Request a Room

How to Submit a Room Request

• Review TC's 2021-2022 Campus Events Policy AND Room Assignments Policy
• Review the RA Look Book 2021 document for room descriptions
• Log onto 25Live to submit a room request
  
  • Provide as many details as possible
  • All requests are automatically placed in "Draft (Pending)" status
  • Once approved, Room Assignments will send a formal e-mail confirmation with event details (PDF file)
• Event space can be requested up to a year in advance
• Designated academic classroom space will be released for the upcoming semester AFTER the academic courses have had their initial placement
• NOTE THAT YOUR REFERENCE NUMBER IS NOT A CONFIRMATION
  

Important Things to Remember

• IF YOUR EVENT WILL INVOLVE MINORS YOU MUST CONTACT ROB WILSON AT PUBLIC SAFETY AS SOON AS POSSIBLE
• DO NOT MOVE FURNITURE IN/OUT OF ROOMS
  
• The 25Live system does not allow for the double-booking of space
• Room Assignments is not responsible for the technology or furniture in rooms
• Fees may be assessed by Media Services, Public Safety, and Facilities based on the nature of the event and number of participants
• TC expects that events will utilize all space that has been requested and confirmed -- event organizers must notify Room Assignments of any cancellations or time adjustments so that space does not sit empty

Types of Events

• INTERNAL events are hosted by TC primarily for faculty, staff, and students
• CO-SPONSORED events are hosted by a TC department, program, or office in conjunction with an affiliated outside organization or group

Training Sessions

• Please contact Room Assignments for 25Live training sessions
• Contact Rooms Assignments regarding any issues or questions with the room request process

Doctoral Candidates

• Doctoral candidates are expected to submit their own room requests for dissertation defenses (not department staff)
• Enter "Dissertation Defense -- Last_Name, First_Name" for the Event Name

Event Space

The following are considered Event Space during 9:00 AM - 5:00 PM, Monday - Friday:

• GDH: 177, 179
• HM: 138, 140, 142, 144, 146, 147 (Cowin Auditorium), 148, 150, 152
• ZB: 109 (Trustees Room), 118 (Everett Lounge), 125 (Milbank Chapel)

Academic Space

The following are considered Academic Space and will not be reserved until after all courses have been assigned for the term (at the conclusion of the add/drop period):

• GDH: 271 (Tudor Room), 273A, 273B, 277, 279, 281, 285, 359, 361, 362, 363, 365, 369, 449, 452, 457, 461, 465, 535, 537, 539, 541, 543, 545, 547
• HM: 234, 332, 424, 431, 432, 433, 436, 438
• MY: 130, 261, 262, 263, 347A
• TH: 136, 227, 229, 323A, 422
• TR: 54, 157
• ZB: 214, 406, 408, 418

Additional Space

The following can also be requested in 25Live (certain restrictions apply):

• Macy Computer Labs (MY 345B/C)
• Grace Dodge Dining Hall
• Russell Courtyard (Upper)

Room Descriptions

• The Room Assignments Policy outlines fees, guidelines, and other important information regarding space use at TC

• Courses are the highest priority in the assignment of space
  • TC does not confirm academic space for other purposes until all course assignments have been finalized for the term (at the conclusion of the add/drop period)
  • Advance room reservations may be needed to plan for annual conferences and specific events
  • Room Assignments cannot guarentee the availability of academic space even if those events requesting space meet qualifying conditions

• Requests submitted within one week of the event start date will be processed within 1-2 business days provided all necessary documentation is complete

• Same-day requests for space are subject to availability of appropriate space and Room Assignments staffing to process the requests

• Room Assignments recommends sufficient time for the review of requests that require additional approval (e.g., co-sponsored events and events involving minors)

• Events with multiple dates -- Room Assignments will only confirm space for the sessions during that term

• Students:
  • Room requests from student organizations require SDA approval before they will be processed by Room Assignments
  • Room requests for study groups, research meetings, or similar activities will be confirmed at the discretion of Room Assignments -- Inquire with Gottesman Libraries for space prior to submitting a room request in 25Live

• Requesting a room, even if it appears available in 25Live, does not automatically confirm the space!

• Gottesman Libraries: Confirmed by the Library via a separate Online Reservation System

• Macy Computer Labs: Confirmed by CIS via 25Live

• Grace Dodge Dining Hall: Confirmed by Campus Services via 25Live

• Russell Courtyard (Lower): Confirmed by Public Safety (contact directly)

• Milbank Chapel and Cowin Auditorium: Media Services fees will be charged

• Alcohol at Events: Notify Public Safety and review the College Policy on Alcoholic Beverages

• Furniture Set-up: Facilities

• Technology Request: Media Services
  Contact Media Services at ext. 3822 or email Mediaservices@tc.columbia.edu
  

• Event Security: Public Safety

• Catering: AVI Foodsystems
  Contact at 212-531-5235 or email tcdining@tc.columbia.edu 

• Assistive Technology: OASID

• Request Grand Piano: Contact the Music Program