Planning Events

The Office of Student Services is here to assist in making your next event a success! This guide will lead you through the various steps you will take in organizing your event, with the goal of making your project stress-free.

 

Please review the guide at your convenience, and don’t hesitate to contact [email protected] if you have any questions.

Planning and hosting an event is tremendously worthwhile for your organization. Although there are a number of policies to follow, this section sets them out for you to make your job that much easier. Of course, you should always feel free to come to Student Services or, as applicable and set forth in this Handbook, another Columbia Law School Office, with any questions. Once you have finalized your event, you MUST add your event to the Student Organizations Calendar.
 


STEP ONE: CHOOSE A DATE

In an effort to avoid conflicting programs, please check the following calendars well in advance of the event (e.g., a month or more prior):

  • Law Cal (LawCal)
  • Student Organization Calendar
  • Student Affairs Calendar
  • Dates when room reservations are limited
     

STEP TWO: ROOM RESERVATION

  • The Room Reservations Handbook is a resource you should review before submitting a room reservation request. All requests for space must be submitted to Room Reservations via the Law School’s Virtual EMS. Please review the Room Reservations page for additional information on available law school rooms, including their capacity and AV capabilities. Please contact Room Reservations after you have consulted the Room Reservations Handbook and ask any questions you still might have.
     
  • If you would like to reserve a room or space at another Columbia University School or venue (such as the auditorium at Lerner Hall or any outdoor space at the University) please contact Jeff Bagares (jb3861) as far in advance as possible. Some spaces at the University must be reserved in the semester prior to the one during which the event is held.
     
  • Depending on the date and time, you might be charged to use the space, please review the student organizations handbook for additional information.
     

STEP THREE: INVITING A SPEAKER

Extend an invitation to the individuals you would like to speak to via e-mail or mail.

  • If your student organization is covering travel expenses for your guests (airfare, lodging, cab fare) please speak with Jeff Bagares at least 6 weeks before the expenses will be incurred. Only designated staff and travel arrangers can book travel on behalf of Students and Guests. Please note that all travel requires a Detailed Business Purpose addressing the 5 W’s: Who? What? When? Where? Why?
     
  • If the person is a head of state, head of government, cabinet minister, high government official or leader, or is considered high profile or controversial, please let Jeff Bagares know as soon as possible but not less than 10 business days before the event. If the person is a federal or state court judge or senior court administrator, please refer to the section below entitled “The Judiciary.”   Please note, events including any of the aforementioned will require an event review by Student Services and/or another applicable Columbia Law School Office and/or Columbia University Events Management as set forth in this Handbook.
    • Carefully review the University's Policy on Partisan Political Activity before you plan any action or event sponsored by a political party or candidate.
    • If your guests require special security, your student organization will be charged additional security fees.
    • If you aren’t sure if your invited speaker or guests fall in this category, please reach out to [email protected] and, if applicable, any other Columbia Law School Office that may require “Additional Outreach” as set forth below.
       

STEP FOUR: ADDITIONAL OUTREACH

Students Organizations that are planning career or professional events should first coordinate with the relevant Columbia Law School Office:

  • Private Sector: If your student organization is planning to host a program on any of the following topics please send the date, names of the law firm(s), and speakers to Sonovia Harmon ([email protected]) in the Office of Private Sector Careers. Please note, the Office of Private Sector Careers schedules annual meetings in the late summer/early fall with student groups that actively plan career-related programming.
    • Recruiting/Job Search/On-Campus Interviewing
    • Interviewing and Networking skills
    • Professional Development and On-the-Job Issues
    • On-Campus Networking Receptions
    • Resumes for Private Sector Jobs
       
  • Public Interest: The Office of Public Interest/Public Service Law and Careers has limited funds for the co-sponsorship of student programs that address SJI core issues and careers. These funds need to be used fairly and where they will have the greatest impact. If you would like to request funding from the PI/PS Office, please submit this form as far in advance as possible. After receiving a request, the PI/PS Office will do an internal assessment based on objective criteria to determine whether we can co-sponsor the event. Please keep in mind that if we agree to co-sponsor the event, we will need to be directly involved in the planning and will likely only be able to contribute a portion of the total cost of the event. Topics that will be considered for funding include:
    • Public Interest/Public Service at Columbia
    • Pro Bono
    • Post-Graduate Fellowships
    • Summer Internships and Legal Careers in Public Interest, Government and International Human Rights
    • Alumni in Public Interest or Government
    • LRAP
    • Resumes for Public Sector Jobs
    • Cutting Edge Issues in Social Justice (careers, current events, etc.)

Please reach out to the Assistant Director of Operations, Callie Kanim ([email protected]), with any questions regarding this process. 

