Earl Hall Center Policies and Procedures for Space Application and Usage General Information on Space Request Forms To reserve space in Earl Hall or St. Paul's Chapel, students complete an online space request form: http://wwwb.ais.columbia.edu/lerner/EarlHallSpaceRequest.jsp Space request forms must be approved by group advisors before they are considered. Requests are considered on a first come, first serve basis. Only for SGB, ABC, CI, SGA, GS, or UCM groups. All other groups or individuals must contact the Office of the University Chaplain for a private rental form. General Event Policies All space is reserved on an Ňas isÓ basis. Each room must be left clean with the furniture arranged accordingly. Chairs must be put back exactly in the format they were in. Groups may occupy the designated space only during the specified hours. The set-up, the event itself, and the required clean-up time must all take place within these hours. Groups must vacate their space at the time specified by this request. Earl Hall and St. PaulŐs Chapel are not rehearsal venues. Any space requests for rehearsals will not be granted. Building Access Events with non-CUID attendants expected will be subject to an event review. If the event is approved, a guest list should be provided to earlhall@columbia.edu 24 hours before the event. Cash If an exchange of cash is expected, a Public Safety officer is required. The Earl Hall Center suggests that groups utilize a cash box that can be attained by your advisor. Media If media is expected, a Public Safety officer is required and the Office of Community and Government Affairs must be notified. An event review will be scheduled for events expecting media. Movies If you plan to show a movie at your event, you must submit a public performance license to the Earl Hall Center. Please refer to the Columbia University Movie Night Events Policy. The remote controls for the TV and DVD in the Dodge Room are located in 203 Earl Hall (in the file cabinet under the photo copier machine and mailboxes). The OUC staff member that has approved a movie/film screening in the Dodge Room should leave the remote controls with the Building Manager in Earl Hall prior to the event. Food Any group wishing to serve food in the Earl Hall Auditorium must select vendors that provide disposable containers and tableware. Any group wishing to cater an event in the Earl Hall Auditorium or the lower level of St. Paul's Chapel must use Columbia University Catering. Please contact Columbia University Catering at 212-854-4630 to make appropriate arrangements. Groups serving food in the Earl Hall Auditorium will be assessed a mandatory and minimum clean-up fee of $200 (for student groups, this fee may be covered by the Student Group Facilities Fund). The clean-up fees may be higher than $200 and are determined by the Office of Facilities Management. If you plan to serve food at your event, you must request a Facilities Service Request Form is submitted. Alcohol All groups will respect and abide by the Alcohol, Drug, and Smoking Policy as stated in FACETS. In special circumstances, permission may be given for alcohol to be served. Please file an Alcohol Event Registration Form 10 days prior to your event. Any group serving alcohol will require an Alcohol Proctor and a security guard. Department of Public Safety determines security fees and the hosting group will be charged. Audio/Visual No A/V equipment is available in any of the Earl Hall or St. Paul's Chapel rooms. Please make A/V arrangements with the A/V Department at 212-854-3189. Be aware of sound sensitive events: an event with noise should not be scheduled in the EH Auditorium when meetings are taking place on the second floor of Earl; likewise with the nave and the Choir Room of St. Paul's Chapel. Security When attendance in the Earl Hall Auditorium is expected to reach 175, a security guard is required. Additional security may be required depending on the event. Any group serving alcohol and /or handling cash will require a security guard. Department of Public Safety determines security fees and the hosting group will be charged. Disability Accommodations When reserving space, please indicate ahead of time if any disabled guest(s) will be attending the event. Please be aware that the lower level of the Chapel, including the restrooms, is not disability accessible. The disability lift in Earl Hall is difficult to use and requires the assistance of Public Safety; a fee may be assessed. Furniture, Storage, and Deliveries No group may move the piano, chairs, or the peace altar in the Chapel Nave. Groups will be fined $100 for unauthorized movement. Additional charges may be incurred for any damages caused by unauthorized movement or misuse of these items. The Earl Hall Center has no storage space. Tables and other deliveries must be scheduled to arrive during the time reserved for the group events. Table should be dropped off on the same day of the event. We assume no responsibility or liability for deliveries or personal property. No Decorations No one can deface or damage the building in any way. There can be no pinning, taping, stapling or otherwise affixing decorations, signs, balloons, etc., to the walls, doors, floors, and woodwork anywhere in Earl Hall or St. PaulŐs Chapel (with the Art Gallery shows being an exception). Fines of $25 will be charged to any group violating this policy, and fines of $100 will be charged to any group taping or affixing objects to the handi-lift railings. Event Cancellations Earl Hall will make every effort to accommodate all groups. However, we reserve the right to deny, cancel, or modify a request. Earl Hall reserves the right to cancel an event, which violates University and Earl Hall policies, prior to or during the event. Any willful group misrepresentation, with respect to group sponsorship, consumption of alcohol, attendance, serving food, charging admission, etc., will result in cancellation of the event or its immediate termination by the Department of Public Safety and cancellation of any upcoming events. No future request will be considered. The third floor landing of Earl Hall must be kept clear at all times. No tables, chairs, coat racks, etc., may be moved out into this area. Failure to comply with this rule will result in the immediate cancellation of your event. Any group that does not use space at the time it was reserved on two consecutive occasions will be removed from the calendar for the remainder of the semester. This policy will be strictly enforced. Trading your room reservation with another group is prohibited. If it is determined that this has been done without the express permission of Earl Hall Center staff, your reservation will be cancelled for the remainder of the semester.