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 Columbia student groups.
SGA - Student Government Association, the student council of Barnard College. Also the student-run governing body for all Barnard student groups.
SGB - Student Governing Board, the student-run governing body for Columbia undergraduate student groups in the following fields: religious, spiritual, political, ideological, humanitarian and activist.
UEM - University Event Management, the department that oversees and coordinates all events on the Morningside campus, based in Lerner Hall. The Technical Services subset is known as Lerner Tech.
B. Your Adviser
Office: Lerner 515 (SDA), Lerner 401 (OMA), Diana 301 (CAO) Each student group has an adviser, either through the office of Student Development and Activities (SDA), Office of Multicultural Affairs (OMA), or the Barnard College Activities Office (CAO). Meeting with your adviser should be your first step when you begin planning an event. Your adviser is your best connection to understanding how to produce events at Columbia. This person will probably have the answer to any questions you have, or could at least point you in the right direction. They must authorize all your expenses and space reservations; they are also in charge of making sure that you follow all Columbia rules. If you are coordinating an event, you will definitely be seeing this person frequently. You may want to consider setting up a regular meeting time with your adviser to address whatever has come up that week. Whether you decide to do this or not, keep in mind that yours is just one group and each adviser must oversee several groups. Set up appointments ahead of time whenever possible instead of just walking in and plan ahead to avoid any emergencies.
C. Your Governing Board Representative
All undergraduate student groups are governed by a governing board - ABC, SGB, or SGA. Your student representative is your link to these student group governing bodies. For many groups, the governing body is their primary source of income. ABC/SGB must also authorize any money that your group spends through an Event Approval Form. Your representative is assigned to groups of your type, so they are well-acquainted with the problems that you may come up against as you plan your event, and they can be a great resource for guidance.
D. Martha Phelps-Walker - SDA Financial Services
Office: Lerner 515 (SDA) ph: 212-854-3611 Martha is in charge of all finances for all Columbia groups. All financial forms must be submitted to her; basically anything to do with money going into or out of your club account. She can answer all money-related questions about how to spend money, your current account balance, the status of a request, etc.
E. Bill Sheehan - University Event Management Tech Services (aka Lerner Tech)
Office: Lerner 4th floor, by the women's restroom across from the lounge phone: 212.854.9060 Bill is the head of Lerner Tech. As such, he is responsible for any use of technical equipment and technicians utilized by student events, including lighting, sound amplification, etc. If your event wants to take advantage of these options, you must do so through him. It is strongly recommended that you begin speaking with him in the early phases of your planning if you are hosting an event in Lerner. Bill can help you figure out exactly what you need and how to get it. He is very understanding of student groups' budgets and will work with you to come up with the best plan for your needs. (See: Preparing for Your Event)
F. Carol Arnold - UEM Reservation Coordinator
Office: Lerner 7th floor (UEM) ph: 212-854-5800 Carol is the Senior Reservation Coordinator, in charge of all space scheduling. All space requests go through her or Willamina Diaz-Gerloven, her assistant. If you have any questions about space needs, reservations, conflicts, etc., talk to Carol or Willamina. All furniture requests should also be submitted to her.
G. David Milch - SDA Manager of Media, Performing Arts, and Publication Production
Office: Lerner 515 (SDA) ph: 212-854-3611 David oversees the Lerner Black Box theatre and advises many of the performing arts student groups. He can help navigate your group through the space's various rules and regulations and must approve all set pieces and technical plans. Black Box Proposals must be submitted to him, as well as to your adviser. David is also in charge of the Props and Costume Closet and can let you into the closet by appointment.
H. Maria Pasquali - Barnard SGA Bookkeeper
Office: 302 Diana Center ph: 212.854.2097 Maria is the Barnard SGA Bookkeeper. She can help guide you through the process of spending money at Barnard.
I. Michael Abamont - Barnard Theatre Coordinator
Office: 301 Diana Center Phone: 212.851.2941 Michael is the coordinator for the Glicker-Milstein Black Box Theatre in the Diana Center and advises all Barnard-recognized theatre groups.
J. Rudy Scala - Ticket and Information Center Manager ph:212-851-0776 Rudy manages the Ticket and Information Center. If you would like to sell tickets or provide RSVPs for your on-campus event, the Ticket and Information Center (TIC) provides this service free of charge to student groups. Rudy is a great resource for helping you figure out the best way to provide tickets, especially for large or complex events. He can help you register your campus event to sell tickets online and in the TIC Box Office.
K. Chad Miller - Arts Initiative Events and Outreach Coordinator ph: 212-851-1872 Chad is the Columbia University Arts Initiative Events and Outreach Coordinator. He is a great connection between students and all of the resources that the Arts Initiative has to offer, including guidance about navigating Columbia's complex processes, marketing assistance and advice, and building connections between students and within the Columbia community. Chad is also an administrator for the Gatsby Charitable Foundation Student Arts Support Fund, a fund that grants money to students creating non-curricular art, and can help guide you through the grant process. (See: Gatsby)
3. Procuring Space
A. Define Your Needs
Decide what is most essential for your event to be successful. Of course, every producer would love their event to be in the perfect space with unlimited resources. Given the limited space on campus, however, your first choice space may not be available or even exist. What does your event really need? A stage? Lots of tables and chairs? An intimate atmosphere? Think about what you're trying to accomplish and what is most necessary for your event to achieve that goal.