  • Judicial NetworkingThe Office of Judicial Careers (OJC) serves as the administrative hub for all programs, panels, and networking events, whether hosted on or off campus, involving federal and state judges, law clerks, or other court administrative professionals. Twice a year, at the commencement of the Fall and Spring terms, OJC publishes its calendar of independently produced professional development events, many of which include judges, law clerks, faculty, staff, and alumni as panelists or participants. OJC also works with the Office of the Dean, faculty, the Writing Center, and other Career Offices to ensure that its programs meet the needs of, and are of interest to, Columbia Law students.

    In addition to this office-centric programming, OJC encourages Student Organizations to host their own independent programs, panels, and networking events that may feature judges, law clerks, or other professionals in the judiciary. OJC also welcomes collaboration with and offers potential co-sponsorship (in the form of limited financial or other administrative support) to Student Organizations with respect to judicial events.

    Please review OJC’s Guide to Judicial Networking, for a step-by-step guide on how to best interact with judges and law clerks, how to invite and host judges and clerks for on-campus or off-campus events, and how to best collaborate with OJC. Associate Director Dianisbeth Acquie ([email protected]) is the point of contact with respect to all Student Organization interactions with OJC. OJC will also schedule discussions with judiciary chairs in the summer to assist with Academic Year planning. If your organization does not have a judiciary chair, please let Director Acquie know the point of contact for your organization.
     
  • Alumni: All alumni requests should be directed to Beth Evans, Associate Director of Alumni Relations at [email protected] as well as Jeff Bagares for approval.
    • If you would like to invite alumni Columbia Law School alumni to participate in an event, please send the following for approval to Beth and Jeff:
      • Summary of the event including date, time, and location
      • the alumna/us you are interested in asking.
      • a list of other speakers, if applicable
         
    • If you would like to invite alumni to your event as attendees, please contact Beth and Jeff with a copy of the invitation you would like to distribute. Due to data-sharing policies, the Alumni Office cannot provide alumni contact information. However, the Alumni Office can send an email on your behalf. If you would like to invite alumni to your event, as either speakers or attendees and have independently obtained contact information, you may contact those alumni directly. In advance, please provide Beth with the names of the alumni you plan to contact and the reason for the contact.

NOTE: The Alumni Relations Office has requested at least 4 weeks’ notice prior to the date that you would like your invitations (or “save the date” notices) distributed. Keep in mind that, for events whose success depends on robust alumni attendance, you should plan on having your invitations distributed at least two months before the date of your event.

  • Externships, Moot Court, and Legal Writing: If your event will involve Externships, Moot Court, or Legal Writing, please reach out to Angela To ([email protected]) Assistant Director of Legal Writing, Moot Court, and Externship programs as far in advance as possible, but not less than 2 weeks before the event so that your organization can coordinate with her.

STEP FIVE: ADVERTISING AND PUBLICITY

Student organizations have multiple options for advertising and publicizing their events. Student organizations can use:

  • LawCal – The Law School advertises events via the Law Calendar (LawCal). LawCal events are included in a daily email to students and also appear on the Law School's monitor in JG Lobby. Please complete an Event Submission Form as soon as the details for your event are finalized. Any updates or changes to your original description should be e-mailed to [email protected].
     
  • Front Email - Student organizations have their own inbox management where they can receive and send out emails to students subscribed to their organization and external parties by using the Front app.
     
  • CLS Connect (Campus Groups) – Student organizations have a Campus Groups profile where each organization can send out emails to their members, upload important documents for their members to see, create surveys, create event rsvp, etc
     
  • Organization Website - You should also consider how best to utilize your organization's website both to publicize events in advance and to use your "web presence" to keep interested people abreast of your organization's activities in general.
     
  • The Office of Communications, Marketing, and Public Affairs promotes Law School events through various channels, including lobby monitor signs, social media, and the website. If you have questions or think the office may be interested in covering your event, please email [email protected] as far in advance as possible (preferably at least two weeks before the event) to discuss.

STEP SIX: CATERING

When ordering food, please be sensitive to the range of dietary restrictions reflected in our student body, including Kosher, Vegetarian/Vegan, gluten-free, and various food allergies. If possible, add healthy options.

All food delivery and drop-off on campus do not require a contract and payment is made against an invoice. However, a purchase order is strictly required for catered events that include waitstaff or other labor. Please know that if alcohol is served, an NYC temporary Catering Permit is also required for each day of the event. Please refer to the Purchase Orders information in the Student Organization Handbook.

Rules Governing on-campus events with Alcohol

  • Student Services must be notified if you intend to serve alcohol at your event.  You must fill out an alcohol notification form and provide it to Student Services.
  • All events that will serve alcohol must obtain a Temporary Beer and Wine Permit.
  • No alcohol may be served at an event that begins before 5:00 p.m.
  • You may only serve beer and wine at Law School events held on campus; no hard alcohol is permitted.
  • Self-service of alcohol at an event is NOT permitted. 
  • At least one organization member who has attended a University Event Management Alcohol Training session must monitor each area where alcohol is being served at an event.  The schedule for such training and the procedure for registering may be found HERE  Alcohol monitors may not drink alcoholic beverages before or during the time that they are monitoring an alcohol service area.
  • Alcoholic beverages must be poured by servers who themselves have not been drinking alcoholic beverages prior to serving and who are not drinking while they are serving.  Servers may be Law School students who are at least 21 years old.
  • Ample food and non-alcoholic beverages must be served and prominently displayed at any event where alcohol is served.
  • All of your guests must be at least 21 years old and must be able to produce identification of age if asked.

