Room Reservation Policy

UPDATED 3.3.26

Scheduling of all Theatre Program spaces is approved through the Theatre Program Office. Since space is always at a premium, always check the space reservation system used by the School of the Arts Event Management Systems (EMS) before entering what appears to be an unused room. 

It is strongly recommended that students click here to learn the system and its terminology. Visit this page for all troubleshooting support. Once familiar with the system, all students need to create an account using their Columbia email address. Click here to create an account.

Peak Production Period (Spring 2026)

This spring, we will move into a Peak Season of production from March 23 - April 12, 2026. At this time, the number of rehearsal hours needed, versus what is available, is incredibly close. 

For this reason, space reservations will shift to the following:

  • A maximum of 4 hours/day per production/project (not including ATs, DTs, or NPF)
  • A maximum of 28 hours/week reserved per production, unless it is a tech/performance week.
  • A maximum of 6 hours/day for auditions (including ATs, DTs, or NPF)
  • No non-curricular project space requests during Peak
  • As always, and especially during this time, please make sure to:
    • Cancel reservations that will not be used.
    • Enter and exit spaces only in the reserve blocks. 

Off-Peak Production Period 

During all non-Peak Production periods, space reservations will be capped at the following:

  • 5 hours/day maximum per production  (not including ATs, DTs, or NPF)
  • 32 hours/week maximum per production

  • 8 hours/day maximum for auditions (including ATs, DTs, or NPF)

    EXCEPTION: First-Year Directors can reserve two 3-hour blocks in one day if needed for separate class projects. 

Priority Order for Room Requests

Due to the discrepancy between the demand for space and the supply of rooms, below is the order of importance for all room requests.

  • 1st Priority: Lenfest Productions
    • 3rd Year Directing Thesis (ex: DT1)
    • 3rd Year Acting Thesis (ex: AT1)
    • 3rd Year Playwriting New Plays Festival (ex: NPF1)
  • 2nd Priority: Schapiro Productions
    • 2nd Year Directing Materials (ex: 2YMAT1)
    • 2nd Year Directing Shakespeare (ex: 2YSHK1)
    • 2nd Year Acting Productions (ex: 2ACT1)
    • 2nd Year Studio Collaboration Productions (ex: 2YST1)
    • 3rd Year Actor Shakespeare (3YACTSHK)
  • 3rd Priority: Other Projects
    • 3rd Year Actor Showcase Rehearsals (SHOWCASE)
    • 3rd Year Directing Shakespeare Presentations (ex: 3YSHK1)
    • 1st Year Dramaturg Presentation (1YDRTGS)
  • 4th Priority: Classwork
    • Directing Classwork Projects (Ex: THEA8670) (where 8670 is the THEA course number)
    • Acting Classwork Projects (Ex: THEA8140)
    • All other Classwork Projects (Ex: THEA6490)
  • 5th Priority (not permitted during Peak Production Period)
    • Non-curricular Projects (ex: NONC) 

Types of Requests

There are two types of requests:

  1. a weekly request
  2. a last-minute request


Weekly Request
Weekly requests are based on a Saturday-Friday week. These requests can only be made during the reservation window, which is between 1pm-11:59pm on the Wednesday prior to the start of the reservation week.

Any attempt to book a space early (before the designated start time of 1pm on Wednesdays) will result in your reservation being deleted.

All weekly reservations are reviewed on Thursday for the following week (Saturday-Friday) - please see the below graphic.

The order in which requests are submitted during the reservation window is taken into account when requests of the same priority level are submitted for the same time.

Example of Weekly Reservation Window

Last Minute Request
Last minute requests are contingent upon what is available after weekly requests are filled, so it is always better to plan ahead and make a weekly request.

The Theatre Program reserves the right to change or cancel a confirmed reservation. Space is only approved during business hours, Mon-Fri 9-5PM EST. If you need a last minute reservation over the weekend, you will need to make the request by 4pm on Friday.

Space Request - How-to

  1. Click here to login and put in your space request. Click on “My Account” and then go to either “Log In” or “Create an Account”.

  2. Affiliation is "Theatre Students"

  3. In the “Event Name” space, enter: 

    1. First Name
    2. Last Name
    3. (UNI) of primary student
    4. Production Code/Course Number
      1. If a space request is non-curricular, the code is “NONC”
    5. Example: “William Shakespeare (WS1234) - 2YMAT2”

    IMPORTANT: If you leave out any of these details, we will reject your reservation and request you to re-submit it with all the correct information added.

  4. Once space requests have been approved, a confirmation email will be sent from the Theatre Office ([email protected]). Students can also log into their accounts, click on “My Requests”, and see all approved or changed reservations.
  5. If you wish to follow up to the Theatre Office confirmation, email [email protected] (not [email protected], as we do not receive replies to that email).

Things to Keep in Mind

  1. Duplicate bookings will be automatically deleted. Please do not book multiple spaces at the same time in an attempt to prioritize your request(s).
  2. If the room is no longer needed, we expect students to cancel the reservation within EMS right away, so someone else can use the space. 

Hours of Operation & Access Information

  • Dodge Hall

    • 8AM-10PM

    • Dodge 603 Room Code: 1, 2, 4

    • Dodge 605 Room Code: 2, 4, 5

  • Schapiro

    • Monday-Friday: 6PM-11PM

    • Saturday & Sunday: 10AM-11PM

    • Please email [email protected] to make reservations in Schapiro, as all requests must be approved by Tom Gilmore prior to confirmation.

  • Riverside Church

    • Monday-Saturday: 8AM-11PM

    • Sundays: 6PM-11PM

  • Nash

    • 10AM-9:45PM

NOTE: Non-Academic Hours of Operation schedules will be communicated by email closer to the date (ex: Winter Break, Spring Recess, etc.) Schapiro and Nash are closed on University/Academic Holidays (ex: Labor Day, Election Day).

Rules for All Rehearsal Rooms

  1. CUID must be carried at all times.

  2. All COVID Protocols (University-wide and Production) must be followed in all Columbia spaces.

  3. No food or drink is allowed; bottled water only.

  4. No smoking.

  5. No open flame of any kind.

  6. Restore room to neutral when finished.

  7. Turn off all lights and close the door when finished with the space.