Unsure about what your event needs? Reach out to groups with similar programming, your adviser, or Lerner Hall/University Events Management (UEM) staff.
B. What Spaces are Available?
The CUarts website has an extensive listing of all rehearsal and performance spaces on campus, including meeting rooms, rehearsal rooms, and performance spaces of all sizes. Check out the guide to Rehearsal and Performance Spaces at Columbia University to look for a space that's right for you.
Take a look to see which space would be most appropriate, but keep in mind that there are many less conventional spaces on campus as well. For a performance, the Lerner Black Box Theatre, Roone Arledge Auditorium, and the Glicker-Milstein Black Box Theatre are best equipped to support technically complex productions, but groups have also performed in Wien Lounge, Lerner Party Space, and outside, among other spaces. Investigate atypical space, especially if your technical needs are minimal.
Most spaces on campus are free for undergraduate use, with charge for any needed technical support. However, there are also some excellent event spaces are available on or close to campus that charge rental fees, including Miller Theatre, the Theatre at Riverside Church, Casa Italiana, and Faculty House. Most of these places offer discounts to Columbia groups, although their rental fees are quite steep. If you are interested in using one of these spaces, plan ahead as early as possible as they tend to be booked well in advance.
Once you've selected your venue, visit the "How to Reserve Space" section.
C. How to Reserve Space
For Lerner, Columbia classrooms, Columbia residence hall lounges, and outdoor space Once you have decided which space you want and have determined that the space is available for the times you need, all you have to do is submit a space request form. These can be submitted online or printed out and submitted by hand to Willamina Diaz- Gerloven, who is located on the 7th floor of Lerner. Make sure to submit your request at least three business days in advance. Earlier is better, because space is so limited and fills up quickly. You will receive confirmation of your reservation, notification that you have been placed on the waiting list for the space, or notification that the space is not available. If you have questions, speak to Willamina directly and she'll help you out. Note: SGA (Barnard only) clubs may not reserve Columbia residence hall lounge space.
What you need to know to file your space request: - Club name - Contact name and e-mail - Club e-mail - Club Account Number - Adviser’s name - Adviser’s email. - Event title - Desired event location, including alternative options. - Event date - Event start and end times - Event description - Estimated attendance - Specifics about the planned event including marketing, security, food, audience/event attendees, tech & audio-visual needs, and furniture setup. - *If submitting by hand, you MUST get your adviser’s signature.
Less than 3 days/Same day space requests Late requests require a special form, available in the UEM office on the 7th floor of Lerner. The forms must be submitted by hand to Willamina on the 7th floor of Lerner.
For Barnard buildings Submit the Barnard space request form to 011 Altschul Hall.
For all other spaces Space reservation procedures vary. See the CUarts Space Listings for details.
D. Pre-Calendaring
Near the end of the semester, student groups may submit their requests to reserve space in Lerner for the following semester. Pre-Calendaring is very important for any group that wants to hold an event in one of the high-demand spaces in Lerner, especially Roone Auditorium, the Black Box, and C555, or regular rehearsal space. The process itself is relatively simple for student groups: it is a simple online form nearly identical to the regular space request form, available on the Lerner Hall website for a couple weeks only. Lerner Hall posts large signs with information when pre-calendaring is approaching. The requests are reviewed by a committee that includes Facilities, Student Development and Activities advisers, University Event Management, Tech Services, and more. They consider all requests and balance the student groups' requests as much as possible. Pre-Calendaring confirmations are usually sent out on the last day of classes.
E. Accessing Space
Almost all of Columbia's event spaces are guarded through various levels of security. For large events in Lerner Hall, security is notified ahead of time so that ticket-holders will be allowed into the building, usually restricted to those with a Columbia University ID. Residence halls are restricted to only members of that school. If you want to hold an event with students from multiple schools, you have to plan ahead. At least a couple days before the event, write up a list of all attendees that do not have swipe access, along with the date(s) and location, and send it to your adviser. He or she will authorize the list and send it to Public Safety so they are aware of the event. It is highly recommended that you bring a copy of the list and authorization to the event with you, since security guards often do not receive it directly. If your security needs are particularly complex, speak with your adviser or John Murolo, director of Public Safety on the Morningside campus.
4. Preparing for Your Event
A. Technicians
If your event is in Lerner Hall, you may require technical assistance, such as if you decide to use any lighting, sound, or video equipment. Lerner owns a great deal of technical equipment that is available for student events and is nearly always free with your space rental (also free for student groups). However, if you utilize this equipment, you must also hire a technician to operate it. For all your event's technical needs, you must speak to Bill Sheehan, the head of technical services for University Event Management (UEM), commonly known as Lerner Tech. Bill has a great deal of technical experience and will help your group determine the best way to achieve the effects you want. Lerner Tech employs a number of technicians, students and professionals, experienced in a variety of fields. These technicians are in charge of setting up, monitoring, operating, and breaking down all equipment used in Lerner. In your discussions with Bill, together you will determine how many technicians are needed for your event, based on the scale of your technical needs. Most small student events require only one technician, if any, with larger events requiring three or more. Technicians currently cost $18/hour/technician; in June 2010, that rate will go up to $30/hour. Tech managers cost $45/hour, although managers are rarely used for student events unless the event is particularly large in scale or a manager is requested by the group.