We strongly encourage you to choose from one of these Preferred Caterers when catering on campus: Alice on Six, Food Trends, Gracious Thyme, Cloud Catering, Kitchenette, Scholastic, Sterling Affair, Corner Cafe, Between the Bread (Blake & Todd), Dig Inn Seasonal Market
 


STEP SEVEN: PAYING FOR THE EVENT

A student can NEVER sign a contract on behalf of student organizations or the University.

Below you will find a summary of the different ways the Law School can pay a vendor on your organization’s behalf. Please note, though, that not all payment methods may be used in all situations. Therefore, you are strongly encouraged to consult with your treasurer in advance of the event and to read pages 20 to 26, which provide more in-depth details.

To request a Letter of Credit (LOC), use of the P-Card, reimbursement, a check, or a contract, or to submit an invoice, please complete the Student Organizations Request Form, making sure to complete all of the required fields as appropriate to your request.

  • Letter of Credit (LOC): Only student organization Treasurers can obtain an LOC from Student Services. Once obtained, the Treasurer can "hand it off" to another member of your organization to actually conduct the transaction with the vendor.
     
  • Limited-Use Credit Card (P-Card): Student Services has access to a limited-use credit card, which we refer to as the P-card.  Of particular importance to student organizations, the card may be used to purchase Books, Subscriptions, Memberships, Conference fees, Postage, Supplies, and materials (not available at Staples), Promotional items from Approved Promotional Vendors (less than $2500.00), Food/Meals delivered on campus (strictly delivered and consumed on campus).
     
  • A Purchase Order (PO): Certain goods and services require the issuance of a Purchase Order (PO). A requisition, which is a request for a Purchase Order, must be submitted to the Student Organizations in order to be initiated. Any goods and services that require the issuance of a Purchase Order, cannot be ordered and work cannot commence until a requisition has been approved by the Central Purchasing and a Purchase Order has been issued.
     
  • Invoice: An invoice prepared and submitted by an approved vendor can be paid by the Law School. Please note that Columbia University is a tax-exempt organization. Sales tax should never be included in the amount to be paid. You can obtain a tax-exempt form by requesting it to [email protected].
     
  • Honorarium: An honorarium payment is a gratuitous payment to a lecturer or a professional person outside the University community ( a University faculty, staff member, or student) as an expression of thanks. It is taxable income and is reportable to the Internal Revenue Service. Honorarium payments should not exceed $250.00.
     
  • Student Prizes & Awards: Awards to Columbia students who receive Financial Aid must be submitted to the Financial Aid office for processing. Awards to Columbia students who do not receive Financial Aid, or payments to non-Columbia students, may be submitted to Student Organizations for processing, and do not need to go through the Financial Aid office. If your student organization does not know whether or not a student receives Financial Aid, check with the student organization first to determine the appropriate route for payment. Please note, prizes are won in a competition; awards are achieved or granted.
     
  • Student Reimbursement: This should be considered a last resort. Please be aware that it may take several weeks to process a reimbursement request and the Law School cannot guarantee that it will issue a reimbursement before a student is required to pay for a charge that appears on their credit card statement. The Law School will not reimburse students for any finance charges incurred on a personal credit card. So before a member of your organization pays for any expenses out-of-pocket, explore with Student Organizations whether that is the only payment method available.

Students have really enjoyed the fact that retreats give the opportunity to bond, build community and get away from the city for a couple of days! In order to ensure a successful retreat, please review the following steps.  Once you have finalized your event, you MUST add your event to the Student Organizations Calendar.


STEP ONE: CHOOSE A DATE

 In an effort to avoid conflicting programs please check the following calendars well in advance of the event:

  • Law Cal (LawCal)
  • Student Organization and Affinity Groups Calendars
  • Student Affairs Calendar
     

STEP TWO: CHOOSE A LOCATION

Student Services maintains a list of approved retreat locations that other student organizations have used in the past.  New venues can be added to this list, but this entails a university approval process that requires additional planning time.  Even once a venue has been approved, the contracting process can be time-consuming, and you should allow 4-6 weeks for drafts to be exchanged and a contract to be signed.
 


STEP THREE: PAYING FOR THE RETREAT AND MISCELLANEOUS COSTS

A student can NEVER sign a contract on behalf of student organizations or the University.

Below you will find a summary of the different ways the Law School can pay a vendor on your organization’s behalf. Please note, though, that not all payment methods may be used in all situations. Therefore, you are strongly encouraged to consult with your treasurer in advance of the event and review the student organizations handbook which provides more in-depth details.

