Custodial Cleaning & Billing Process for Student Group Events

Custodial-related billing rules described in this process apply only to events held in Earl Hall and St. Paul's Chapel, not to other spaces on campus.

How This Works

Recognized student groups will no longer need to submit a custodial ticket for basic cleaning or for standard events. When you submit your event reservation through the event review process or EMS booking, you'll be asked to provide details about your event, including anticipated number of guests, whether you'll have food, and any materials or crafts you'll be using. The University Life Events team will use this information to determine whether a custodial ticket is needed. We anticipate most standard events and meetings will be covered under basic cleaning, described below. 

Cleaning After Your Event

Basic cleaning is provided at no cost for most student group events in Earl Hall and the Chapel. Basic cleaning covers trash collection, wiping down high-touch areas, tidying the space, and restroom cleaning and supply replenishment. You will not need to submit a custodial ticket if all three of the following are true:

  • It is not a catered event
  • You are using the room in its standard configuration
  • You have fewer than 50 attendees
     

What we ask of you

Whatever you bring in, please take it out with you. Bag your trash, wipe down tables, and leave the floor clear. This applies to food and to anything else that can leave a mess, including glitter, paint, and craft supplies. Facilities staff should only need to collect trash bags and boxes.

If a room is left in a condition that requires cleaning beyond this, your group will be billed for it. 

Please note: A catered event is one that involves food service beyond what a student group can reasonably clean up on their own before the start of the next event in the room. See below under the What You Will Still Be Billed For section for additional information.

If You Don't Clean Up

If your student group leaves a mess, it doesn't just affect your bill, it can affect the next student group scheduled to use the space, who may arrive to a room that isn't ready for them. Student groups that don't clean up after themselves will be charged a custodial fee, which varies depending on the extent of the mess. This standard applies to any activity that could leave a mess, not just food. For example, craft-making, painting, or similar hands-on activities.

What You Will Still Be Billed For

While there will be no charge for basic standard cleaning coverage, there are still some billable expenses. The following are treated as special requests above the basic standard, and remain billable to student groups and/or are covered through the appropriate Facilities and Security Fund, where applicable and approved by governing bodies in advance of the event. A ticket is still required for the following:

  • Events with 50 or more attendees
  • Catered events where more intensive cleaning is required (vacuuming, multiple garbage cans/bags for pickup, etc.). For example, large trays or buffet-style food, chafing dishes or sternos, drink stations, or food that requires ongoing setup and maintenance throughout the event. Because of the scale and mess typically involved (spills, grease, discarded serving materials, etc.), catered events will typically still need a custodial ticket. This is different from a pizza order or a few boxes of snacks, where the group can bag their own trash and wipe down surfaces afterward - that kind of event falls under the no-ticket policy described above. The distinguishing factor isn't whether food is present, but whether the scale and setup of that food go beyond what a student group can realistically clean up themselves before the next event is scheduled to begin in the same room.
  • Room setup and breakdown labor: this applies when you ask Facilities to change the room from its standard configuration. For example, using the room as it's already set up (e.g., classroom style) does not incur a labor charge. But if you ask to convert the room (for example, from classroom style to banquet style, requiring different tables and furniture to be moved from storage) that will be billed.
  • Other CUFO charges related to special requests (for example, electrical or grounds work)
  • Public Safety charges
     

A Note on Earl Hall and the Chapel

Custodial-related billing rules described in this process apply only to events held in Earl Hall and the Chapel, not to other spaces on campus. Please contact Columbia Events Management for policies and details for other campus spaces.