B. Technical and Furniture Requests
If you need furniture for your event (e.g. chairs, tables, trash can), or special technical equipment (e.g. a video projector), you must put submit a Tech and Furniture Request Form. University Event Management requires 10 business days for Tech and Furniture Requests. Be as specific and complete as possible on these forms; they are given directly to Facilities, who set up the room according to your specifications. If your needs are particularly complex, speak to Bill Sheehan or Carol Arnold to make sure that your requests are clear and feasible.
C. Equipment Rental
Although Lerner already owns a great deal of technical equipment that is available for student events, if you are producing a large event you may need to rent certain items, such as personal body microphones, additional lighting equipment, video monitoring system, etc. Before you decide to rent, make sure that you speak with Bill Sheehan at Lerner Tech about all of your options; it's possible that Lerner has what you need, or that you can achieve the effect you want in simpler ways. If you do decide to rent, all equipment rentals must go through Bill Sheehan at Lerner Tech. Your group must give him a list of exactly what you need; he will call various rental companies and let you know how much the rental costs. Your group must then choose which rental company you want to use and authorize the expense. Bill will take care of arranging payment for the rental. University Event Management will add an additional 5% to the cost of the rental, in order to cover the costs of processing the payment.
With any equipment that your group uses, you must have insurance in the event of an accident. By renting through Lerner, you are automatically covered under Lerner's insurance. However, if your group does cause damage to any equipment (rented or owned by Lerner), you are liable to pay for the damages and may be charged accordingly (See: Lerner Billing).
D. Space Limitations
It is very important to be aware of the space you have and the limitations or demands that may come with it, and to plan accordingly. For example, if you were only able to reserve your space for a few hours, you probably shouldn't plan an extravagant setup that will take a long time to put together. If you want to utilize technical equipment, speak with Bill Sheehan, the head of Lerner Tech, about your requests very early in the planning process. Many rooms have specific rules in order to ensure the safety of the entire building. Make sure that you plan for these ahead of time so there are no surprises.
Since all Columbia organizations are feeling the effects of the space crunch, we highly recommend working with other groups. If possible, plan an event that marries the missions of your group with another and sponsor it together. Talk to other groups that share space with you over a weekend and try to figure out how best to help each other by utilizing similar setups to decrease strike time, marketing your events together, etc. Also, if you were unable to find the space you need, try reaching out to the group that does have the space; they may be willing to use an alternate location for that day.
On a similar note, make sure to be respectful of other groups when you have space reserved. Leave the space at the assigned time so that the next group doesn't have to wait for you. Cancel a space reservation that you're not using so that another group can have the space. Plan ahead for all of your furniture and technical needs.
E. Facilities
Columbia's Facilities team is in charge of a huge variety of essential on-campus operations, jobs that are very important but often go unnoticed. For example, it is their job to set up all furniture for all events in Lerner. Facilities is unionized, which means that it is technically illegal for anyone else to set up or arrange furniture, although it is common for groups to do some minor adjustments when they arrive in the space. The Facilities team is very accommodating, but if you are planning a large or complex setup, you will need to work with them to figure out the best time for them to do their work in a way that will fit in with your event's schedule. Bill Sheehan and Carol Arnold often liaise between students and Facilities, but you may also contact manager Dita Sali directly.
F. Event Review and Security
For every event that takes place in Lerner Hall, you must attend an Event Review, which is scheduled through your adviser 1-2 weeks before your event. At the Event Review, a representative from Public Safety, a representative from Facilities, and a representative from Lerner Tech (usually Bill Sheehan) will meet with you and your adviser to discuss logistics for the event. A smaller event may have a smaller Event Review. To prepare for this meeting, you should know exactly what your group will be doing with space, in as specific detail as possible - how many people you expect to attend, which entrances and exits you want to use, how large/tall any set pieces will be, any VIPs who may be attending your event, etc. The Event Review is there to help your event run as smoothly and safely as possible, so it is very important that you come prepared and follow up on any lingering questions that may come up. At the Event Review, the representative from Public Safety will decide if any additional security will be required for your event. If so, your group will need to hire as many security guards as the representative recommends. Security guards are available for $54.30 per guard per hour, more if you need a supervisor instead of just officers, which may happen if your event is very large or receiving a lot of outside guests or VIPs.
If you are a Columbia undergraduate group, you may apply to the undergraduate student councils' Security Fund. This fund is jointly funded and distributed by CCSC, ESC, and GSSC specifically to cover the security costs of an undergraduate event. To apply, write up a brief request along with a listing of exactly what the security costs will be. Your adviser will send it to the Security Fund on your behalf. The Security Fund will not subsidize clubs governed by SGA or a graduate school.
G. Alcohol
It is possible for student groups to serve alcohol at events, but the procedure is extremely complex. For more information, see the University Event Management Alcohol Policy.