To request a Letter of Credit (LOC), use of the P-Card, reimbursement, a check, or a contract, or to submit an invoice, please complete the Student Organizations Request Form, making sure to complete all of the required fields as appropriate to your request.

  • Letter of Credit (LOC): Only student organization Treasurers can obtain an LOC from Student Services. Once obtained, the Treasurer can "hand it off" to another member of your organization to actually conduct the transaction with the vendor.
     
  • Contracts: Student organizations are encouraged to hold events at venues outside of Columbia University. If your organization will be staying at a venue overnight, such as a retreat, a contract is mandatory. Once vetted, an amendment may be created and sent to the vendor for signature. If the vendor does not require a contract, but Columbia requires one for events of 30 or more attendees or events like retreats, please contact student organizations and we will draft a contract. All contracts need to be submitted by your organization to Student Services using the Student Organizations Request Form.
    • It may take as many as 4-6 weeks for a contract to be reviewed and approved, so please plan accordingly.
    • If the venue you plan to use is not in the University's financial system, it will take approximately one to two additional weeks to add it.  Student Services can verify whether or not a venue is in the financial system by emailing [email protected].
       
  • Limited-Use Credit Card (P-Card): Student Services has access to a limited-use credit card, which we refer to as the P-card.  Of particular importance to student organizations, the card may be used to purchase Books, Subscriptions, Memberships, Conference fees, Postage, Supplies, and materials (not available at Staples), Promotional items from Approved Promotional Vendors, Food/Meals delivered on campus (strictly delivered and consumed on campus).
     
  • A Purchase Order (PO): Certain goods and services require the issuance of a Purchase Order (PO). A requisition, which is a request for a Purchase Order, must be submitted to the Student Organizations in order to be initiated. Any goods and services that require the issuance of a Purchase Order, cannot be ordered and work cannot commence until a requisition has been approved by the Central Purchasing and a Purchase Order has been issued.
     
  • Invoice: An invoice prepared and submitted by an approved vendor can be paid by the Law School. Please note that Columbia University is a tax-exempt organization. Sales tax should never be included in the amount to be paid. You can obtain a tax-exempt form by requesting it to [email protected].
     
  • Student Reimbursement: This should be considered a last resort. Please be aware that it may take several weeks to process a reimbursement request and the Law School cannot guarantee that it will issue a reimbursement before a student is required to pay for a charge that appears on their credit card statement. The Law School will not reimburse students for any finance charges incurred on a personal credit card. So before a member of your organization pays for any expenses out-of-pocket, explore with Student Organizations whether that is the only payment method available.
     
  • Transportation: Columbia Transportation provides bus and van charter services and it requires 3 weeks in advance in order to guarantee a bus. Quotes and reservations can be made by completing a Charter Request Form and it should be completed to obtain a quote(s) for charger services. Upon receipt, Columbia Transportation will provide a quote within 2-3 business days.  Visit this website for more information.
     

STEP FOUR: REGISTER YOUR RETREAT

Once you solidify your retreat plans, please email Student Organizations at [email protected] with the following information. Columbia Law School’s Business Office will not process any paperwork/payment related to the retreat without this information:

  1. Name of Organization
  2. Date of Retreat
  3. Name of Organization's
  4. Contact Person
  5. Contact Person's UNI
  6. Purpose of Retreat
  7. Budget
  8. Approval Letter from the Dean of Students

Once this information is received, you will receive a copy of a waiver that all members who are attending must sign and return to Student Services at least two business days before the retreat.

STEP ONE: CHOOSE A DATE

In an effort to avoid conflicting programs please check the following calendars well in advance of the event. Once you have finalized your event, you MUST add them to the student organization calendar.

  •  Law Cal (LawCal)
  • Student Organization and Affinity Groups Calendars
  • Student Affairs Calendar

STEP TWO: SECURING A VENUE

There are a whole host of factors to consider when budgeting for a conference and gala.  Please find a list of venues and vendors Columbia Law School Student Organizations have used in the past.
 


STEP THREE: BUDGET

Once you have decided on a venue and it is available to host your event, please email [email protected] as soon as possible to discuss payment. Please reach out to Student Organizations 2 -3 months before your event. You will more than likely have to enter into a contract to facilitate payment to the venue.

A student may NEVER sign a contract on behalf of student organizations or the University.

Some area venues have a master agreement with the University which allows for a slightly expedited, certainly more streamlined method of approval. A list of vendors and venues with a master agreement can be found here.

 If your off-campus event meets any of the following criteria, you must have a contract signed by the University:

  • Food and alcohol will be served at your event and 29 or more attendees are expected.
     
  • Food will be served at your event and 29 or more attendees are expected.
     
  • Your event involves an activity that raises issues of physical safety (e.g., laser tag, sporting events).
     
  • Your organization will be staying at a venue overnight, such as a retreat.
     

