Columbia College | Columbia Engineering

Space Requests and Confirmation Process

Requesting Space

Any recognized undergraduate student organization is allowed to request space in the Black Box Theatre. However, the theatre is specifically meant to support arts and performance related groups and events. Requests outside of this area will not be approved. All proposed events must be mounted through an existing undergraduate student organization. If you are not a recognized undergraduate student organization, or if your event/group is not performance or arts related, please contact blackbox@columbia.edu  to inqire if an exception or accommodation can be made. 

Requesting space in the Black Box Theatre should be done during the prescribed pre-calendaring period. Groups wanting to request or modify space after the pre-calendaring period has closed can submit a UEM Space Request form starting the first week of classes for each semester. Updates to approved requests or new space requests (after the pre-calendaring period) will not be considered until the first week of school of each semester.

Please note, pre-calendaring and Space Request Forms only request space and do not guarantee a confirmed reservation of the space. Each request is reviewed for approval by the Black Box Theatre Manager. Requests are only considered "confirmed" if and when groups receive a confirmation email from the Black Box Theatre Manager. 

How to Request Space in the Black Box Theatre

Pre-calendaring Space Request

The space request and pre-calendaring process for the Fall 2017 semester is now closed, new requests/reservations are no longer being accepted. Check back soon for Spring 2018 Pre-calendaring information.

To get priority consideration for space in the Black Box Theatre, student groups must request space during the pre-calendaring period. The pre-calendaring requests will be reviewed groups will receive an email update regarding the status of their request. 

Groups that requested space in the Black Box Theatre for Fall 2017 should have receive an email regarding the space request status and next steps. If your group has not yet received an email, please contact blackbox@columbia.edu.

UEM Space Request From

UEM Space Requests Forms for Fall 2017 will be accepted starting Wednesday September 6, 2017. 

Once the pre-calendaring period has passed, student groups must submit a UEM Space Request Form to request space in the Black Box Theatre. Please submit the form to Student Engagement 515C or to blackbox@columbia.edu. Hard copies of the form can also be found in the UEM office on the 7th floor of Lerner and in Lerner 515C. Once reviewed, groups will receive a follow up email with the space request status and next steps within 1-3 business days.  Please consider the turnaround time when submitting space requests. 

UEM Space Request From 

Reservation Confirmation Process

To be granted a confirmed reservation in the Black Box Theater groups must first request space. Please see the space request steps above for more detailed information. 

Space requests are reviewed and determined by the Black Box Theatre Manager. Upon review, groups will be notified via email of the next steps along with their reservation summary and reservation status, which will be one of the following: more information needed, tentative, waitlisted, denied, or cancelled. Groups must carefully review the reservation summary details as the date and times offered may be different than the dates and times originally requested by the group.  Please note, requests are not fully confirmed until groups receive a "Confirmation" email from the Black Box Theatre Manager.  

See below for more information regarding each status, these details are also included in the email groups receive regarding space requests.

More Information Needed

The space request has been received but more details are required before the event can move onto the next step. The space request process will not continue until the information requested is relayed to the Black Box Theatre Manger. If the information is not provided in a timely manner or by the deadline determined  by the Manager, the request will be denied, cancelled, or waitlisted.  

Tentative Pending Event Review

The space is on hold and the group is given first priority for the date and time.  The request will only be "Confirmed" once the group completes the required steps. Student will need to submit an Event proposal Form, schedule an Event Review and Initial Walk-through before the event, stay in constant communiation withe UEM and Black Box Theatre Manager, and hold a Final Walk-through and Debreif Meeting once the event is over.   For more information regarding the necessary steps please go to Student Groups Events and Programs page.

If and when all the steps are completed and all necessary meetings are scheduled the group will receive a confirmation email completing the reservation process and guaranteeing the space for the group.  If the steps, timeline, requirments, or process are not met for any reason the reservation will be cancelled, rescheduled, or denied. 

Confirmed

The group will receive a final confirmation email completing the reservation process for the group if and when all the steps are completed and walk-throughs are scheduled. Upon confirmation the group, UEM, and the Black Box Theatre Manager will continue to work together through the end of the reservation to assure successful event execution.

Waitlisted

The date and/or time requested conflicts with another group who has been given priority for the space.  Unless otherwise requested group will be waitlisted incase the time/date become available. Groups may also be offered alternative dates/times/locations to hold their event in the Black Box Theatre depending on availability. If the date/time becomes available, the group will be notified by the Black Box Theatre Manager with the option of moving forward with the reservation process or releasing the space and cancelling the request.  

If the wailisted group decides to move forth with the reservation or if the original date/time becomes available, the request will be updated from "Waitlisted" to "Tentative-Pending Event Review".  The corresponding steps will need to be completed inorder to be be granted a final confirmation.  

If the waitlisted group decides is to release the space and cancel the request, the Black Box Theatre Manger will send the group a cancellation email.  No further action from the group is necessary, unless otherwise stated. 

Denied

The space request or event was not approved for the space due to the event not meeting the requirements or criteria to host a program in the Black Box Theatre. The space request will be deleted from the system, followed by an email from the Black Box Theatre Manager. No further action from the group is necessary, unless otherwise stated.   

A confirmed space request reservation can also be denied if a group fails to meet the polices, rules, regulations, steps, deadlines, or timelines required to reserve and keep space in the theatre. Depending on the situation, there may be further steps required from the group.  

Cancelled

The student group has decided to cancel and release the space request or reservation.  Each student group is responsible for notifying the Black Box Theatre Manager as well as Lerner UEM if the event will be cancelled. Lerner Hall cancellation policies apply. For more information, please consult the University Event Management website.  The student group will receive a cancellation email.  Unless otherwise stated, no further steps are required from the group.  

A space request or reservation can also be cancelled if a group fails to meet the polices, rules, regulations, steps, deadlines, or timelines required to reserve and keep space in the theatre.  The space request will be cancelled and the group will receive a cancellation email.  Unless otherwise stated no further steps are required from the group.  

 

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