Reserving Spaces & Filming in the Libraries
To reserve a room for collaborative group work and study, visit the Room Reservation page.
Columbia faculty, students, staff, and, in some cases, external organizations may request the use of space in Butler Library and select other library locations for meetings, events, film shoots, and production projects. Preference is given to Columbia community members, and requests from non-Columbia entities are evaluated on a case-by-case basis. Some requests may carry associated costs, staffing fees, or scheduling restrictions depending on the nature of the project. Requests to film or photograph rare books, manuscripts, or archival materials in any of Columbia’s special collections repositories require advanced planning, specialized handling, and prior approval.
*Prior to submitting a request, please note the following:
Our primary mission is to support library user seating, quiet study, and library operations. Please note the following guidelines before submitting a film or photography request:
- Academic Calendar Restrictions: Film and photography requests are not granted during midterm or final exam periods. Requests during the active fall and spring semesters are approved sparingly on a case-by-case basis.
- Best Timing for Shoots: The ideal times for film and photo shoots are during academic recesses (spring break, summer term, and winter break). Please consult the University Academic Calendar prior to submitting a request.
- Hours of Availability: Requests from non-library individuals or external crews are typically restricted to weekends or after 5:00 p.m. on weekdays.
Requests to film or photograph rare books, manuscripts, or archival materials in any of Columbia’s special collections repositories require advanced planning, specialized handling, and prior approval. Special collections repositories include: Rare Book & Manuscript Library, Avery Architectural & Fine Arts Library, C.V. Starr East Asian Library, and Burke Library at Union Theological Seminary.
Specific Itemization Required: All filming requests involving special collections materials must include exact book call numbers or archival box numbers & item descriptions in the application. Broad or exploratory requests cannot be accommodated.
Mandatory Advance Research Visit: If filmmakers have not yet identified the exact items needed, they must schedule an in-person research visit at the specific library prior to submitting a formal filming request. Below are step-by-step instructions for planning your preliminary research visit:
1. Create or log in to your Special Collections Research Account
2. Request Materials & Schedule an Appointment: Must be completed 7 to 90 days in advance.
- Select the specific collection materials you need to review.
- Choose an available reading room appointment time.
- Link your material request(s) to your appointment by following the instructions on the Request Materials & Make an Appointment page.
Note: Reading room capacity is limited and slots are filled on a first-come, first-served basis. Plan ahead to secure your preferred date.
3. Await Staff Review & Email Confirmation
Once your requests are submitted and linked, the team will review them. Look for confirmation emails from the booking system containing further instructions.
4. Receive Campus Access Pass (External Visitors Only)
The business day before your scheduled appointment, check your email for a message from Public Safety ("CU Guest Access") containing a unique QR code.
5. Attend Your Appointment
Bring your QR code and a valid government-issued ID to access campus and complete your visit.
For details on reading room policies and what to expect during your appointment, visit the Plan Your Visit page.
If you already know which materials you need for visual use in a film, documentary, or publication, you can request high-resolution scans instead of scheduling an on-site film shoot:
Types of Events
Student-Sponsored Event
(examples: lobby tabling, wellness event, speaker visit)
Faculty or Staff-Sponsored Event
(examples: departmental meeting, public program, workshop)
Commercial or Student Film and Photography
(examples: documentary film, commercial, student film projects)
Columbia-Affiliated Film and Photography
(examples: media interview, photos in/of library spaces for marketing purposes)
Available Spaces
Also referred to as the Tauber room, Room 523 is a spacious meeting/ conference room which overlooks the South Lawn and Low Library. Once having been a break room for Columbia’s former School of Library Services, Butler 523 now serves as a quintessential location for meetings, presentations and conferences within Columbia University.
- Base fee: $1,000
- Capacity: Ideal for 18 - 30 seated (74 max standing capacity)
- Tech equipment: A/V equipment (computer and projector), Polycom Speaker Phone (212-854-4031)
- Food allowed (requires Facilities clean-up and associated costs)
One of our smaller meeting rooms, Butler 522 is often reserved alongside its bigger attached room, Butler 523. Connected by a pair of double doors that can attach or separate the space, Butler 522 is often used as spill-over for catering or storage space should 523 need it for a large event. Also ideal for a smaller general meeting room.