If you have a contract or master agreement, please submit it to Student Services using the Student Organizations Request Form. If the venue doesn't have a contract, please let Student Organizations know and we will have a contract prepared for you by the Business Office. It will take as many as three weeks for a contract to be reviewed and approved, so please plan accordingly. If the venue you plan to use is not in the University's financial system, it will take approximately one to two additional weeks to add it. Student Organizations can verify whether or not a venue is in the financial system by speaking to Jeff Bagares.
 


STEP FOUR: SPEAKERS AND GUESTS

Extend an invitation to the individuals you would like to speak via e-mail or mail.  If your student organization is covering travel expenses for your guests (airfare, lodging, cab fare) please speak with Jeff Bagares at least 6 weeks before the expenses will be incurred. Only designated staff, and travel arrangers, can book travel on behalf of Students and Guests. Please note that all travel requires a Detailed Business Purpose addressing the 5 W’s: Who? What? When? Where? Why?

If the person is a head of state, head of government, cabinet minister, high government official or leader, is considered high profile or controversial, please let Jeff Bagares know as soon as possible but not less than 10 business days before the event. Please note, events including any of the aforementioned will require an event review.

  • Carefully review the University's Policy on Partisan Political Activity before you plan any action or event sponsored by a political party or candidate.
     
  • If your guests require special security, your student organization will be charged additional security fees.
     
  • If you aren’t sure if your invited speaker or guests fall in this category, please reach out to [email protected].

Additional Outreach:

  • If you are inviting a speaker or bestowing an award to an attorney who works for the private sector, please contact Sonovia Harmon ([email protected]) from the Office of Private Sector Careers.
     
  • If you are inviting a speaker or bestowing an award to an attorney who works in the public interest sector, please contact Callie Kanim ([email protected]) from the Office of Public Interest/Public Service Law and Careers.
     
  • If you are inviting or bestowing an award to a judge, please contact Dianisbeth Acquie ([email protected]) from the Office of Judicial Careers.
     
  • If you would like to invite alumni but do not have their contact information, contact Beth Evans ([email protected]) from the Office of Alumni and Development, at least four weeks in advance with the details of your event, the alumni you wish to contact, and why you want to contact them.
     

STEP FIVE: PUBLICIZING YOUR EVENT

Student organizations have multiple options for advertising and publicizing their events. Student organizations can use:

  • LawCal – The Law School advertises events via the Law Calendar (LawCal). LawCal events are included in a daily email to students and also appear on the Law School's monitor in JG Lobby. Please complete an Event Submission Form as soon as the details for your event are finalized. Any updates or changes to your original description should be e-mailed to [email protected].
     
  • Front Email - Student organizations have their own inbox management where they can receive and send out emails to students subscribed to their organization and external parties by using the Front app.
     
  • CLS Connect (Campus Groups) – Student organizations have a Campus Groups profile where each organization can send out emails to their members, upload important documents for their members to see, create surveys, create event rsvp, etc.
     
  • Organization Website - You should also consider how best to utilize your organization's website both to publicize events in advance and to use your "web presence" to keep interested people abreast of your organization's activities in general.
     
  • The Office of Communications, Marketing, and Public Affairs promotes Law School events through various channels, including on the lobby monitor signs, social media, and the website. If you have questions or think the office may be interested in covering your event, please email [email protected] as far in advance as possible (preferably at least two weeks before the event) to discuss.

STEP SIX: PAYING FOR EXPENSES

A student may NEVER sign a contract on behalf of student organizations or the University.

Below you will find a summary of the different ways the Law School can pay a vendor on your organization’s behalf. Please note, though, that not all payment methods may be used in all situations. Therefore, you are strongly encouraged to consult with your treasurer in advance of the event and read the student organizations handbook which provides more in-depth details.

To request a Letter of Credit (LOC), use of the P-Card, reimbursement, a check, or a contract, or to submit an invoice, please complete the Student Organizations Request Form, making sure to complete all of the required fields as appropriate to your request.

  • Letter of Credit (LOC): Only student organization Treasurers can obtain an LOC from Student Services. Once obtained, the Treasurer can "hand it off" to another member of your organization to actually conduct the transaction with the vendor.
     
  • Limited-Use Credit Card (P-Card): Student services have access to a limited-use credit card, which we refer to as the P-card. Of particular importance to student organizations, the card may be used to purchase books, subscriptions, memberships, conference fees, postage, supplies, and materials (not available at Staples). Promotional items from approved promotional vendors, food/meals delivered on campus (strictly delivered and consumed on campus.
     
  • Contracts: Student organizations are encouraged to hold events at venues outside of Columbia University. If your organization is holding a conference, gala, or banquet with more than 30 attendees, a contract is mandatory. Once vetted, an amendment may be created and sent to the vendor for signature. If the vendor does not require a contract, but Columbia requires one for events over 30 or more attendees or events such as, please contact student organizations and we will draft a contract. All contracts need to be submitted by your organization to Student Services using the Student Organizations Request Form.
    • Some area vendors have a master agreement with the university which allows for a slightly expedited, certainly more streamlined method of approval. A list of vendors and venues with a master agreement can be found here.
    •  It may take as many as three weeks for a contract to be reviewed and approved, so please plan accordingly.
    • If the venue you plan to use is not in the University's financial system, it will take approximately one to two additional weeks to add it.  Student Services can verify whether or not a venue is in the financial system by emailing [email protected].
       
