Space Rental Policy for Outside Entities

The Craig Newmark Graduate School of Journalism at the City University of New York rents out its facilities at a fee to both CUNY and non-CUNY affiliated groups for meetings, conferences, workshops, receptions, and television and audio productions, depending on availability.

College departments and officially recognized faculty, staff, and student groups conducting programs consistent with the College mission and objectives should consult the Internal Event Services policies.

Eligibility and Approval

All space rentals are subject to review and approval by the Events Office. Outside entities must demonstrate a clear connection to the School’s mission and values.

To further its commitment to education and public service, the Newmark J-School supports the use of our facilities by non-School organizations, so long as the facility usage does not infringe upon, compete, delay or conflict with the normal operation of the School.

Priority will be given to events that:

  • Advance dialogue about journalism in the public interest.
  • Provide learning or networking opportunities for our students and alumni.
  • Enhance the School’s reputation or partnerships within journalism.

All requests for external events must be submitted through the facilities rental request form. The Dean (or their designee) retains discretion to approve, decline, or conditionally approve rental requests.

No School facility may be utilized at any time by an outside organization without compliance with this policy.

Fees and Costs 

All outside entities will be charged a rental fee for use of Newmark J-School spaces.

  • Fee Structure: Rental fees vary depending on the space requested, event duration, and technical requirements.
  • Additional Costs: The renter is responsible for all direct overhead costs, including but not limited to overtime charges for public safety, custodial, or A/V services, as well as costs related to opening the 40th Street entrance on Saturdays.
  • Payment: All fees and estimated overhead costs must be paid in advance.
  • COI: All outside entities must provide a certificate of insurance for $1 million dollars indemnifying SOJ, the City University, their officers and the Board of Trustees (or in the amounts specified by The City University of New York, as Newmark J-School reserves the right to increase the insurance coverage requirements) prior to the event.

Fee Waivers

In some instances, when the proposed event is highly mission-aligned, the J-School may choose to waive a portion of the rental fee.

  • Such waivers are granted at the sole discretion of the Dean or Associate Dean, based on the event’s strategic value and benefit to the J-School community.
  • Overhead and staffing costs cannot be waived.
  • If a portion of the fee is waived, the outside entity must agree to open the event to the Newmark J-School community, or some portion of it.

Event Operations and Compliance

Outside entities must:

  • Comply with all building regulations, security procedures, and signage policies and all applicable New York State laws.
  • Designate a primary point of contact to coordinate with the School’s team.
  • Ensure that the event and its participants maintain professional decorum consistent with the School’s standards and policies.
  • Access to the building and event spaces is limited to the time period specified in the rental agreement. Early access or extended hours must be requested in advance and may incur additional charges.
  • Common areas such as hallways, lobbies, and restrooms must always remain accessible to the School community at all times unless otherwise approved.
  • All places of public assembly on the J-School campus have been assigned occupancy limits by the New York City Fire Department. These limits have the force of law and cannot be negotiated. Under no circumstances will these limits be exceeded. The limits for all places of public assembly are indicated on the space request form.

Failure to comply with these requirements may result in the cancellation of the event or denial of future rental requests.

Alcoholic Beverages

Alcoholic beverages are prohibited on campus unless approved in writing by the Dean of Newmark J-School or designee. If alcoholic beverages are sold, the seller must possess a valid New York State liquor license, a copy of which must accompany the space request form. The serving of alcoholic beverages can be terminated at any time at the discretion of the College Administration or the Office of Campus Safety.

Food Services
All food and beverages served at public events in the College may be catered by external caterers. External caterers must be licensed by the New York City Health Department. Event sponsors using external caterers must furnish a copy of the license with the space request.

Advertising and Publicity

External advertising by all users by direct mail or through publicity outlets must be approved by the Office of Communications. The latter includes, but is not limited to, press releases, television and radio advertisements, newspaper and other print advertisements, posters, flyers and handbills.

Security Force
All security functions on the Newmark J-School campus are performed exclusively by City University public safety personnel. No private security personnel, such as bodyguards or escorts acting in a security capacity, shall perform any security functions on College property. This policy does not apply to sworn law-enforcement officers representing the federal, state or municipal governments, nor does it apply to a limited number of security personnel accompanying representatives of foreign states. These law-enforcement officers should coordinate their efforts with the Newmark J-School Office of Public Safety.

Cancellations and Refunds

  • Cancellations made more than 14 calendar days prior to the event may be eligible for a partial refund, minus administrative costs.
  • Cancellations made fewer than 14 calendar days in advance are non-refundable.
  • The School reserves the right to cancel or reschedule events due to emergencies, weather conditions, or operational needs. In such cases, fees will be refunded or credited.

Indemnification

It shall be understood and agreed to by a requesting individual or organization that said individual or organization shall be solely responsible for compliance with all applicable laws, rules, orders, regulations, codes, and requirements of federal, state and local governments. In addition, the individual or organization shall indemnify and hold harmless the City University of New York, the State of New York, the City of New York and The Craig Newmark Graduate School of Journalism from and against any damage, fine, judgment, expense or charge suffered, imposed, assessed or incurred for any violation or occasion by any act, neglect, or omission of the organization, its servants, employees, or agents. In the event of any damage or injury to the equipment or facilities provided by the College under these guidelines caused by the negligence or improper conduct of the individual or organization, its agents or employees, the individual or organization shall cause the said damage or injury to be repaired or remedied as speedily as possible at its own cost and expense. Notwithstanding the above, if any loss is the result of negligence on the part of the College, the individual or organization shall be released of its responsibility for replacement of lost or damaged equipment or facilities.