Changes & Updates

Our staff is happy to assist you with any changes or adjustments to your event right until the week of your program.

While we are happy to accommodate all reasonable requests, we ask that organizers try to follow two requests:

• Place any requests which affect staffing at least one week prior the event
• Make any final changes to a reservation no less than 3 days prior to the event

Abiding by these two requests will greatly assist us in ensuring your event is set up to your specifications and runs smoothly.

If you need to cancel or reschedule an event, this should be done at least 1 week prior to the scheduled program.

Cancellations and changes should be done in writing to the Reservations Office.

Making Changes to an Event

All changes should be submitted to the reservations office at least 3 days prior to the event. Requests affecting staffing (e.g. time and certain AV changes) must be received at least 1 week prior to the event.

It is recommended that change requests be submitted either via e-mail: sacsbureservations@notes.cc.sunysb.edu or fax: (631) 632-4751.

Changes requested within 3 days of the event are difficult to grant due to staffing limitations and concurrent events being held elsewhere in the Student Activities Center and Stony Brook Union. Reservations office staff will consult with the Director or Assistant Director of Facilities Operations and every effort will be made to accommodate all reasonable requests on a case by case basis.

A revised confirmation and invoice will be sent to the event organizer following any changes.

Event Time Definitions

• Setup/Takedown - Time used by facilities staff to physically setup the venue. Schedulers should allot a minimum of 1 hour setup and 1 hour takedown for each programming space being used.
• Event Start/End - Time the program actually begins and ends.
• Pre-Event/Post-Event - Time needed by event organizer to prepare for the program within the assigned space, setup materials, conduct sound checks, etc.