H. Rights and Royalties
If your group is presenting a production of another artist's work, such as a play or musical, your group is responsible for obtaining the rights to that work. All rights are managed by a licensing company, which authorizes productions of the work and rents materials such as scripts and scores for rehearsal use. To obtain rights, your group must work through your adviser. You must provide your adviser with the name of the desired work as well as information about the performances, such as the number of shows and number of audience members. Your adviser will then contact the licensing company to request rights. This process may take a long time, ranging from weeks to months, so submit your initial request as early as possible. Once the licensing company agrees to your request, your group must provide payment for the company, usually in the form of a check, which also tends to take a while to process. Your group is responsible for returning the rented materials at the end of the period. If the licensing company turns down your request, your group cannot present the work. The cost of rights varies depending on the work, the number of performances, and the size of the audience, but they average a few hundred dollars.
Because the licensing process takes a long time, it is highly recommended that you begin as early as possible. Although student groups technically are not able to spend money over school vacations, governing boards usually will make an exception in order for a student group to get payment to the licensing company in time to receive the rented materials early the following semester. It is a terrible thing when a group has been rehearsing for months only to hear that they were denied rights the week before they were scheduled to open. Don't let it happen to you.
5. Funding
A. Create a budget
One of the first steps in your event planning should be to create a budget. Every budget has two sides: Expenses and Revenue.
Expenses The Expenses side should list everything that will cost money. This may include food, drinks, set pieces, prizes, costumes, props, equipment rental, catering, table/linen rental, labor, rights/royalties, security, etc. Be sure to take into account every aspect of your event, from set-up to strike, and figure out exactly what you'll need to buy. Some fees to think about upfront are Lerner Tech fees (See: Technicians) and Security Guard fees (See: Event Review and Security). Depending on your event, these costs may be unavoidable.
Revenue The Revenue side should list all of the ways you will be raising money. For most events, ticket sales will be a substantial portion of your revenue. Revenue sources may also include allocation from student activities funding boards, co-sponsorships, business ads, etc. See Other Granting Organizations for more information. Keep in mind that many of your revenue sources may not be definite at the time that you make your budget- some sponsors may drop out or you may find additional ones, granting organizations may give less than in past years, etc. Having a variety of funding sources may help ensure that you can still raise the funds needed for your event, even if one or more sources drop out. Build into your budget some leeway room in case you have unexpected expenses, although you certainly don't want to ask granting organizations for any more than you really need.
You should also keep in mind that your budget probably change. You will have to make adjustments as you receive sponsorships, finalize expenses, etc. That's okay! it's good to have a flexible budget so that you are more easily able to absorb any surprises (if a funding source pulls out, or you have an unexpected expense, etc.). At all times, though, you should keep an eye to feasibility and necessity.
B. Funding Variation
Columbia has a number of organizations that grant money to student groups. Many of these organizations funds based on the subject or goal of the event. Therefore, it is important that you investigate new sources of funding for each event; an unexpected organization may be interested in funding a new, unique, or particularly compelling event. With campus resources stretched thin, you also shouldn't rely too much on a single source of revenue in case that source falls through for some reason. You should utilize a variety of funding sources, both earned (ticket sales, ad sales, etc.) and contributed (donations, grants, co-sponsorships).
C. Allocation and Appeal
Recognized undergraduate groups each receive an allocation from their governing body (ABC, SGB, or SGA). This allocation is intended to cover the costs of all returning programming for each group, but due to limited funds and the growth of new programming, student groups often have to look to additional sources of funding as well. Once allocations have been distributed, student groups may choose to appeal for further funds. The appeals process varies by governing body. For funds from both allocation and appeals, there are limitations about how the money can be used, including bans on the purchasing of banners, spirit apparel, awards, etc. For more information, see the Funding Guidelines for ABC, SGB, and SGA.
Graduate student groups from the School of International and Public Affairs (SIPA) and the Law School may also receive an allocation from their student councils.
D. Gatsby Charitable Foundation Student Arts Support Fund
The Gatsby Charitable Foundation Student Arts Support Fund, administered through the Arts Initiative, is sponsored by Columbia alum Lord David Sainsbury and his wife. It is designed to inspire the creation of new and non-curricular student artwork and enrich students' artistic endeavors. Projects can be of any artistic genre, but they must be made available to the Columbia community at large. Funding guidelines and applications are available online. The deadline for Fall 2010 applications is Tuesday, October 12th, by 11:59pm; the deadline for Spring 2011 applications is Friday, February 11th, by 11:59pm.
E. Student Council Co-Sponsorships
Each undergraduate student council has a limited amount of money set aside to co- sponsor events. Groups should only apply for council co-sponsorships once they have exhausted the funding options from their governing body. To apply for co-sponsorships, you must send in an application and attend a short interview with the co-sponsorships committee. You must apply to each council separately.
Each undergraduate council is awarded funds in a ratio according to the size of their school. If you apply to more than one student council, you must request funds according to this specific ratio. For the 09-10 school year, the ratio is 2.94:1:0.46:1.69 (Columbia College:School of Engineering and Applied Science:School of General Studies:Barnard). For example, if you apply to ESC for $100, you could then apply to CCSC for $294, to GSSC for $46, and SGA for $169. The councils do not guarantee that they will meet the ratio amount requested, but they will not fund more than that amount.