- Base fee: $500
- Capacity: 10 - 16 seated (25 max standing capacity)
- Tech equipment: Computer and digital display, phone (212-851-4030)
- Food allowed (requires Facilities clean-up and associated costs)
Room 203 is located on the 2nd floor (entry level) of Butler Library. It is a recently renovated general purpose meeting and presentation room with high ceilings, a large presentation screen, moveable furniture, and a podium.
- Base fee: $1,000
- Capacity: 72
- Tech equipment: A/V equipment (computer, projector)
- Food allowed (requires Facilities clean-up and associated costs)
- No arts/crafts
Room 208B is a rectangular room. The space has high ceilings, zoned climate controls, and is easily located on the ground (2nd) floor of Butler Library.
- Base fee: $500
- Capacity: Ideal for 15 - 25
- Tech equipment: A/V equipment (computer and projector), lectern
- Food allowed (requires Facilities clean-up and associated costs)
Also referred to as the Lounge, Room 214 is a spacious room accessible from the lobby and is located to the immediate west side of Blue Java Café. A doorway connects the café to the space. Ideal location for student-focused events that necessitate easy access from the main entrance. The room contains two wooden barrier walls and banquets that are in a fixed a position.
- Base fee: $1,000
- Capacity: 74
- Tech equipment: The room does not contain AV equipment nor a telephone.
- Food allowed (requires Facilities clean-up and associated costs)
Butler 210 is an ideal film or photography location for a “quintessential library” feel. It is suitable for two-person interviews, shots with multiple cameras, or b-roll. The room has high ceilings with floor-to-ceiling bookshelves, an upper level catwalk, some fixed furniture, and flexible options for long shots. Natural and overhead lighting can be easily adjusted based on needs, though some safety lights in the room remain on at all times.
The room can accommodate a crew of up to 20 people and is equipped with power sources in the floor and walls throughout the room. The room is very close to the elevator, one floor up from the loading dock on 114th street. There is an optional adjacent smaller room for gear staging, crew work space, makeup, etc.
Butler 616 is a smaller, narrow film or photography location with floor-to-ceiling bookcases and fixed furniture in the center of the room. Ideal for one-person photo shoots or interviews.
This room can accommodate a crew of up to 5 people and is equipped with power sources in the floor and walls. There are optional adjacent rooms, accessible through center doors, to accomplish longer shots.
The Herbert H. Lehman Suite is located on level 4 of the International Affairs Building (420 W. 118th St.), in rooms 406 A-C. The space includes a conference room, seminar room, gallery, and single use bathroom. The Fire Marshall limit for the Suite is 74.
- Conference room: 6 tables and 14 chairs; flat screen TV with HDMI connections for laptop; speaker/laptop podium. Conference table style set-up.
- Seminar room: 8 tables and 40 chairs; flat screen TV with HDMI connections for laptop; speaker/laptop podium. Supports both auditorium style and conference table style set-ups.
- Gallery: Open gallery space with exhibition featuring materials from the Rare Book & Manuscript Library. Tables and chairs can be moved into this space.
The Lehman Suite is available for half day and whole day bookings. A departmental chartstring must be supplied in advance of the event.
- Half day (up to four hours): $1500
- Whole day (over four hours): $3000
For more information, please visit the Lehman Center for American History website.
If you have a specific space or library in mind not listed here, please submit the request form and we will do our best to accommodate.
Frequently Asked Questions
Can I have a wedding engagement photo shoot or graduation photo shoot in a library?
Yes. Small, brief photo shoots of this nature are generally allowed without advanced permission so long as all participants have a valid CUID to enter. If one or more participants do not have a CUID, please email lio@library.columbia.edu to request advance permission. Requirements: handheld equipment only (no lighting kits), library users may not be captured on film, and shoots must be brief and minimally disruptive. For more information, please view our policy regarding Personal Use Film & Photography in Library Spaces.
What are the considerations for an event that includes food?
Event organizers must book Facilities clean-up for any event that includes drop-off catering.
Can my event include animals?
Per the Libraries' code of conduct, service animals are permitted; otherwise therapy animal events must be approved with special consideration.
What are the considerations for an event that includes non-CUID holders?
The event organizer is responsible for submitting the names of ALL participants or registrants for any event type.
How far in advance should I submit a request?
For film or photography shoots, requests require a two-week lead time. For all other event types, requests are subject to availability of requested space. Spaces can book far in advance.