Student Event Budgeting Guide

Below is a guideline to help you forecast the budget for your event. Actual pricing may vary based on exact details.

Timing

Student Events can book Lerner Hall:

  • Monday – Friday from 5 p.m. until the building closes
  • Saturday – Sunday all day (building hours)

Facilities

Additional custodians may be required for certain events based on the following guidance.

  • Events over 100 guests will require a custodian.
  • Events over 75 guests that also have catering will require a custodian.
  • Events in the Auditorium with over 250 guests will require at least two (2) additional custodians. 
  • Events with quick turns may require additional set-up custodians. 

Pricing for Lerner Custodians can be found here.

Public Safety

  • Public Safety Officers may be required to provide access for any event with over 30 non-CUID guests. 
  • Public Safety Officers are required to provide access for any event with more than 250 CUID guests. 
  • Additional Public Safety Officers may be required based on event assessment.

Pricing for Public Safety Officers can be found here.

Proctors

  • Required for any student event serving alcohol.
  • Proctors are charged at $48 per hour with a minimum of 4 hours each.

AV/Tech

There is no fee for built-in Audio/Visual equipment for student events held in Lerner Hall. Technician labor fees may apply, as follows:

  • Events that require additional equipment (to what’s already in the room) cost $79.00.
  • Large events that require a technician beyond set up and strike are billed at $45/hour, per technician (with a 4-hour minimum).
  • All events with technicians require a minimum of ninety minutes set up time and one hour strike time.
  • Events in the Auditorium using the stage require a minimum of two technicians.
  • Events in the cinema require a minimum of one technician.

All AV Services must be requested at least 7 business days before your event.

Timing

  • Low Library is CUID Swipe Access through the northwest, southwest and southeast entrances:
    • Monday – Friday from 7:30 a.m. – 5:00 p.m.
  • On Saturday & Sunday Low Library is CUID swipe access only through the southeast entrance. 
  • Any events booked during the above times should schedule a Public Safety Officer for front door building access.

Facilities

Custodians may be required for certain events based on the following guidance. 

  • Any event in Low Library that has food will require a custodian.
  • Events in the Rotunda & Faculty Room will require set-up and break down labor. A minimum of three (3) Laborers are required for a minimum of 4 hours each.
  • Events in the Rotunda & Faculty Room will require a custodian. Custodians are required 1 per every 100 guests with a minimum of 4 hours each.
  • Coat/Luggage Check service is only available with a facilities attendant.

Pricing for Facilities Staff can be found here.

Proctors

  • Required for any student event serving alcohol.
  • Proctors are charged at $48 per hour with a minimum of 4 hours each.

Public Safety

  • For events with non-CUID attendees, a Public Safety Officer is required.
  • Additional Public Safety Officers may be required during an event review.

Pricing for Public Safety Officers can be found here.

AV/Tech

All AV Services must be requested at least 7 business days before your event.

Timing

Faculty House is closed on weekends and can only be opened with a food and beverage minimum.

Room

All Faculty House spaces have a room rental fee, which may be discounted by 35% when catering is ordered. Pricing for Faculty House rooms can be found here.

Catering

No outside catering/food is allowed at Faculty House. Please find the Faculty House Catering Menu here.

  • 6 Hour Minimum Charge (Waitstaff, Bartender, Uniformed Chef)
    • Must be scheduled with 2 hours for set-up and 1 hour for breakdown.

Public Safety

A Public Safety Officer is required only if Morningside gate needs to be opened for the event.

Pricing for Public Safety Officers can be found here.

AV/Tech

All AV Services must be requested at least 7 business days before your event.

Timing

Earl Hall and St. Paul’s Chapel are open:

  • Monday – Friday from 9:00 a.m. – 9:30 p.m.
  • Saturday – Sunday from 12:00 p.m. – 8:00 p.m.  

Facilities

Facilities Staff are required for events in Earl Hall/St. Paul’s Chapel based on the following guidance. 

  • A custodian is required for all events in Earl Hall.
  • A sexton is required for all events in St. Paul’s Chapel.
  • Custodians/sextons are required 1 per every 100 guests with a minimum of 4 hours each.
  • A Facilities Work Order must be submitted to request these staff.

Pricing for Facilities Staff can be found here.

Public Safety

Public Safety Officers are required for any event happening outside the building operating hours.

Pricing for Public Safety Officers can be found here.

 AV/Tech

All AV Services must be requested at least 7 business days before your event.

Timing

Outdoor Spaces can be reserved from 8:00 a.m. – 1:00 a.m. Lawns are available to reserve as follows:

  • South Lawn & Butler Lawn:
    • April 1st – last day of undergraduate classes for the fall semester
  • All other Lawns:
    • Spring: starting the first Monday following April 21st
    • Fall: until the first Monday after October 21st

Amplified Sound

  • There is (1) Amplified Sound Permit allowed on campus at a time.
  • Amplified Sound is allowed:
    • Monday – Friday from 12:00 p.m. – 2:00 p.m. and 5:00 p.m. – 10:00 p.m.
    • Saturday & Sunday from 12:00 p.m. – 10:00 p.m.

Facilities

Facilities Staff and rental furniture may be required for certain events based on the following guidance. 

  • Any event Outdoors with food will require grounds.
  • Any furniture needed for Outdoor Spaces must be rented through Facilities.
  • Furniture set-up may require laborers (4 hour minimum).
  • A Facilities Work Order must be submitted to request these staff or any furniture.

Pricing for Facilities Staff can be found here.

Proctors

  • Required for any student event serving alcohol.
  • Proctors are charged at $48 per hour with a minimum of 4 hours each.

Public Safety

  • For events with non-CUID attendees, a Public Safety Officer may be required.
  • Events with alcohol will require Public Safety.
  • Additional Public Safety Officer may be required during an event review.

Pricing for Public Safety Officers can be found here.

AV/Tech

All AV Services must be requested at least 7 business days before your event.