  • A Purchase Order (PO): Certain goods and services require the issuance of a Purchase Order (PO). A requisition, which is a request for a Purchase Order, must be submitted to the Student Organizations in order to be initiated. Any goods and services that require the issuance of a Purchase Order cannot be ordered and work cannot commence until a requisition has been approved by Central Purchasing and a Purchase Order has been issued.
     
  • Honorarium: An honorarium payment is a gratuitous payment to a lecturer or a professional person outside the University community (not a university faculty, staff member, or students) as an expression of thanks. It is taxable income and is reportable to the Internal Revenue Service. Honorarium payments should not exceed $250.00.
     
  • Invoice: An invoice prepared and submitted by an approved vendor can be paid by the Law School. Please note that Columbia University is a tax-exempt organization. Sales tax should never be included in the amount to be paid. You can obtain a tax-exempt form by requesting it to [email protected].

     
  • Student Prizes & Awards: Awards to Columbia students who receive Financial Aid must be submitted to the Financial Aid office for processing. Awards to Columbia students who do not receive Financial Aid, or payments to non-Columbia students, may be submitted to Student Organizations for processing, and do not need to go through the Financial Aid office. If your student organization does not know whether or not a student receives Financial Aid, check with the student organization first to determine the appropriate route for payment. Please note, prizes are won in a competition; awards are achieved or granted.
     
  • Student Reimbursement: This should be considered a last resort. Please be aware that it may take several weeks to process a reimbursement request and the Law School cannot guarantee that it will issue a reimbursement before a student is required to pay for a charge that appears on their credit card statement. The Law School will not reimburse students for any finance charges incurred on a personal credit card.

For a variety of reasons, you may find it challenging to bring people together in the same space and you may end up organizing a virtual event. Once you have finalized your event, you MUST add your event to the Student Organization Calendar.
 


STEP ONE: CHOOSE A DATE

In an effort to avoid conflicting programs, please check the following calendars well in advance of the event:

  • Law Cal (LawCal)
  • Student Organization Calendar
  • Student Affairs Calendar
  • Dates when room reservations are limited 
     

STEP TWO: INVITING A SPEAKER & ADDITIONAL OUTREACH

Extend an invitation to the individuals you would like to speak via e-mail or mail.

  • If the person is a head of state, head of government, cabinet minister, high government official or leader, or is considered high profile or controversial, please let Jeff Bagares know as soon as possible but not less than 10 business days before the event. If the person is a federal or state court judge or senior court administrator, please refer to the section below entitled “The Judiciary.”   Please note, events including any of the aforementioned will require an event review by Student Services and/or another applicable Columbia Law School Office and/or Columbia University Events Management as set forth in this Handbook.
    • Carefully review the University's Policy on Partisan Political Activity before you plan any action or event sponsored by a political party or candidate.
       
    • If your guests require special security, your student organization will be charged additional security fees.
       
    • If you aren’t sure if your invited speaker or guests fall in this category, please reach out to [email protected] and, if applicable, any other Columbia Law School Office that may require “Additional Outreach” as set forth below.
       

Additional Outreach

Students Organizations that are planning career or professional events should first coordinate with the relevant Columbia Law School Office:

  • Private Sector: If your student organization is planning to host a program on any of the following topics please send the date, names of the law firm(s), and speakers to Sonovia Harmon ([email protected]) in the Office of Private Sector Careers. Please note, the Office of Private Sector Careers schedules annual meetings in the late summer/early fall with student groups that actively plan career-related programming.
    • Recruiting/Job Search/On-Campus Interviewing
    • Interviewing and Networking skills
    • Professional Development and On-the-Job Issues
    • On-Campus Networking Receptions
    • Resumes for Private Sector Jobs
       
  • Public Interest: The Office of Public Interest/Public Service Law and Careers has limited funds for the co-sponsorship of student programs that address SJI core issues and careers. These funds need to be used fairly and where they will have the greatest impact. If you would like to request funding from the PI/PS Office, please submit this form as far in advance as possible. After receiving a request, the PI/PS Office will do an internal assessment based on objective criteria to determine whether we can co-sponsor the event. Please keep in mind that if we agree to co-sponsor the event, we will need to be directly involved in the planning and will likely only be able to contribute a portion of the total cost of the event. Topics that will be considered for funding include:
    • Public Interest/Public Service at Columbia
    • Pro Bono
    • Post-Graduate Fellowships
    • Summer Internships and Legal Careers in Public Interest, Government and International Human Rights
    • Alumni in Public Interest or Government
    • LRAP
    • Resumes for Public Sector Jobs
    • Cutting Edge Issues in Social Justice (careers, current events, etc.)

