Steps to Planning a Conference

The following guidelines are for conference coordinators interested in reserving housing for their program.

Step 1: Initial Inquiry

  • Submit your conference housing inquiry form. Returning and new groups that submit their form between October to December will receive priority.

Step 2: Outreach

  • Once your inquiry has been submitted, a Columbia University conference housing representative will reach out in the coming weeks to set up a preliminary discussion to gather more information about your program. 

Step 3: Contracts & Liability Protection

  • After speaking with our team and agreeing to the terms of your accommodation, you will sign and submit your contract. A 50% deposit is due upon contract signing to confirm housing.
  • Confirm Commercial General Liability Insurance coverage, including any incidentals that may occur throughout the duration of your stay. For more information on insurance requirements, please visit Columbia's Finance website.
  • If applicable, provide proof of tax exemption (ST-119.1) to Conference Housing within 14 days from the date you receive our contract.
  • Groups with minors must contact the Office of University Compliance, Protection of Minors. Background checks and training must be completed for all adults supervising minors in your group. This must be submitted to their offices a minimum of 60 days prior to check-in.
    • For questions regarding Protection of Minors, please contact Rachel Ferrari ([email protected]).

Step 4: Conference Roster & CUIDs

  • Columbia Affiliates
    • Request and issue UNIs to all your non-Columbia participants. Groups should contact their department’s HR for more information.
  • Non-Columbia Affiliates
    • Provide participant and staff rosters to the Conference Housing team.
    • If UNIs are required for your group, Conference Housing will coordinate the process with CUIT.
  • Non-Columbia participants must upload a photo to the University ID Center for printing. This must be done with ample time for Conference Housing to activate CUIDs in preparation for check-in.
    • For photo submission or ID-related assistance prior to arrival, please contact John Hannon and DG Foreman.

Step 5: Final Payment & Roster Confirmation

  • Final payment is due a minimum of 60 days prior to check-in.
  • Confirm a final roster to Conference Housing.
  • Verify emergency staff personnel that will be onsite.

Step 6: Pre-Arrival and Departure Checklist

  • Pre-Arrival
    • Confirm printing and programming for CUIDS
    • Submit applicable room or roster changes
    • Coordinate material transfer with campus partners for check-in
      • Dining flex cards (if applicable)
      • CUIDs 
    • Notify of early, late, or overnight arrivals
  • Departure
    • Notify of anticipated extensions
    • Linen Collection
    • Return Keys
    • Vacancy Verifications
    • Confirm check-out