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Guide to Producing Events at Columbia 1 Guide to Producing Events at Columbia 1. Introduction............................................................................ 2 2. People to Know ....................................................................... 3 A. Alphabet Soup: Translating Common Abbreviations ......................3 B. Your Adviser ........................................................................... 3 C. Your Governing Board Representative......................................... 4 D. Martha Phelps-Walker - SDA Financial Services............................ 4 E. Bill Sheehan - University Event Management Tech Services (aka Lerner Tech) .................................................................................. 4 F. Carol Arnold - UEM Reservation Coordinator ................................ 4 G. David Milch - SDA Manager of Media, Performing Arts, and Publication Production ..................................................................... 4 H. Maria Pasquali - Barnard SGA Bookkeeper .................................. 5 I. Michael Abamont - Barnard Theatre Coordinator ........................... 5 J. Rudy Scala - Ticket and Information Center Manager ....................5 K. Chad Miller - Arts Initiative Events and Outreach Coordinator ........5 3. Procuring Space ...................................................................... 5 A. Define Your Needs ................................................................... 5 B. What Spaces are Available?....................................................... 6 C. How to Reserve Space.............................................................. 6 D. Pre-Calendaring ...................................................................... 7 E. Accessing Space ...................................................................... 7 4. Preparing for Your Event......................................................... 7 A. Technicians............................................................................. 7 B. Technical and Furniture Requests............................................... 8 C. Equipment Rental .................................................................... 8 D. Space Limitations .................................................................... 8 E. Facilities ................................................................................. 9 F. Event Review and Security ........................................................ 9 G. Alcohol................................................................................. 10 H. Rights and Royalties .............................................................. 10 5. Funding................................................................................. 10 A. Create a budget .................................................................... 10 B. Funding Variation .................................................................. 11 C. Allocation and Appeal ............................................................. 11 D. Gatsby Charitable Foundation Student Arts Support Fund ........... 11 E. Student Council Co-Sponsorships ............................................. 12 F. Other Granting Organizations .................................................. 12 G. Alternative Methods of Fundraising .......................................... 12 H. Funding Tips ......................................................................... 13 6. How to Spend Money as a Columbia Group............................ 14 A. Columbia is a Non-Profit Institution .......................................... 14 B. Event Approval Forms (EAF).................................................... 14 C. Receipts ............................................................................... 14 D. Forms .................................................................................. 15 E. Payment Methods at Columbia................................................. 15 E-Form..................................................................................... 15 P-Card ..................................................................................... 15 Cash Advance ........................................................................... 16 Petty Cash ................................................................................ 16 Cash Box .................................................................................. 16 Purchase Order ......................................................................... 17 Check ...................................................................................... 17 Lerner Billing............................................................................. 17 Reimbursements........................................................................ 18 F. Closeout ............................................................................... 18 7. How to Spend Money as a Barnard Group.............................. 18 A. Barnard/Columbia Separation.................................................. 18 B. Monthly Account Reconciliation ................................................ 19 C. Payment Methods .................................................................. 19 Vouchers .................................................................................. 19 Reimbursements........................................................................ 19 Check Requests ......................................................................... 19 8. Resources for Supplies .......................................................... 19 A. Finding Supplies for Free ........................................................ 19 B. Black Box Storage ................................................................. 20 C. Costume/Props Closet ............................................................ 20 D. Materials for the Arts ............................................................. 20 E. Borrow from Another Group .................................................... 20 9. Marketing.............................................................................. 20 A. Create a Marketing Plan.......................................................... 20 B. How to Promote Your Event .................................................... 21 10. Ticketing ............................................................................. 21 A. Ticket and Information Center (TIC) ......................................... 21 B. Who's Coming?...................................................................... 21 11. Troubleshooting .................................................................. 22 A. I’m here for my event, but my room/space is locked! ................. 22 B. There's extra furniture in our space, or we're missing furniture we need!.......................................................................................... 22 C. I need more time to set up the technical elements of my event!... 22 D. It's time to start my event and all attendees aren't here yet!....... 22 1. Introduction Columbia is a very large, complex institution with hundreds of rules and procedures. For a student producing an event on campus, navigating this labyrinth can seem like an impossible task. The purpose of this Guide is to help students through the process of planning, preparing, funding, marketing, and executing a Columbia event. Although it can be tricky, producing a successful event is one of the most rewarding things you can do during your time here. Keep in mind that are plenty of people to help you as well, including the specific People to Know listed here, previous student leaders, and your peers. Don't hesitate to ask questions, and don't be afraid to try something new. But most importantly, always keep your goal in mind, be it community-building, entertainment, artistic expression, sharing of culture, raising awareness, or whatever your group set out to accomplish with the event. To borrow from Goethe, be bold and mighty forces will come to your aid. This Guide is just one force to aid you in your journey. Note: This guide is for recognized student groups that are producing an event at Columbia University. If you are an individual or unrecognized group, we hope that you may benefit from this guide but many of the policies are not applicable to your needs. For guidance, please feel free to contact CUarts and we would be happy to work with you to make your event happen. 2. People to Know A. Alphabet Soup: Translating Common Abbreviations ABC - Activities Board at Columbia, the student-run governing body for Columbia undergraduate student groups in the following fields: pre-professional, academic, competition, cultural, special interest, performance, publication, media, performing arts and large scale events. CAO - College Activities Office, the advising staff for all Barnard groups CCSC - Columbia College Student Council CUarts - The Arts Initiative at Columbia University; Columbia program that nurtures student engagement with the arts, both on and off campus ESC - Engineering Student Council, for the School of Engineering and Applied Science. GSSC - General Studies Student Council for the School of General Studies. IGB - Interschool Governing Board, the student-run governing body for groups that are constitutionally inter-school, meaning they have boards and constituents from both undergraduate and graduate schools OMA - Office of Multicultural Affairs, the advising staff for Columbia student groups relating to multicultural affairs. SDA - Student Development and Activities, the advising staff for most
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