Please reach out to the Assistant Director of Operations, Callie Kanim ([email protected]), with any questions regarding this process. 

  • Judicial NetworkingThe Office of Judicial Careers (OJC) serves as the administrative hub for all programs, panels, and networking events, whether hosted on or off campus, involving federal and state judges, law clerks, or other court administrative professionals. Twice a year, at the commencement of the Fall and Spring terms, OJC publishes its calendar of independently produced professional development events, many of which include judges, law clerks, faculty, staff, and alumni as panelists or participants. OJC also works with the Office of the Dean, faculty, the Writing Center, and other Career Offices to ensure that its programs meet the needs of, and are of interest to, Columbia Law students.


    In addition to this office-centric programming, OJC encourages Student Organizations to host their own independent programs, panels, and networking events that may feature judges, law clerks, or other professionals in the judiciary. OJC also welcomes collaboration with and offers potential co-sponsorship (in the form of limited financial or other administrative support) to Student Organizations with respect to judicial events.


    Please review OJC’s Guide to Judicial Networking, for a step-by-step guide on how to best interact with judges and law clerks, how to invite and host judges and clerks for on-campus or off-campus events, and how to best collaborate with OJC. Associate Director Dianisbeth Acquie ([email protected]) is the point of contact with respect to all Student Organization interactions with OJC. OJC will also schedule discussions with judiciary chairs in the summer to assist with Academic Year planning. If your organization does not have a judiciary chair, please let Director Acquie know the point of contact for your organization.
     
  • Alumni: All alumni requests should be directed to Beth Evans, Associate Director of Alumni Relations at [email protected] as well as Jeff Bagares for approval.
    • If you would like to invite alumni Columbia Law School alumni to participate in an event, please send the following for approval to Beth and Jeff:
      • Summary of the event including date, time, and location
      • the alumna/us you are interested in asking.
      • a list of other speakers, if applicable
         
    • If you would like to invite alumni to your event as attendees, please contact Beth and Jeff with a copy of the invitation you would like to distribute. Due to data sharing policies, the Alumni Office cannot provide alumni contact information. However, the Alumni Office can send an email on your behalf.
      • If you would like to invite alumni to your event, as either speakers or attendees and have independently obtained contact information, you may contact those alumni directly. In advance, please provide Beth with the names of the alumni you plan to contact and the reason for the contact.

NOTE: The Alumni Relations Office has requested at least 4 weeks’ notice prior to the date that you would like your invitations (or “save the date” notices) distributed. Keep in mind that, for events whose success depends on robust alumni attendance, you should plan on having your invitations distributed at least two months before the date of your event.
 

  • Externships, Moot Court, and Legal Writing: If your event will involve Externships, Moot Court, or Legal Writing, please reach out to Angela To ([email protected]) Assistant Director of Legal Writing, Moot Court, and Externship programs as far in advance as possible, but not less than 2 weeks before the event so that your organization can coordinate with her.

STEP THREE: ADVERTISING AND PUBLICIZING YOUR EVENT

Student organizations have multiple options for advertising and publicizing their events. Student organizations can use:

  • LawCal – The Law School advertises events via the Law Calendar (LawCal). LawCal events are included in a daily email to students and also appear on the Law School's monitor in JG Lobby. Please complete an Event Submission Form as soon as the details for your event are finalized. Any updates or changes to your original description should be e-mailed to [email protected].
     
  • Front Email - Student organizations have their own inbox management where they can receive and send out emails to students subscribed to their organization and external parties by using the Front app.
     
  • CLS Connect (Campus Groups) – Student organizations have a Campus Groups profile where each organization can send out emails to their members, upload important documents for their members to see, create surveys, create event rsvp, etc
     
  • Organization Website - You should also consider how best to utilize your organization's website both to publicize events in advance and to use your "web presence" to keep interested people abreast of your organization's activities in general.
     
  • The Office of Communications, Marketing, and Public Affairs promotes Law School events through various channels, including on the lobby monitor signs, social media, and the website. If you have questions or think the office may be interested in covering your event, please email [email protected] as far in advance as possible (preferably at least two weeks before the event) to discuss.

STEP FOUR: VIRTUAL FILMING BEST PRACTICES AND WEBINAR ARRANGEMENTS

When planning an event, please use this guide for meeting and webinar best practices resources. The Office of Communications, Marketing, and Public Affairs has also prepared the following as guidance:

  • Custom Zoom Backgrounds
  • Filming from Home Best Practices
  • How to Use a Custom Background in Zoom

All current law school students have been upgraded to a Zoom Pro account and can host a Zoom meeting with up to 300 attendees, hold meetings longer than 40 minutes, and schedule an unlimited number of meetings.

