Finding Space for Your Student Group: Barnard College 212-854-8021
Barnard College Special Events provides a range of event support services, including Space Reservations and Audiovisual Services. They will help you with your space set-up and arrange audiovisual equipment and support for your event. Their goal is to provide quality event support for students, faculty, and administrators.
Barnard College Special Events is located in 011 Altschul. Space requests are taken by phone, e-mail, or on a walk-in basis from 10:00 AM until 5:00 PM, Monday through Friday. Assistance with your audiovisual requests for events is also available during these times.
Special Events………………….. x4-8021
Resources for Barnard Events
Aramark Catering Services……x4-6653
The Diana Center Website
Safety & Security…….………. x4-3362
Call Safety & Security if the space you have reserved is not unlocked. On weekends or after 5:00 PM during the week, call the Security Dispatcher with any event set-up concerns; Security will contact Facilities to assist you.
Reserving Space and Audiovisual Services
Clubs recognized by the Student Government Association may reserve space and audiovisual services on the Barnard campus. Please contact College Activities or the Student Government Association to learn more about the club recognition process. Below is a step-by-step guide specifically designed to help you through the process of reserving space and audiovisual services on the Barnard campus.
Step 1… Meet with your club adviser about your programming ideas.
Step 2… Complete the forms necessary for your event (see below for details). Forms are on eBear for your convenience. To download forms from eBear click on the “Others” tab and then the “Special Events” tab. Forms are also available in our office in 011 Altschul and at College Activities in 102 Brooks. In order to request space you must complete an Event Space Request Form. If you require a special room setup – beyond having a door unlocked – please submit an Event Space Request Form a minimum of 10 business days prior to the event.
If you need a place to meet – and no set-up is required – you may submit an Event Space Request Form 3 business days prior to the meeting or activity. If you require audiovisual services or support, you must complete an Audiovisual Service Request Form. Complete an Audiovisual Service Request Form for each event space requiring audiovisual support, e.g. microphone, LCD projection, background music. Audiovisual Service Request Forms are due a minimum of 10 business days prior to the event. Any form not received 10 business days in advance will be supported on an “if we can” basis.
You must fill out an Event Security Form and meet with Security regarding your event if your event has been advertised off campus; if the event is a party or concert; if 150 or more guests are expected to attend; if money is being collected; and/ or if alcohol is being served. Please note, if you plan to serve alcohol, your event must be registered with University Event Management under the University Alcohol Policy. Take all completed forms to the club adviser for review and her/his signed approval. Remember to bring all forms to your adviser so you do not have to make a second (or third) trip!
Step 3… Once your forms are completed, with necessary signatures, bring them to Special Events a minimum of 10 business days prior to the event. You may submit them in person at 011 Altschul or fax them to 212-854-5845. At that time, we will help you with specific set-up ideas and discuss AV needs for your event. Space is limited and there is a lot of activity throughout the year, so it helps to get your request in early! If a specific space is not available, we will work with you to find a comparable one or – if need be – find another date for your event. We will work with you to explore your options.
Departments that Reserve Space
There are several departments at Barnard that reserve space. The following information should help students make sense of who to go to for which space.
The following event spaces, listed by building, are reserved through Special Events 12 months a year. We have also listed the maximum capacity and set-up options for each event space.
Sulzberger Parlor – 3rd floor of Barnard Hall
- Lecture (chairs facing a podium or table) – 80 people
- Buffet (seated meal with self-serve food) – 60 people
- Served (seated meal with food served by wait-staff) – 80 people
- Portraits of Barnard presidents and founders hang in this room. It also has period furniture, a piano, and a fireplace.
James Room – 4th floor of Barnard Hall
- Lecture (chairs facing a podium or table) – 300 people
- Buffet (seated meal with self-serve food) – 180 people
- Served (seated meal with food served by wait-staff) – 200 people
- While the James Room is a large space, it can be made more intimate by using shoji screens as room dividers; ask Special Events for more information.
Ella Weed Room – 223 Milbank
- Lecture (chairs facing a podium or table) – 50 people
- There are chairs assigned to the Ella Weed Room that are not to be removed from the space. A Louis Comfort Tiffany fireplace is also in the room.
Helene L. Kaplan Tower Suite – 17th floor of Sulzberger Hall – North Tower
- Lecture (chairs facing a podium or table) – 50 people
- Buffet (seated meal with self-serve food) – 40 people
- Served (seated meal with food served by wait-staff) – 50 people
Helene L. Kaplan Tower Suite – 17th floor of Sulzberger Hall – South Tower
- Lecture (chairs facing a podium or table) – 40 people
- Buffet (seated meal with self-serve food) – 30 people
- Served (seated meal with food served by wait-staff) – 30 people
If non BC/CU ID guests are invited to an event in the Sulzberger Tower, a guest list is required. Please give the list to Residential Life 24 hours prior to the event. If more than 20 guests are expected to attend, a member of your group must help identify guests at the Front Desk the day of the event.
Lehman Lawn and Walkway
Event Spaces Reserved Through Other Departments
Requests for the following spaces must be directed to the individuals and/or offices listed below. They may have specific deadlines -- check to find out the details!
The Arthur Ross Courtyard (Quad Lawn )
Contact Residential Life and Housing x4-5561.
Classrooms for weekend activities are reserved through Special Events. Classroom space requests for events during the week, Monday through Friday, cannot be considered for events until after the first 2 weeks of each academic semester; at that time contact Special Events.
For information please refer to the Diana Center Web site.