Certain graduate school student councils also grant money to student groups recognized by the council. These graduate councils include SIPA Student Association (SIPASA), Arts Student Council at the School of the Arts, Law School Student Senate, and the Graduate Business Association at the Business School.
F. Other Granting Organizations
There are many other organizations on campus that give money to students, including the President's and Provost's Student Event Fund, Office of the University Chaplain, Columbia Alumni Association, Health Services, Office of Multicultural Affairs, and many more. For a complete listing, see the CUarts Guide to Funding Sources at Columbia.
G. Alternative Methods of Fundraising
Groups can raise money for events in a wide variety of ways in addition to grants and co-sponsorships. Below are some common methods to earn additional funds.
Bake Sales It worked in kindergarten and it still works on a college campus. Who doesn't love baked goods? This can be a highly effective way to bring in a small amount of revenue in a relatively easy way (about $100-$250 on average, depending on the size of the sale, or as much as $400). Plan ahead to ensure that there is a wide variety of baked goods and plenty to go around. Sales tend to be most effective when they are located outside on College Walk, although Lerner ramps and building lobbies also have a high volume of traffic (just remember to reserve the space first, inside or outside). Remember to promote the bake sale by telling your friends, announcing it in classes, and sending out emails, although your best form of advertisement is the smell of chocolate!
Program Advertisements Since many events print some kind of program anyway, offering advertising opportunities to local businesses can be a good way to raise additional revenue. Many Morningside businesses are used to students approaching them, so be prepared. Bring a flier that lists the available options and pricing, as well as an example program ad if you have one. Often, you may have to leave it with an employee instead of the store's manager. That's fine; just make sure to follow up! It's easy for businesses to set aside your flier and then forget about it. Make a point of calling or stopping by in person a few days after you initially spoke to someone.
Intermission Refreshments Sitting still for a couple hours makes many audience members in need of refreshment. Consider selling snacks if your event has an intermission, especially homemade items or items that can be easily purchased in bulk (soda, etc.). Limitations may occur in some areas where food and drink is prohibited, although a lobby area outside the space may be available. Lobby spaces are usually public and do not need to be reserved separately, although you may have non-attendees passing through.
VIP Packages Create special packages for parents who want to support their students involved in your event, or for avid fans. By creating a package that offers these VIPs special gifts, you can sell them for a higher amount. For example, a VIP package for a performance might include tickets for the show, a thank you in the program, and a poster signed by the cast. Think about who your VIPs might be and what they would most be interested in: recognition? the event experience? their own child/friend? Create your package around these interests.
H. Funding Tips
Plan Ahead Before you can ask someone else for money, you have to know how much you need. Make sure you know all of the rules and regulations for the space you will be using before you finalize plans for your event setup. Talk with your fellow event organizers to figure out what is essential and what is not. Price out options and confirm their availability. Only then should you start making your budget. Funding organizations want to know that their money is being put to good use; you should be able to tell them exactly what you're buying and why it is needed.
Read the Fine Print Pay attention to funding guidelines. Does the grant only apply to certain groups or events? Will they only fund certain items? Do they require a follow-up report? If you have questions, don't hesitate to call the funding organization directly; most are happy to work with you to figure out how your organizations can work together.
Follow Up There are often loose ends to tie up once your event is over. Do any of your funding sources require post-event reports or submitted receipts? Make sure to complete any requirements right after your event; don't make your funding sources wait for you or, worse, have to track you down.
Say Thank You It's a simple thing that too often goes unspoken. Make sure to thank your funding sources, your audience, and anyone who may have aided your production. Building relationships through successful partnership makes it much easier to plan events in the future.
Be Creative There are a lot of student groups and even more events on Columbia's campus, which means there can be a lot of competition for resources. Instead of pursuing the same old fundraising methods, think about what you can do to stand out by adding a new twist to your fundraiser or developing something entirely new. In addition to raising funds, this could also raise awareness for your group and inspire new audience members or participants.
6. How to Spend Money as a Columbia Group
A. Columbia is a Non-Profit Institution
We know, you have no trouble spending money. But spending your group's money can be a tricky process. Columbia University and all of its facets (including student groups) are a non-profit entity. This means that we are subject to certain rules and certain perks. The most important of these is that, legally, Columbia cannot pay taxes. Columbia has an official tax exempt letter that states this; you can get copies from the SDA office on the 7th floor of Lerner. Bring it with you when you go shopping for your event and show it to all vendors to make sure they don't charge you tax. Keep in mind that this rule is very strict; if a vendor charges tax, your group cannot pay it. In some cases you may not be able to use that vendor at all; in others, it may be possible for someone from your group to pay for the tax of the item themselves.
Columbia is also a large institution with a very intricate financial system. They have put in numerous safeguards to help ensure that students manage funds efficiently. This means that there are many complex procedures to go through in order to spend money.
