An Event Review is a meeting between the student organization’s leadership and pertinent campus offices, such as University Event Management and Public Safety, to discuss the details of a student event that has been determined to need additional coordination and planning. Please speak with your advisor regarding whether your event will require an Event Review so that he or she can schedule a meeting. Event Reviews must occur at least 10 days prior to the date of the event and are generally scheduled on Tuesdays from 2:00,-4:00pm, Wednesdays 9:30-11:30am, and Thursdays 10:30am-12:30pm. Accommodations for other times may be made provided reasonable advance notice is given.
Your event may require an Event Review if it involves any of the following criteria.
1. Presence of Press/Media (Invited or otherwise)
The presence of media at an event invites the involvement of the Office of Public Affairs. Public Affairs will work closely with the student organizers in drafting press releases and organizing the press check in. Most importantly, they will be sure that the press/media conforms to the University’s various policies on press/media coverage.
It is important to note that the presence of press/media also has logistical implications. Please discuss these with your advisor as early as possible.
2. Advertised Beyond Columbia’s Campus:
The means of advertising the event and the composition of the audience, with respect to CUID and non-CUID, are particularly important components of the event. Events that are advertised exclusively on campus and are CUID only require a different level of planning than a similar event with a large number of Non-CUID guests.
Once an event is advertised beyond the Columbia Campus, particular attention needs to be given to capacity. In such cases, it is recommended that the event be ticketed so that the venues capacity is not exceeded.
3. High Attendance/Capacity:
The number of attendees has obvious affects on the logistical support of the event. Consideration must be given to the choice of venue as well as the infrastructure of that venue, including furniture possibilities, set-up time, technical support, security personnel, and access.
Capacity has far reaching effects on an event and as such, one should always weigh how changes to an event (i.e. means of advertising, addition of speakers, etc.) may potentially impact the size of the audience. The design of the event’s infrastructure is based on assumptions made during the planning process. Significant changes to the capacity may render the event’s infrastructure totally useless and the event must be redesigned.
4. Presence of Alcohol:
The presence of alcohol at an undergraduate event automatically triggers an Event Review. In practice, whenever there are events with a mixed audience of over 21 and under 21, Alcohol Proctors are assigned and Public Safety is present. Therefore, it is beneficial for the organizers, advising office, University Event Management, and Public Safety to meet and discuss the event in great detail.
5. Potential for Significant Disruption
A great deal of planning is done around what to do if there is a disruption to an event. Disruptions can be environmental (i.e. lightening at an outdoor event) or come from members of the audience, invited guests, or others. Certainly there is a threshold as to what constitutes “significant.” While some disruptions can be a nuisance they do not put the event at risk. Significant disruptions are those situations that may jeopardize the event.
The University has a mechanism to assist the organizers of an event, assembly, protest, or demonstration in ensuring an event continues without disruption. Organizers or advisors may request Presidential Delegates be present at their event. A Presidential Delegate is summoned through the Office of Public Safety. Should any member of the Columbia Community (students, faculty, or staff) be in violation of the Rules of University Conduct, the Delegate will warn those parties to cease their actions. If they refuse, the Delegate can request their Columbia ID and refer the individual to disciplinary action. The purpose is to avoid a situation where the event may be prematurely ended because of the conduct of an individual or individuals.
6. Security Concerns on the Part of the Recognized Student Group or Guest
Many speakers, particularly Heads of State, travel with very specific security requirements. As such they may need to relay this information to Public Safety. These considerations can effect:
1) Choice of Venue: Some venues are better suited than others to support high profile speakers with security concerns. Many Heads of State prefer Lerner Hall to other venues on campus because the Auditorium provides discrete access for the speaker to enter the building. It also provides for a room where the speaker can be brought and secured in the event of an incident.
2) Screening of Audience: Some speakers may require all guests to pass through magnetometers (metal detectors) prior to entering the venue. It is rare; however, such requirements need special planning such as ensuring that there are adequate electrical resources to power the units.
3) Event Timeline: Events where bags are searched or audience members pass through magnetometers require more time to get the audience cleared and seated. These factors must be considered when determining the setup time needed for the event.