If you would like IT support in your event, please email [email protected] the following information:

  • Whether it is a Zoom meeting with one person present or a webinar panelist.
  • The number of attendees expected.
  • Registration y/n.
  • Is it part of a CLS student group?
  • If IT trains you, will you be able to run the session on your own?
  • Title of the event.
  • Description.
  • Date / Time.
  • Co-host email addresses. (UNI only)
  • Panelist email addresses.
  • Can you provide a run of the show?
  • Will this be recorded? If so, is consent a factor?
     

STEP FIVE: PAYING FOR EXPENSES

A student may NEVER sign a contract on behalf of student organizations or the University.

Below you will find a summary of the different ways the Law School can pay a vendor on your organization’s behalf. Please note, though, that not all payment methods may be used in all situations. Therefore, you are strongly encouraged to consult with your treasurer in advance of the event and read the student organization handbook which provides more in-depth details.

To request a Letter of Credit (LOC), use of the P-Card, reimbursement, a check, or a contract, or to submit an invoice, please complete the Student Organizations Request Form, making sure to complete all of the required fields as appropriate to your request.

  • Letter of Credit (LOC): Only registered and trained student organization Treasurers can obtain an LOC from Student Services. Once obtained, the Treasurer can "hand it off" to another member of your organization to actually conduct the transaction with the vendor.
     
  • Limited-Use Credit Card (P-Card): Student services have access to a limited-use credit card, which we refer to as the P-card. Of particular importance to student organizations, the card may be used to purchase books, subscriptions, memberships, conference fees, postage, supplies, and materials (not available at Staples). Promotional items from approved promotional vendors, food/meals delivered on campus (strictly delivered and consumed on campus.
     
  • A Purchase Order (PO): Certain goods and services require the issuance of a Purchase Order (PO). A requisition, which is a request for a Purchase Order, must be submitted to the Student Organizations in order to be initiated. Any goods and services that require the issuance of a Purchase Order, cannot be ordered and work cannot commence until a requisition has been approved by the Central Purchasing and a Purchase Order has been issued.
  • Honorarium: An honorarium payment is a gratuitous payment to a lecturer or a professional person outside the University community (not a University faculty, staff member, or students) as an expression of thanks. It is taxable income and is reportable to the Internal Revenue Service. Honorarium payments should not exceed $250.00.
     
  • Invoice: An invoice prepared and submitted by an approved vendor can be paid by the Law School. Please note that Columbia University is a tax-exempt organization. Sales tax should never be included in the amount to be paid. You can obtain a tax-exempt form by requesting it to [email protected]
     
  • Student Prizes & Awards: Awards to Columbia students who receive Financial Aid must be submitted to the Financial Aid office for processing. Awards to Columbia students who do not receive Financial Aid, or payments to non-Columbia students, may be submitted to Student Organizations for processing, and do not need to go through the Financial Aid office. If your student organization does not know whether or not a student receives Financial Aid, check with the student organization first to determine the appropriate route for payment. Please note, prizes are won in a competition; awards are achieved or granted.
     
  • Student Reimbursement: This should be considered a last resort. Please be aware that it may take several weeks to process a reimbursement request and the Law School cannot guarantee that it will issue a reimbursement before a student is required to pay for a charge that appears on their credit card statement. The Law School will not reimburse students for any finance charges incurred on a personal credit card.
     
  • Speaker and Performance Agreements: If you have a speaker or workshop facilitator invited to your event, you will need a completed speaker agreement and an invoice. If you have invited a performer to your event, you will need a completed performance agreement and an invoice. Please make sure that the invitees are in the University System.

ADDITIONAL INFORMATION

Recorded and Live Streamed Events

The recording or live streaming of events raises serious issues regarding privacy and consent not simply for the invited speaker, but also for attendees. Our students, faculty's, staff's, and guests' privacy must be respected by event organizers and every precaution must be taken to protect such privacy, even at the expense of publicity for the event or event speakers.  For student organization events on the Law School campus, requests to have an event recorded or live-streamed should be made to [email protected].

Obtaining Consent to Record or Live Stream

Prior to the event, every guest speaker should sign a Columbia University School of Law Speaker Permission Agreement, a link to the form which can be found here.

If obtaining a signed consent form is not possible with respect to a particular guest, then prior consent via email must be obtained.   

In addition, if the recording is going to be made public via any medium—or if the event will be live streamed—the consent of all audience members who may appear or be heard during a Q&A session must be obtained by informing audience members of the recording and/or live streaming via:

1)      A prominently-displayed notice at all entrances to the event space; and
2)      An announcement at the start of the event and a reminder announcement at the beginning of any Q&A period.

Further, an alternate method for questions must be provided (e.g., providing index cards for written questions that can be passed to the moderator), so that audience members who do not wish to be recorded still have the opportunity to ask a question.

Recording by Guest Speakers

Neither guest speakers nor any other non-University party may record or live stream an event at the Law School. Where consent has been obtained (as described above), a student organization may share the Law School's recording with a guest speaker only for that speaker's personal use