B. Event Approval Forms (EAF)
This is the first step that you must complete in order to spend any of your group's money: an Event Approval Form request that is sent to your ABC or SGB representative. These forms are accessible by logging into the ABC or SGB websites using your group's information. The representative will then approve your group to spend a certain amount of money from your ABC/SGB allocation and a certain amount from your revenue (any other income besides allocation). You must have an EAF for EACH event. Some large events may choose to break down their needs into multiple EAFs for different phases of purchasing, but it's up to you and your representative. Most representatives approve EAFs within 1-2 days. The EAF approval number must be listed on all E-Forms (see: Payment Methods).
C. Receipts
These are essential. Every time you spend money, you must get a receipt and submit it to Columbia's financial department. A receipt must include: the vendor's name, address, phone number, the amount spent, and line items detailing each expense. If the vendor you use does not provide receipts with this information, ask for a special one to be written for you. Hand-written receipts are not preferable, but they will be accepted if need be. There is a very long, difficult process if you lose a receipt, so take good care of them. D. Forms
Nearly all methods of payment require some kind of form, sometimes multiple forms. These can all be found in the SDA office in Lerner Hall on the fifth floor.
E. Payment Methods at Columbia
Below is a list of the various methods your group can use to spend money. Due to the limitations of many of these methods, you need to pay close attention when you decide to purchase an item, especially if it is a large expense. Vendors that do not habitually work with Columbia may be difficult to utilize, given the existing restrictions. Make sure to plan ahead as much as possible so that you have time to go through the payment process for each expense, whichever method you use.
E-Form
What: This is the form used most often by Columbia groups. It is multi-purpose, serving to transfer money internally within Columbia and to pay certain outside vendors. The form itself has four layers for making carbon copies: the first one (white) goes to the vendor; the second one (green) goes to the financial department; the third (pink) goes to the student adviser; and the fourth (golden) belongs to the the student group.
Who accepts it: All Columbia organizations, certain outside vendors in the Morningside Heights area
How to complete: The form itself is easy to fill out. You should request the exact amount you need if you know how much the item will cost, but you can also estimate. An E-form can pay any amount up to the amount specified but cannot go over, so err on the side of caution.
Signatures required: Adviser, Student group Treasurer or President.
How to pay: Just give the vendor the white copy of the form as payment. Then, you must submit the green copy and a receipt to Martha Phelps-Walker through the dropoff box on the 6th floor of Lerner.
Speed level: Fast
P-Card
What: The P-Card is a credit card given to student advisers to help pay for certain group expenses. These are most often used for online purchases, although occasionally the credit card information is given over the phone to pay a vendor that does not accept other forms of Columbia payment or in a situation that cannot wait for a check or PO to be processed. Each adviser has a monthly limit of how much they are allowed to spend using the card. This limit applies to all their groups combined, so a single group cannot rely on being able to spend lots of money with this method.
Who accepts it: Everyone (just like a regular credit card)
How: Fill out an E-form, checking the box for "P-Card purchase." Bring to your adviser; he or she will complete the purchase with you present.
Speed level: Fast Note: Some online companies charge tax automatically. Make sure to investigate this before you ask your adviser to make the purchase. If the vendor you want to use does charge tax, call them ahead of time and ask them for a code to enter online to be exempt from tax, or choose another vendor.
Cash Advance
What: Your group can receive cash, up to $1500 at a time. You must spend it within a limited period of time.
Who accepts it: Everyone
How: Get a cash advance form from the SDA office. This must be submitted to Martha along with an E-form for the request to be processed.
Signatures required: Adviser, group's President or Treasurer
How to closeout: This part is essential. You must submit all receipts for all purchases made using the cash advance. If you do not submit ALL receipts, you are personally required to pay for funds that were spent without documentation.
Speed level: 2-3 weeks to receive cash, 2-3 weeks to process closeout
Frequency: Because the process takes a while to initiate and close, most groups can only get one cash advance per semester. If you have the time and plan ahead, a group may receive as many as they like, as long as each cash advance is fully closed out before another is granted.
Petty Cash
What: Cash up to $200 for small expenses.
Who accepts it: Everyone
How: Fill out an E-Form, checking the box for "Petty Cash." Bring the form to Martha and she will distribute the money. As with a cash advance, you must submit receipts at the end to closeout.
Speed level: Usually 2-3 days
Cash Box
What: A box of cash in various denominations used for making change at an event (such as admission, bake sale, etc.) The cash is a loan only and must be returned in full.
How: Talk to Martha. You may need to fill out a form, but the process doesn't take very long.
Speed level: 1-2 days Purchase Order
What: A method of paying outside vendors.
Who accepts: Most outside vendors, but not all, so confirm ahead of time before you start the process.
How: This one is quite complicated. First, the vendor must submit a W-9 form and an invoice for the items you wish to purchase, to you or directly to the financial department. You must submit an E-form, with the box checked for "Purchase Order." The financial department then processes a purchase order that can be sent directly to the vendor or given to your group to give to the vendor.
Speed level: 2-3 weeks in the Columbia system once all forms and invoices are in, more time to get that information from the vendor
Note: Preferred vendors are already on file in the Columbia system so this process goes much faster and more smoothly.
Check
What: The financial department can cut a check on behalf of your group.
Who accepts: Everyone
How: Same as PO. W-9 and invoice from vendor, E-form from your group.
