Columbia Global Center Beijing Venue Policies and Procedures

Columbia-Affiliated Events

Columbia departments, schools, institutes, faculty, staff, alumni organizations, and recognized student organizations may request use of CGCBJ facilities in accordance with applicable Columbia and CGCBJ procedures.

Columbia affiliates may not reserve CGCBJ space on behalf of another Columbia school or organization or an outside organization without appropriate and approved sponsorship or co-sponsorship.

Non-Affiliate Events

CGCBJ may make its facilities available to non-affiliated organizations when the proposed event is consistent with the mission and role of Columbia Global Center  Beijing and when CGCBJ determines that there is an appropriate institutional, academic, professional, community, or partnership interest in hosting the event.

Approval of a venue request does not constitute endorsement, sponsorship, or affiliation by Columbia University or CGCBJ unless such relationship has been expressly approved in writing.

Non-affiliate event sponsors must agree to comply with CGCBJ's standard terms and conditions and any additional requirements communicated by CGCBJ.

Building Hours

• CGCBJ is open from 9 a.m. to 6 p.m., Monday through Friday, except for national holidays.
• Events may start before or end after building hours by advance arrangement. Events outside regular building hours may require additional arrangements for building access, staffing, or other building-related services and may incur additional charges, such as additional air-conditioning charges for weekend events, as determined by CGCBJ and building management.

Visitor Access

Access to the CGCBJ office and event spaces is restricted to visitors approved by CGCBJ. Event sponsors must submit visitor information to CGCBJ in advance. CGCBJ will review the information and approve access before visitors enter the office. Building management and security procedures may also apply at the building entrance.

Individuals visiting a CGCBJ office should make arrangements with their host in advance concerning access to CGCBJ offices.

Event Registration

Event sponsors are responsible for advance and day-of registration and for managing the designated registration area in the CGCBJ lobby.

• Event sponsors are encouraged to provide each guest with an event identifier (e.g., badge, nametag, wristband, or lanyard) displaying the name of the event or event sponsor.
• If event identifiers are used, a sample or snapshot of the event identifier and the total number of guests registered must be sent to [email protected] at least two business days before the event.
• The event sponsor's registration representative must arrive one hour before the event and remain at the registration desk through the end of the event.

Advance Review

All announcements, invitations, posters, press releases, social media materials, registration pages, and other promotional materials relating to an event at CGCBJ must be submitted to CGCBJ for review before distribution or publication.

The event sponsor is responsible for ensuring that promotional materials accurately identify the event, sponsor, venue, date, time, registration requirements, and other applicable conditions.

Admission, Capacity, and Identification Requirements

Where an event requires advance registration, tickets, has an attendance or capacity limit, or requires identification for admission, these requirements must be clearly stated in all event promotional materials.

The event sponsor is responsible for ensuring that registration and admission requirements stated in promotional materials are accurately implemented at the event.

Non-Affiliate Disclaimer

Non-affiliated organizations must include the following language on all promotional materials and other collateral for events held at CGCBJ: "This event is not affiliated with, endorsed by, or sponsored by Columbia University or Columbia Global Center Beijing."

The disclaimer must be displayed in a font type and size no smaller than the font type and size used in the rest of the promotional material.

Use of the Columbia Name

Use of the COLUMBIA name in event promotional materials must be secondary to the event name, venue name, and address. Any representation that a Columbia school, department, or organization is sponsoring an event must receive the appropriate written approval.

Example: For an event organized by a non-affiliated organization and held at CGCBJ, the event name should be presented as the primary title, followed by the venue information. 

For example:

Beijing Climate Finance Forum
Columbia Global Center Beijing
Gateway Plaza, Beijing

The organizer should not use a title such as “Columbia University Beijing Climate Finance Forum” or state that the event is “hosted by Columbia University” unless the relevant Columbia school, department, or organization has formally approved and agreed to sponsor the event.

Unauthorized Materials

CGCBJ reserves the right to remove promotional materials or signage that have not been approved or that do not comply with applicable Columbia or CGCBJ requirements. Failure to comply with these provisions may result in cancellation of the event.

Event Safety Review

Depending on the nature of an event, CGCBJ may require additional access, crowd-management, staffing, or security arrangements. Factors considered may include the event sponsor or co-sponsor, date and time, venue, event topic, speakers or performers, outside interest or press, audience size and composition, alcohol service, event format, and other safety or security considerations.

CGCBJ does not maintain a dedicated building security team. Building security is provided by the building in which CGCBJ is located. CGCBJ may coordinate with building management regarding access, crowd management, or other building-related requirements.

Event sponsors may be responsible for additional costs associated with services required or requested for their event.

Fire Safety and Egress

Event layouts, furniture, decorations, equipment, and other event materials must not block entrances, exits, or emergency egress routes and must comply with the fire-safety requirements of the building in which CGCBJ is located.

Right to Deny, Suspend, Relocate, or Cancel

CGCBJ reserves the right to deny, suspend, relocate, or cancel an event if the event does not comply with applicable policies, if material information provided during the booking process is inaccurate or incomplete, or if CGCBJ determines that the event presents an unacceptable safety, security, operational, legal, or reputational risk.

Room Setup

Event sponsors must confirm the desired room setup with CGCBJ at least three (3) business days before the event. CGCBJ will coordinate and assist with the setup of the venue.

Event sponsors should not rearrange CGCBJ furniture without consultation with the event manager. Tables and chairs must never block or hinder entrances, exits, or passageways.

Furniture and Rentals

Use of event and meeting space includes setup and breakdown with conference tables, chairs, and other furnishings within CGCBJ's inventory. Event sponsors may arrange for additional furniture rentals in consultation with the event manager.

