House Rules and Policies for Conference Residents

All conference residents are required to scan their Columbia University IDs at the guard’s desk upon entering the designated residence halls. This procedure helps maintain a secure environment and ensures that only authorized individuals can access the premises.

All conference residents must remove all their belongings by the check-out time at 11 a.m. If your program coordinator or you have arranged a different check-out time with Housing, you may check out then. Any items left behind after your check-out date and time will be deemed abandoned and will be discarded.

Any request for an extension must be submitted in writing to [email protected] ahead of your scheduled checkout date. Extensions will be reviewed by the housing team. Approval is contingent on availability with a charge of the nightly rate for each additional night if approved.

Housing prohibits the removal or alteration of any University-owned and provided furniture, fixtures, appliances, and locks. Residents must keep all furnishings in their room, including bed frames and mattresses. Due to space limitations, Housing cannot provide alternate storage for any furniture. Residents will be charged if any furniture or provided items are found missing or damaged.

For security and the consideration of other residents, conference participants are not permitted to host visitors or overnight guests in the residence halls. Only registered conference participants are allowed in the rooms and common areas.

Conference Residents with a UNI can receive mail through Columbia Mail Services as long as they have an In-Room status. To learn more about how to receive mail during your stay visit Columbia Mail. 

Keep your personal belongings secured within your room. While we strive to maintain a safe environment, the university is not responsible for lost, stolen, or damaged items.

Pets are not allowed in residence halls or brownstones, except for service animals and assistance animals.  

Assistance animals are domestic animals that provide emotional support and companionship. In contrast, service animals are trained to do work or perform tasks for the benefit of an individual with a disability. Students with service and assistance animals must be registered with Disability Services and receive approved accommodation.

The following behaviors and activities are prohibited in all Columbia-owned and operated residence halls and brownstones:

• Storage of flammables or explosives of any type
• Tampering with fire extinguishers, alarms, or other safety equipment
• Throwing of any items from windows and balconies
• Excessive noise
• Soliciting or commercial activities
• Actions that are inconsistent with city, state, and federal statutes and Housing policies and procedures as outlined in the Guide to Living
• Structural additions or modifications of any kind are not permitted to any part of a student room or residence hall
• Drawing, painting or nailing of any kind to any surface
• Removing or altering University-owned and provided furniture, fixtures, appliances, or locks

The following items are prohibited in all Columbia-owned and operated residence halls and brownstones.

• Banners, flags, nets, holiday lighting, cable wire, and hangers installed in such a way as to interfere with the operation of any fire safety equipment (i.e. sprinkler heads or smoke detectors). No items may be installed on/suspended from the ceilings.
• Candles, even if the item is strictly decorative
• "Live" holiday decorations such as wreaths or Christmas trees
• Deep fryers
• Drones
• Electric scooters or bikes
• Electronic cigarettes, vape pens, and Juuls
• Extension cords (only UL-listed surge protectors with shut-off safety functioning are allowed)
• Fog Machines
• Grills
• Halogen lamps
• Hookahs
• Hot plates
• Hoverboards, self-propelled scooters, and similar devices
• Illegal drugs and/or paraphernalia
• Incense, even if item is strictly decorative
• Immersion coils
• Lofted Beds
• Mattresses
• Motorcycles or any gas engine vehicles
• Non-flame-resistant decorations hung on room/suite doors or hallway bulletin boards.
• Personal washing machines/dryers
• Pets
• Signs, posters, lights, or decorations on the exterior of buildings or attached to windowpanes.

• Arrive at the designated check-in location at your scheduled time.
  • Check in with our team.
• Bring your identification and present it to the conference staff.
  • Acceptable Identification (e.g. Passport, foreign passport, Driver license, Driving Permit, State ID, Foreign Driver license, Foreign ID, High School Picture ID, Columbia ID) all documents must be valid and legible by our staff.  
• Receive your welcome packet with your room key/ID.
• Familiarize yourself with the information, policies and procedures provided in the packet.
  • A campus map is also provided in digital form in the packet.
• Feel free to raise any questions or concerns to our team.
• Enjoy your stay!

Dispose of waste and recyclables in designated bins and containers. Recycling guidelines must be followed to promote sustainability and cleanliness.

Please observe quiet hours between 10:00 PM and 8:00 AM. During these hours, keep noise levels to a minimum in both individual rooms and common areas to respect the rest and comfort of fellow residents. 

Conference guests should treat common areas, such as lounges, kitchens, and study rooms, with respect. Clean up after yourself, dispose of trash properly, and avoid leaving personal belongings in shared spaces. Learn about cleaning policies and procedures including suites and shared bathrooms. 

Report any maintenance issues or repairs needed in your room or shared common space promptly to the Hartley Hospitality Desk. Do not attempt to fix or alter any fixtures without proper authorization.

Smoking is strictly prohibited within the residence halls, including individual rooms and common areas. Click here for a campus map with designated smoking areas. Additionally, do not tamper with or disable fire safety equipment, such as smoke detectors and fire extinguishers. Please take a moment to review the University’s fire safety policies. 

If you require special accommodation due to an impairment, please speak with your program coordinator prior to arriving on campus. You can also contact Columbia Disability Services.

The possession, use, or distribution of explosives (includes, but is not limited to, fireworks and ammunition), guns (includes, but is not limited to, air, BB, paintball, facsimile weapons and pellet guns), or other weapons or dangerous objects such as arrows, axes, machetes, nunchucks, throwing stars, or knives, including the storage of any item that falls within the category of a weapon in a vehicle parked on University property is prohibited. Other items include, but are not limited to, gunpowder, mace, martial arts weapons, and swords.

To the extent permitted by law, the University reserves the right to enter rooms to confiscate weapons for reasons of safety.