Speed level: 2-3 weeks
Lerner Billing
What: Some expenses for events in Lerner Hall are billed through Lerner, including most rental equipment and tech fees. Officially, they submit a purchase order, but all your group needs to do is authorize the expense. Billing rental equipment through Lerner also ensures that the equipment is covered under Lerner's insurance policy (although you still shouldn't break things).
How: Bill Sheehan, the head of Lerner tech, will provide you with a price quote for the items you need (or multiple quotes from different companies). You group just needs to okay the cost and authorize the expense, in person or by email.
Fee: For processing the PO, Lerner charges 5% of the total cost.
Speed level: Fast, once the quote has been obtained
Note: Because this method does not require paperwork submission on behalf of the student group, the group has less tangible documentation. Event coordinators should clear all expenses with the group's Treasurer and/or President, according to group policy, even if their signature is not required. Make sure to hold on to the price quote for your own records. Reimbursements
What: If someone in your group personally pays for an event-related expense, they can be reimbursed.
How: The individual must fill out a W-9 form and a Travel and Business Expense Form detailing each expense. They must submit these forms, plus all receipts, to Martha. If the item(s) were paid for using a credit card, you may also be asked to submit a credit card statement showing the charges.
Speed level: Slow. 2-3 months or more.
Note: This should be a last-resort method of payment. Students should not have to put out their own money to pay for an event and it is not expected that they do. However, in nearly every event there are expenses that arrive last-minute without time for financial processing, or from a vendor who cannot be easily paid using other methods, etc. and then reimbursements are used. As the event coordinator, you should make sure that you are aware of all expenses paid by group members and how much they will need to be reimbursed. You should also guide them through the reimbursement process once the event is done.
F. Closeout
Once an event is complete, the event coordinator must make sure that the events finances are completely closed out. These steps include: -Submitting all E-forms.
-Meeting with sponsors. Some require receipts, programs, photos, posters, etc. from the event. Make sure that you know exactly what the sponsoring organization needs in return before you accept the money. Not all sponsors require a meeting or follow-up at all; some require quite a bit. Check ahead of time.
-Submitting reimbursement requests as needed.
-Compiling all expense records, filling in actual numbers in the place of projected or estimated ones on the budget.
7. How to Spend Money as a Barnard Group
A. Barnard/Columbia Separation
The process of spending money at Barnard is different than at Columbia; the two systems are not connected and different rules apply for each. For more information about Barnard's process, see the Forms breakdown created by the College Activities Office. B. Monthly Account Reconciliation
Barnard student groups must fill out a monthly reconciliation form at the end of each month. These forms are available in the Student Government Association Office as well as the College Activities Office. On the form, you will list expenditures and alter the remaining amount to be found in your group's account accordingly. Turn in to the SGA office at the end of each month. Failure to do so will result in the freezing of your group's account and you will not be able to spend any money at all.
C. Payment Methods
Vouchers
The College Activities Office has available vouchers for some local vendors that will allow you to make purchases that will then be billed directly to your SGA account. In the past these vendors included Appletree Grocery, Columbia Bookstore, Columbia Hardware, Famiglia Pizza, Ivy League Stationers, Village Copier, and Morton Williams. In order to spend money at any of the available vendors, the person in your group making the purchase picks up voucher from Maria Pasquali, the SGA Bookkeeper, or your group's adviser. Make sure to keep a receipt after you use the voucher to purchase the it. You then attach this receipt to the monthly reconciliation form at the end of the month. Note: the person whose name is on the form must be the person to use the voucher.
Reimbursements
If a member of your group spends her own money on supplies or services needed for the group, make sure that you keep the receipts. Then, you must fill out a “Check Request Form,” have it signed by your CAO advisor and your group's treasurer. Then return it, with attached receipts, to CAO and the student will be reimbursed.
Check Requests
Check requests are used to pay those vendors that do not accept vouchers, such as non- local vendors, services, performers, etc. To request a check, pick up an SGA Check Requisition Form from the SGA or College Activities offices and obtain signatures from your club President/Treasurer and adviser. Original receipts or contracts should be included with the form. If you need to hand the check over in person, make sure to leave enough time to have the check drafted. Checks turned in by noon on Tuesday will normally be ready for pick-up in the College Activities Office by noon on Friday. Note that this is the same form as needed for reimbursements within your group (see above).
8. Resources for Supplies
A. Finding Supplies for Free
Columbia student groups host a lot of events and, accordingly, acquire a lot of supplies. Although storage space on campus is very tight, there are some community spaces that loan items for free. When using these, however, make sure to follow the rules of the resource and always say thank you. B. Black Box Storage
This room on the fifth floor of Lerner stores mainly basic set pieces - flats, platforms, cubes, chairs, tables, stools, etc. There are also some basic tools and some props. Additionally, groups using the Black Box utilize this space as storage during that time. To access Black Box Storage, talk to David Milch. There are certain times each week, set per semester, that are the official hours for getting into the space, but David can open it anytime during business hours that he's free as well. Groups taking items should officially sign them out and then return them. Once you are there, label the pieces you would like with the yellow labels provided in the storage room. If you need to get into the space after business hours, ask the Venue Manager to open it for you (just ask at the front desk).
