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event in Conaway Center

 

Book an Event Space

Event Planning Checklist

  1. Check Space Availability
    You can check for space availability through the Space Scheduler.

    2. Request Space and Resources
    After checking availability, login to the Space Scheduler and put in a request for the space, as well as the resources you need.  Students can login using their Columbia ID. Faculty and Staff use their network logins.  Please contact Space & Scheduling at  space.colum.edu or (312)369-3290 for any questions regarding use of the software system, EMS.  

 

Students:  individual students, student organizations or faculty sponosored student events are limited to TWO events per semester.

All students must be working in conjunction with a faculty member, academic department, or official student organization when requesting a space on campus. Students acting independently of a student organization or requesting space as part of a class must have faculty or staff support.  The following form must be completed and returned to the DEPS Events Coordinator a minimum of 4 weeks prior the event date: Faculty and Staff Event Support Agreement Form. Note: This form does not need to be filled out by any recognized student organization for events.



Alumni: Alumni must be working in-conjunction with the Office of Alumni Relations to submit a space request. Alumni are subject to the same procedures as external organizations. For more information, please contact Space & Scheduling at  space.colum.edu or (312)369-3290.


External organizations: External organizations must be partnered with, or have the approval of, an academic department, administrative department, or student organization.  Rental fees may apply and a certificate of insurance will be required. All events in DEPS spaces, including those involving external organizations, MUST be free and open to current Columbia students. For more information on Non-College events, please contact Space & Scheduling at space.colum.edu or (312)369-3290.

Space requests should include as much information as possible, including:

Your event is not booked until you receive a confirmation from the DEPS Events & Space Manager.

  1. Once your event is scheduled, additional event planning steps may include:

Building Hours
DEPS spaces are all subject to the hours of the buildings in which they are located.  All events must be completed and all event organizers and attendees out of the building by the scheduled building closing time.  Building hours periodically change and are updated here.

Building hours can be extended with 3 weeks advance notice.  There is a fee.  To extend building hours, visit the college's Event Management System.

Security
Your event may require additional security, especially if a large crowd is expected.  To arrange for additional security, visit the college's Event Management System. 3 weeks advance notice is required and a fee is charged.


Catering
If you will be serving food, Building Services needs to be informed for the proper trash removal, recycling, and composting.  Click here to make 360 Request regarding trash and recycling needs:


Technical Needs

For the 2020-2021 academic year the tech fees and policies for DEPS spaces are as follows:


Important Regulations For DEPS Facilities:

 

Why might your event be denied?

 

  • Important DEPS Policy Changes¬†for 2021-22

    Below is an outline of the important policy changes in DEPS Spaces for spring 2022 and beyond due to COVID-19:

    • DEPS staff will prioritize events that support academic classes and are directly associated with the fulfillment of a course requirement.
    • DEPS will prioritize end-of-year showcases for Manifest.
    • Individual students will not be allowed to book DEPS spaces unless the event is directly associated with the fulfillment of a course requirement. 
    • DEPS is unable to accommodate space rentals unless previously scheduled.
    • DEPS is unable to accommodate Partnered Events sponsored by academic departments.  Exceptions may be made with support from department chair, VP, Dean or Provost.
    • DEPS is unable to accommodate alumni events.
    • DEPS is unable to provide staffing for video streaming or filming support. 
    • ALL events must be booked 1 week in advance and are subject to staff and space availability.
    • Events will be limited to 2 per day in DEPS spaces including HAUS and the Conaway Center.
    • Facilities and Operations is unable to assist with event set-ups.  Organizers will be required to set up furniture and return the furniture to the original set up after their event.
    • Organizers will need to assist with cleaning/sanitation efforts BEFORE their event begins and are strongly encouraged to assist cleaning efforts after their event concludes.
    • No food is allowed to be eaten at events and meetings. If food is passed out, it must be pre-packaged and handed to attendees as they are exiting the space.

    Disclaimer:

    All DEPS events are contingent upon state, city and college closures.

    If at any time, occupancy is exceeded or unsafe social distancing practices occur, the event will be stopped immediately by a building security guard and reported to the Office of Safety & Security. Failure to adhere to the policies outlined above will result in additional fees and a loss in future event and space privileges. 

     

  • DEPS Safety Protocols

    (December 2021)

    The safety and well-being of the campus community, including event organizers, performers, attendees, staff and AV technicians is the priority of the Department of Exhibitions and Performance Spaces. The following safety protocols have been implemented for DEPS spaces while COVID restrictions are in place.  The safety protocols, guidelines for permissible events and changes to DEPS policies were adopted to adhere to Columbia College Chicago’s Back Together, Columbia plan.

    We appreciate your cooperation as we navigate these difficult and ever-changing times.

     

    Vaccination and COVID Test Requirements.  For entry into DEPS spaces, masks as well as proof of vaccination or proof of a negative Covid test within the last 72 hours are required. This policy to applies to all guests of DEPS spaces.

     

    Face Coverings.  All individuals over the age of two in DEPS spaces must wear face coverings over the nose and mouth compliant with Columbia College Chicago’s face mask policy. Please note, that bandanas, neck gaiters, knitted masks, exhalation vent masks are not permitted per the college’s policy.

    • All guests/event organizers must continue to wear a mask for the duration of the event.
    • Speakers and/or performers are permitted to remove their facial coverings while on-stage and/or performing or speaking.

     

    Cleaning & Sanitization.  In addition to college-wide cleaning and disinfecting efforts, the following protocols are in place for DEPS events:

    • Organizers are required to sanitize tables and chairs after their event. Cleaning supplies will be provided by Facilities. 
    • DEPS A/V technicians will assist with sanitizing technical equipment in-between events. This includes microphones/ mic stands, cables, laptops, podiums, DEPS musical instruments, tech consoles, etc.
    • Microphones will be designated to each performer and sanitized prior use.

     

    Social Distancing. Social distancing is recommended to all individuals on campus and in DEPS event spaces.  To allow social distance, furniture has been limited and spread out. If at any time, occupancy is exceeded or unsafe social distancing practices occur, the event will be stopped immediately by a building security guard and reported to the Office of Safety & Security.

    • DEPS event spaces are limited to the following capacities:
    • HAUS 623 S. Wabash 1st Floor: 120Conaway 1104 S. Wabash 1st Floor: 200
    • The Living Room 618 S. Michigan 2nd Floor: 50 (currently off-line until summer 2022)

     

    Social Distancing Performers

    • When possible, musicians and performers will be socially distanced no less than 3 feet apart. All individuals who are not singing or performing will be required to wear a mask during the performance.
    • High-touch equipment such as motor controllers, microphones, mic stands, presentation remotes, and audio/video cable will be sanitized frequently, and equipment will be dedicated to individual users when possible.

     

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