been compromised due to a lost key, at its sole discretion, it reserves the right to replace that key cylinder and charge your department for all costs.

Projector Shutdown After Events

If you use a projector it must be shut down at the conclusion of your event; failure to do so will unnecessarily use up the life of the projector bulb. It can also functionally suspend the system and make services unavailable to the following user. 

You may be subject to a $100 fee associated with any such occurrence related to your event. 

Food and Beverages

Any event involving the service of food or beverages MUST be filed with Facilities, for clean-up purposes, at least two weeks prior to the event. You can also place a service request for tables and linen on the Facilities Request Service page

Questions regarding these services can be discussed with special events/facilities (212) 854-8607.

Please refer to listed rooms on the following pages for food/beverage policy specific to each space.  Additionally, you may be required to file a cleanup request without food or beverage service, particularly for weekend events, or for other reasons, subject to the discretion of the Office of the Dean.

Table Set-Up

Tables must not block or hinder doorway entry and exit.

CEPSR Building Hours

The CEPSR Building is open from Monday to Friday (8:00am to 8:00pm). It is closed on weekends and holidays. For after-hours access to the building you must arrange for guard service via Public Safety.

Davis Auditorium (412 CEPSR)

Safety Message

It is required that the following announcement be made at the start of each event:

“In compliance with FDNY Fire Code, in the event of a fire alarm, evacuation of this building is mandatory. Please carefully and calmly proceed to the nearest exit and assemble out on the campus level away from the building entrance. Do not re-enter the building without instructions from Public Safety, Fire Safety or FDNY.”

Microphones

Microphones will only be assigned to people with valid Columbia University Identification Cards. There are 8 wireless microphones and 1 podium microphone available for use in the Davis Auditorium.

The wireless microphones include the following:

  • 2 Lapel Microphones
  • 2 Handheld Microphones
  • 4 Table Microphones

Listening devices (LD) are also available upon request.

We try to accommodate all requests for microphones, but in certain circumstances we may limit the number you sign out for your event.  Microphones must be returned the same day for events that end by 4:30pm.  They must be returned by 10:00am the following morning for after-hours events.  Exceptions may be made for late returns with prior permission.

Late return microphones are subject to fees at the sole discretion of the Dean’s Office.
  • Late return fee: microphone or LD: $50.00 per day (after 10:00am for next morning returns = a day)
  • Lost microphone or LD: Actual cost, plus $100.00 service fee

IT and Audio Visual:

If you are unfamiliar with Davis Auditorium features (microphones, listening devices, podium, projector, screen, electronic door locks, lighting panel, etc.), you are responsible for arranging a training session with CUIT.  You can reserve a 1/2 hour session in the auditorium.  There are no fees associated with this request. Please enter: 1/2 HOUR TUTORIAL SESSION in the description box on the reservation form.

This session should be scheduled in the morning with a two hour gap between the next reservation. Please follow the link and subsequent path below for a training request:

Columbia Service Now > Service Catalog > Computer Lab and Classroom Technologies > Classrooms Technologies > Training Request

If you have software requests:

Columbia Service Now > Service Catalog > Computer Lab and Classroom Technologies > Classrooms Technologies > Software Request

For additional Technical Inquiries: erooms@columbia.edu

For Technical Emergencies: 212-854-3633

You can arrange any additional fee service Audio/Visual needs through Columbia University A/V:

Tel: (212) 854-0657

Email: technicalservices@columbia.edu.

Food and Beverages

Food and beverage service is only permitted in the Davis Auditorium lobby area.  Please inform all in attendance that FOOD & BEVERAGES ARE NOT permitted in the auditorium.  Your department or organization will be responsible for all facilities cleaning charges related to your event. 

Any event exceeding 50 people must file a cleanup request under all circumstances.

414 Sindeband East (414 CEPSR)

IT Support

General Technical Inquiries: erooms@columbia.edu

Technical Emergencies Telephone: 212-854-3633

Food and Beverages

Food or beverage service is permitted in 414 Sindeband East.  Your department or organization will be responsible for all facilities cleaning charges related to your reservation.

750 Costa Engineering Commons (750 CEPSR)

IT Support

IT is managed through a touchpad in the room.  There are instructions accompanying the touchpad. If you have IT questions related to this room you can contact seas-support@columbia.edu

Food and Beverages

Food and beverage service is permitted in 750 Costa Engineering Commons.  Your department or organization will be responsible for all facilities cleaning charges related to your reservation.

Mudd Lobby (4th Floor)

Tabling Sessions

Tabling is only permitted on Monday through Friday from 8:00am to 7:00pm. The area is restricted to SEAS departments and SEAS student clubs and organizations.  Columbia University may be permitted use upon request and approval.

You may request table(s) from facilities and you are responsible to make arrangements for their removal at the conclusion of your session.  Do not remove tables from Carleton Commons without prior permission of the Office of the Dean.

The tabling area must remain litter-free and any handouts or signage must be disposed of properly. 

Food and Beverages

Snacks and beverages are permitted.  Your department or organization will be responsible for all related facilities cleaning charges.

Reservation Procedure

Please enter your information, as you usually do.

However, for your room, select: Mudd Lobby

For anticipated # of attendees: Enter 1 for 1 table or 2 for 2 tables.

Tables must not block or hinder doorway entry and exit.  If you require more than 2 tables, the arrangement of these tables must be approved by the SEAS Facilities Director:

Email: irodriguez@columbia.edu

Reservation Procedure for Tabling Session

To place a reservation or view the calendar; you must login with your Columbia University UNI.

http://portal.seas.columbia.edu/space/reserve.php

Hourly Venue Fees

External Fees

The hourly fees (minimum 2 hour charge) are as follows for Columbia University schools and departments and student clubs/organizations:

Space Fee
Davis Auditorium $500.00 per hour
Sindeband 414 $150.00 per hour
750 Costa Engineering Commons SEAS Internal Use Only
520 Friedman Conference Room SEAS Internal Use Only
1224 Mudd SEAS Internal Use Only
Mudd Lobby (4th Floor) SEAS Internal Use Only (exceptions made on request)
Carleton Commons Refer to the Carleton Commons Policy for fees/pricing.

SEAS Internal Fees

The hourly charges are as follows for SEAS departments and student clubs/organizations:

Space Fee
Davis Auditorium $100.00 per hour
Sindeband 414 No Fee
750 Costa Engineering Commons $50.00 per hour
520 Friedman Conference Room No Fee
1224 Mudd No Fee
Mudd Lobby (4th Floor) No Fee
Carleton Commons Refer to the Carleton Commons Policy for fees/pricing.

SEAS Affiliate Fees

The hourly charges are as follows for SEAS Affiliates/Centers:

Space Fee
Davis Auditorium $200.00 per hour
Sindeband 414 $50.00 per hour
750 Costa Engineering Commons $100.00 per hour
520 Friedman Conference Room SEAS Internal Use Only (exceptions made on request)
1224 Mudd SEAS Internal Use Only
Mudd Lobby (4th Floor) No Fee
Carleton Commons Refer to the Carleton Commons Policy for fees/pricing.

To place a reservation or view the reservation calendar for room availability:

You must go to the Room Reservation system and login with your Columbia University UNI
If you experience problems logging onto the website please email the following contact: seas-support@columbia.edu.

You can also call 212-854-2993 for assistance or with general questions about the SEAS rooms. Or you can email seasrooms@columbia.edu.