C. Costume/Props Closet
A collection of props and costumes on the fifth floor of Lerner. It is a small collection, but a useful first step if your group needs costumes. It contains very basic pieces as well as highly specialized ones. To access the closet, meet with David Milch. As with Black Box Storage, there are official Closet Hours each semester, but he can open it anytime during business hours for you by appointment.
D. Materials for the Arts
Materials for the Arts is a city-run warehouse full of donated materials that are given for free to arts organizations. These materials are highly varied, ranging from set pieces to props to office supplies and more. You must make an appointment through your adviser to go to the warehouse with up to two additional people. The site is located in Long Island City in Queens, so plan ahead for your transportation, especially if you are looking for large or heavy items. When you check out you will be given a list of donors who contributed the items you are taking; it is your group's responsibility to send a thank you letter to each of these donors, according to MFTA protocol.
E. Borrow from Another Group
If another group has what you need, ask if you can borrow it. Many groups choose to invest in items that will be used over and over again, such as instruments, flood lights, tools, etc. that can be useful to other groups. If you do borrow something, make sure to use it only for specific, pre-approved times. It is recommended that you draw up a written document with the lending group to clarify exactly what will be borrowed and assume full responsibility for any damage done to the item while the group is using it. You may want to give a copy of this document to your adviser, who can oversee if there are any problems later. Then, be sure to thank the lending group in your program or some other expression of gratitude.
9. Marketing
A. Create a Marketing Plan
For every event, you should have a clearly thought-out plan for all of your advertising. This will save you from frantically hanging up posters the day of your event! The plan should include a schedule for all promotional materials, such as when to create an event on Facebook or when to send out emails to your group's members. Think about the timing of your plan so that you don't advertise too early (people will forget about your event by the time it comes around) or too late (no one will know it's happening, or they'll have made other plans). You should also consider the design of your marketing. Someone stumbling across your event on a calendar, flier, or email should be email to tell exactly what the event is and when; don't make the images so loud that they consume the text.
You should also consider the environmental impact of your marketing plan. It is difficult to make much of an impact with one flier in a sea of others plastered on a bulletin board; this method also demands huge resources both to pay for the printing costs and the environmental impact of so much paper. Non-paper marketing tends to be cheaper, easier, and more effective.
B. How to Promote Your Event
For a complete guide to marketing and promoting your event on campus, see our Guide to Marketing Your On-Campus Event. This guide includes everything from social media and online advertising to fliering to unconventional advertising methods.
10. Ticketing
A. Ticket and Information Center (TIC)
The Ticket and Information Center is a full-service box office operated by the Arts Initiative. It has a physical presence in the first-floor lobby of Lerner Hall, as well as an extensive online presence. The TIC provides free ticketing services to all Columbia student groups. It also sells a wide variety of discounted tickets to events outside campus, including Broadway, Off-Broadway, the Met, the Ballet, the Symphony, and many more.
The TIC will take care of selling and distributing tickets for your event, either free or with a ticket price, then transfers the funds quickly to your group. The TIC also promotes registered events through the CUarts weekly newsletter (over 14,000 subscribers), listing on the online TIC calendar, on the TIC LCD screens in Lerner lobby, inclusion in the daily TIC Event Info one sheet, and on the CUarts Facebook fan page. All you have to do is register your campus event, giving details about the event and the kind of tickets you need. If you have any further questions, TIC Manager Rudy Scala is very open to meeting with student groups to help.
B. Who's Coming?
When you register for the TIC, Rudy will send you a link to the Who's Coming online page for your event. This page will update continually as tickets are sold, allowing you to see how many tickets have been sold and to whom. After the event, the TIC can provide you with a detailed listing of all your event's attendees along with their email addresses. 11. Troubleshooting
A. I’m here for my event, but my room/space is locked!
Just go to the main desk in the lobby and ask the security guard there to radio a venue manager to let you into the room. Some classroom buildings lock their main doors in the evening, even though students are still permitted to use the rooms later. Plan ahead and schedule your event to begin earlier, or assign someone to stand at the front door to let people in.
B. There's extra furniture in our space, or we're missing furniture we need!
Columbia Facilities is in charge of setting up and taking down all furniture. Because students are not present during the set-up time, your group must fill out a detailed furniture request for all events. If your space is not furnished correctly, contact Facilities by asking the front desk to security guard to radio the venue manager.
C. I need more time to set up the technical elements of my event!
Space reservations, especially in high-demand spaces, are set in stone. You cannot extend your reservation if unexpected delays occur, so it is very important to allot adequate tech and setup time in your planning process. When planning for your time in the space, make sure to speak to Bill Sheehan and your assigned technicians to get the best estimate for the amount of time the technicians need. Then, give yourself a buffer by scheduling for more time than estimated, in order to accommodate delays.
D. It's time to start my event and all attendees aren't here yet!
Events on campus have a tendency to start behind schedule, especially on busy nights with multiple events taking place in one building. In your promotional materials, remind your guests that they can pick their tickets up in advance at the TIC or to arrive early in case of delays. If you do have to delay your start time, make an announcement to the attendees that have already arrived so they are aware of the delay. Once you begin, assign someone to wait outside the main door to greet latecomers and quietly escort them to open seats at an appropriate time. And relax, even Broadway shows start behind schedule because of late audience members.