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 your event/group is not performance- or arts-related but you are hoping to have an performing arts event, please contact blackbox@columbia.edu to inquire about an exception.
Requesting space in the Black Box Theatre should be done during the prescribed pre-calendaring period. Groups who wish to request or modify space after the pre-calendaring period has closed can submit a University Event Management (UEM) space request form starting one week before the start of each semester at 9:00 a.m. Updates to approved requests or new space requests (after the pre-calendaring period) will not be considered until the week before the first week of classes 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 signatures by the Black Box Theatre Manager and the group's adviser. Once signed the form needs to be submitted to UEM for processing. Requests are only considered "confirmed" if and when groups receive a confirmation email from the Black Box Theatre Manager and UEM.
How to Request Space in the Black Box Theatre
Pre-Calendaring Space Request
The space request and pre-calendaring process is now closed, new pre-calendaring requests/reservations are no longer being accepted. Check the UEM website for more 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 and groups will receive an email update regarding the status of their request.
Regular Space Requests (Outside of Pre-Calendaring)
When the pre-calendaring period has passed, student groups must follow these steps to request a space in the Black Box Theatre:
- Complete the UEM Space Request Form (please check EMS for availability).
- Completed forms must get approval and signature from your adviser.
- Groups must also get approval and signature from the Black Box Theatre manager, Nina Lam, in 515M Lerner.
- If the group receives all signatures, and the reservation is approved by the Black Box Theatre manager, it will be inputted to EMS and groups will receive a follow up email with the space request status and next steps within one–five business days. Please consider the turnaround time when submitting space requests.
Hard copies of the form can also be found in the University Event Management office.
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 or EMS.
Please note that events, tech weeks, and productions take precedence over rehearsals, practice, and/or weekly meetings in the Black Box. Rehearsals, practice, and/or weekly meetings are considered on a case by case basis and can be overridden, even if tentative or confirmed if another group needs to space for tech weeks, events, or productions.
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 communication with UEM and Black Box Theatre Manager, and hold a final walk-through and debrief meeting once the event is over. For more information regarding the necessary steps please visit the UEM Student Events webpage.
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, requirements, 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 student 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 requested date/time conflicts with another group who has been given priority for the space. Unless otherwise requested, the 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 waitlisted 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 in order to be be granted a final confirmation.
If the waitlisted group decides 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.
Canceled
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 canceled. 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 canceled and the group will receive a cancellation email. Unless otherwise stated no further steps are required from the group.