In-Kind Space Requests

West Harlem Development Corporation Holiday Celebration at Columbia's Miller Theatre

As part of the In-Kind Facilities and Services benefit in the West Harlem Community Benefits Agreement, the West Harlem Development Corporation (WHDC) is able to use part of its "In-Kind" fund to request the use of space at Columbia University on behalf of local community groups. Local community groups must be located in Manhattan Community District 9 (MCD9), which is defined as the area between 110th and 155th Streets and the Hudson River and an eastern boundary of Manhattan, Morningside, St. Nicholas, Bradhurst and Edgecombe Avenues. 

Our office (GCA) coordinates with the WHDC, and is therefore the name on these reservations; however, the initial request for space must be made through the WHDC. Once the reservation has been made, the local community group plans its event and our office sponsors it (on behalf of the University). Please note that the in-kind benefit covers room rental and associated services, not catering. All catering costs will be covered by the organization hosting the event. For each event, the in-kind benefit covers:

  • Room charge
  • Public safety
  • AV/Tech 
  • Furniture
  • Personnel

The Process

Step 1: Twice a year, the WHDC solicits space requests from local community groups via their website and other communication efforts.

  • Requests are made a semester in advance of the desired date. For example, a request for January 2019 – June 2019 would be submitted in November 2018.

Step 2: The WHDC vets the requests and sends the approved ones to our office. 

Step 3: We submit the space requests to University Events Management (UEM).  

Step 4: Once UEM informs us of availability, or lack thereof, we notify the local community groups and connect them with the UEM sales manager who will be planning their event. (Community groups should not contact UEM in advance of receiving confirmation of their reservation from GCA. This minimizes confusion around the many space reservations UEM is managing.)

Step 5: The local community group and UEM sales manager plan out the event. GCA signs the final contract. 

    Frequently Asked Questions

    Which organizations can use the in-kind space benefit?
    Local community groups must be located in Manhattan Community District 9 (MCD9), which is defined as the area between 110th and 155th Streets and the Hudson River and an eastern boundary of Manhattan, Morningside, St. Nicholas, Bradhurst and Edgecombe Avenues. 

    What out-of-pocket expenses should my organization expect to pay?
    Your organization will only be charged a fee if they opt to have food at their event.  

    Am I allowed to use an outside caterer for an event?
    Our policy on outside catering changes per venue. In instances where an outside caterer is allowed, additional fees incur that are not covered by the in-kind benefit. 

    Contact Information

    All requests for space through this process must be submitted to the West Harlem Development Corporation. For more information about GCA's role in this process, contact Phoebe-Sade Arnold.