Room Reservation Policy

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. Repeated use of spaces without booking them through EMS may result in being banned from reserving space in the future.

During the academic year, the use of all spaces is restricted to curricular purposes only. Any extra-curricular projects must find rehearsal/performance space off-campus.

It is strongly recommended that students click here to learn the system and its terminology. Visit this page for all troubleshooting support. Ignorance of this policy and/or the EMS system is not a defense for non-adherence.

Once familiar with the system, all students need to create an account using their Columbia email address. Click here to create an account.

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. Note that class meeting times have precedence over all room requests.

  1. thesis productions
  2. classroom presentations open to the public (including new play readings, acting scenes, directing projects, etc.)
  3. classwork
  4. non-departmental projects

Types of Requests

There are two types of requests:

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

Weekly requests are based on a Saturday-Friday week and can only be made in the reservation window the week prior. For instance, if space is needed for the weekend (Saturday-Sunday), or the beginning of the next week (Monday-Wednesday), you must use the reservation window right before that weekend. 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. Only requests made through EMS will be considered. Requests made in-person or over the phone will not be honored.

The Theatre Program reserves the right to change or cancel a confirmed reservation. Space is only approved during business hours, M-F 9-5PM EST. If you need a last minute reservation over the weekend, you will need to make the request before the end of the day on Friday. See below an example calendar of the room requests:

Image of weekly booking schedule for EMS

Space Request Guidelines

  1. All reservations are reviewed on Thursday for the following week (Saturday-Friday).

  2. Room requests for rehearsals can only be made up to four (4) hours at a time.

  3. A rehearsal for the same project scheduled for longer than four hours must leave at least 30 minutes before the start of the next rehearsal block. If a room request lasts longer than four hours, a 30-minute break in the space will automatically be scheduled after the first four hours.

  4. Duplicate bookings will be automatically deleted. Please do not book multiple spaces at the same time in an attempt to prioritize your request(s).

  5. It is very important to indicate alternative spaces in the “Notes” section should your first priority not be available.

  6. Space can only be reserved in the reservation in the week prior to the time needed, except for special circumstances arranged with the Theatre Program staff. Any attempt to book a space early, before the designated reservation window will result in your reservation being deleted.

  7. Requests are processed both first come, first served and according to the priority order listed below.

  8. If the room is no longer needed, we expect students to be courteous to their colleagues and cancel the reservation within EMS right away, so someone else can use the space. 

How to Request Space

Linked here is the how to presentation (with screenshots)!

For an FAQ page, click here!

  1. Please check to see which spaces are open before you attempt to make a reservation. If you attempt to book a space during a time when the building is not open, the request will not be processed.

  2. 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”.

  3. In the “Event Notes” field, note what project (e.g., name of play, name of classroom assignment, etc.)

  4. In the “Event Name” space, enter “First Name Last Name (UNI)”

  5. All weekly requests must be submitted between Wednesday at 1:00pm and Thursday at 9:00am. This is to ensure fairness in our first-come, first-served method.

  6. Once space requests have been reviewed – usually by EOD Friday – the Theatre Program Office will send an email confirming this fact. You may also log into your account, click on “My Requests”, and see all approved or changed reservations.

  7. Space requests made after the reservation window must still be submitted through EMS. They will be reviewed once a day during normal business hours. There is no guarantee for available space through this reservation method.

Hours of Operation

Times do not reflect class meeting times.

  • Schapiro: M-F 6PM-11PM, Weekends 10AM-11PM

  • Dodge Hall: 8AM-10PM

  • Riverside Church: M-F & Saturdays 8AM-11PM, Sundays 6PM-11PM

  • Nash: 10AM-9:45PM

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.