Audiovisual and Technical Services

CGCBJ provides WiFi throughout the building and staff support for AV consultation before each event and standard AV support during the event.

CGCBJ's rental rates include standard AV services. Additional AV services, staffing, or equipment beyond what CGCBJ provides may be arranged through an approved vendor at the event sponsor's expense.

Event sponsors must designate one person from their organization as the point person for technical and production matters before and during the event.

CGCBJ staff can provide referrals to approved local and full-service caterers. Event sponsors may use a preferred catering service, subject to prior review and approval by CGCBJ.

All outside catering equipment, including china, glassware, silverware, and tables, must be delivered and picked up on the same day as the event unless otherwise approved.

Event sponsors or caterers must immediately notify the CGCBJ event lead of spills so that Facilities can be alerted.

All food and drink must be removed at the end of the event. No food or drink may be stored or left overnight at CGCBJ. Additional charges may apply if significant cleaning is required.

Food and drink are not allowed in the Multi-Functional Room, except for water in covered containers.

Catering menu selections and the guaranteed guest count are due three business days in advance of the event. Billing will be based on the guarantee or the actual number of guests, whichever is greater.

Alcohol

Events at CGCBJ at which alcohol is served require advance approval from CGCBJ and must comply with applicable Columbia University policies and all applicable laws and regulations in China.

Event sponsors are responsible for ensuring that any catering vendor serving alcohol holds the required licenses and permits.

Commercial filming, documentary filming, professional photography, livestreaming, or other production activities beyond ordinary event documentation require separate advance approval from CGCBJ.

The organizer is responsible for obtaining and maintaining all licenses, permits, insurance, releases, and other approvals required by applicable laws and regulations.

Ordinary recording or photography for event documentation does not normally require a separate filming approval, but event sponsors remain responsible for complying with applicable privacy, consent, and venue requirements.

Deliveries may be delayed or refused if not approved in advance and if there is no member of CGCBJ staff or other authorized building tenant associated with the delivery.

Delivery details must be communicated to CGCBJ in advance, including expected delivery time, recipient/contact person, number of packages, and any equipment requirements.

The event sponsor or designee is responsible for unpacking and packing, removal, return shipment, and proper disposal of packing materials by the designated end time in the event agreement.

Signage

No signs, flyers, posters, or printed materials may be affixed to walls, doors, or windows at CGCBJ. Any signage must be reviewed and approved in advance by CGCBJ.

Banners and Step-and-Repeat Backdrops

Any banners or step-and-repeat backdrops, including their size and placement, must be reviewed and approved in advance by CGCBJ staff. Materials should be professional and appropriate to the event, venue, and audience.

Decorations

Temporary decorations in meeting or event rooms and public spaces must be approved by CGCBJ event staff in advance. Decorations may not be attached to walls, windows, or doors. Any damage caused by decorations may result in charges to the event sponsor.

No commercial activity is allowed within CGCBJ without explicit, written permission from the CGCBJ administration. Any commercial filming or photography requires separate advance approval and applicable permits.

Billing and Fees

For Columbia affiliates, a chartstring, signed copy of the estimate/contract, and an expense authorization form are needed to confirm the event.

For non-affiliates, a non-refundable deposit of $1,000, or 20% of the initial estimate, whichever is lower, is due at the signing of the contract. The balance of payment is due 30 days prior to the event.

Within 10 days following the event, the event sponsor will receive a summary of event details and notification of final charges.

Clients will be charged for setup and breakdown of furniture, labor, staffing, custodial services, rentals, catering, AV, and other needs required to execute the event.

Events outside regular building hours may incur additional labor or staffing charges.

CGCBJ may revise the contract based on unforeseen changes in market conditions or unforeseen additional labor or physical resources required to execute the event. Changes will be communicated in writing in advance where practicable.

Cancellation

Cancellations are subject to the cancellation fee stated in the signed event agreement.

Cancellations made more than 10 days prior to the event: flat fee of $1,000, or 20% of event cost, whichever is lower.

Cancellations made between five and 10 days prior to the event: 50% of the total remaining event cost.

Cancellations within three days prior to the event: 100% of the total remaining estimated event cost.

Custodial and Facilities Services

Standard venue rental fees include basic custodial services. Additional charges may apply if special setups are requested or significant cleaning is required after an event.

Damages

Attendees, event sponsors, and users are responsible for ensuring that no damage occurs to CGCBJ facilities. Repair or replacement of damaged facilities or equipment may be charged to the responsible parties.

Copying, Printing, and Office Supplies

CGCBJ does not provide photocopying, faxing, design, printing, or general office supplies for events. Event sponsors should come prepared with materials needed for their event.

Lost and Found

Unclaimed property found at CGCBJ should be handed over to the front desk in the CGCBJ lobby.

Parking

CGCBJ staff can provide information on nearby parking garages upon request.

Information Technology

CGCBJ's use of IT, including when associated with events, is guided by Columbia University IT policies designed to protect University computer systems, networks, data, and other information resources.

Reference: Columbia University IT Policies and Strategies

Rules of University Conduct

Events at CGCBJ are guided by Columbia University's Rules of University Conduct.

Reference: Columbia University Policies

Public Programming

CGCBJ may host public programs sponsored by Columbia departments, schools, institutes, and community partners. Some events may require advance registration or other access controls.

Student Organizations

Recognized Columbia student organizations seeking to use CGCBJ as a venue should contact [email protected] at least two weeks before the event to request space.

The CGCBJ website includes information about events, facilities, venue booking, staff, and services.

Questions or clarifications: [email protected]