Stony Brook University - Student Activities Center and SB Union Facilities Operations

Event Timelines

SAC, Union and Wang Center Events
Sports Complex
Departments & External Organizations

Events Management Timeline for Events in the Student Activities Center, the Stony Brook Union, and the Wang Center

The following timeline items serve as a guide for coordinating a successful event in the Stony Brook Union, Student Activities Center and Wang Center. Please communicate to the Student Activities Office the name of the individual who will be the Event Coordinator for your organization's event. The Event Coordinator will serve as the contact person regarding all of the following timeline responsibilities. Failure to complete any of the following tasks according to this timeline will result in postponement or cancellation of your event. Some of the timeline items can be completed online on the Student Activities website. Please contact Howard Gunston (hgunston@notes.cc.sunysb.edu or 631-632-6820/7320), the Director of Facilities Operations, or Alexandra Duggan, the Director of Student Activities (alduggan@notes.cc.sunysb.edu or 631-632-7320) if you have any questions.

Complete Reservation Request

Reservation requests must be made prior to initial meeting with your Program Advisor. It is recommended to complete the request as soon as possible. The Student Activities Center and Stony Brook Union room schedule fills up quickly. The reservation form can be found and must be submitted on the Department of Student Activities Website.

Confirmation of the room request will be e-mailed to the requestor within 5 business days. Please bring your reservation confirmation to the initial meeting with your Program Advisor. If you have any questions, please contact the Student Activities office at 631-632-9392.

Initial Meeting

The Event Coordinator is required to meet with your assigned Program Advisor in Student Activities to complete all of the following: discuss details of event, confirm reservation, and pick up Event Checklist & Program Advisement Sheet. For Category 1 events (Concerts in Pritchard Gym, SAC and SBU, Student Activity Event held in Sports Complex, Large Block Party) the meeting must take place 8 weeks prior to your event. For Category 2 events (Parties, Poetry Slam, Fashion Shows, Step Shows) the meeting must take place 6 weeks prior. For Category 3 events (Comedy Shows, Peace Rally, Demonstration/Protest, Hypnotist/Variety Event, Lecturer, Education Program) the meeting must take place 5 weeks prior to your event. All Program Advisors are located in Student Activities Center rooms 218 & 222. If you have any questions, please contact the Student Activities office at 631-632-9392.

Pick up Event Planning Packet (USG Funded Organizations only)

The Event Planning Packet consists of a USG Budget Form, USG Contract Request Form, USG Purchase Order forms, and Voucher forms. These forms are required for Undergraduate Student Government funded organizations. The Event Planning Packet must be picked up from your Program Advisor at least 5 weeks prior to your event. Your advisor will assist you in filling out the budget worksheet and event confirmation checklist. Event Planning Packet must be brought to the Undergraduate Student Government Accounting Office in the Student Activities Center, room 229, for review and approval. If you have any questions, please contact your Program Advisor and USG accounting at 631-632-9392 or 631-632-6476.

Security Checks for all Bands, Performers and DJs (parties & concerts only)

Security checks for all bands, performers, and DJs are required. The request for security checks for all non-Stony Brook students must be submitted at least 8 weeks in advance for Level 1 events and 4 weeks in advance for Level 2 events. The request for security checks for all Stony Brook students must be submitted at least 3 weeks in advance of your event. Security checks will be discussed at the initial meeting. The security check form can be found and must be submitted on the Department of Student Activities Website. If you have any questions, please contact Howard Gunston at ext. 631-632-6820/7320 or hgunston@notes.cc.sunysb.edu.

Campus Activities Advisory Group Meeting (CAAG) (If necessary)

For larger or outdoor events a CAAG meeting is required at least 4 weeks prior to your event. During the CAAG meeting, the Event coordinator, Program Advisor, a representative from Environmental Health & Safety, Parking and Transportation, Grounds, Campus Physical Plant will discuss the logistics of your event. Your Program Advisor will set up this meeting. Your Program Advisor can be reached at 631-632-9392 or in the Student Activities Center room 218 & 222.

Off Campus Advertising Permission

The form to request permission to publicize off campus must be submitted to your program advisor at least 6 weeks prior to event depending on the level (level 1: 6 weeks, all other levels is up the Program Advisor's discretion if needed). The Program Advisor's mailboxes are located in the Student Activities Center Room 218. Confirmation will be sent to your club's mailbox. Parties and concerts require permission to advertise off campus. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Submit USG Contract Request Worksheet, Voucher forms, & USG Event Budget Worksheet (USG funded organizations only)

The USG vouchers, USG Budget Worksheet, and the Contract Request worksheet must be submitted along with any vouchers and production rider from all artists to the Undergraduate Student Government Accounting Office within 4 weeks prior to your event. In addition to these forms, submit a copy of your organization's approved meeting minutes and attendance sheet. The forms can be submitted to the Undergraduate Student Government Accounting Office in the Student Activities Center, room 229. If you have any questions, please contact 631-632-6476.

Contracted Security Service Application

All parties/concerts and major events will require contracted security. Non-USG funded clubs/organizations must make a deposit to the USG Accounting Office before requesting this service. The contracted security service application can be found and must be submitted on the Department of Student Activities Website. Contracts and proof of payment must be submitted at least 3 weeks in advance. The purchase order number should be submitted to Pedro Atzel Zapata 1 week prior to the event. If you have any questions, please contact Pedro Atzel Zapata at 631-632-4591 or Pedro.Zapata@stonybrook.edu.

Undergraduate Student Government Events Management Staff Contract

Shows, parties, concerts, banquets, and other major events require Undergraduate Student Government Events Management. The Events Management Staff contract can be found and must be submitted on the Department of Student Activities Website at least 3 weeks prior to the event. The event coordinator is responsible to submit a copy of signed contract must be submitted to USG Accounting, SAC Room 229, 3 weeks prior to event. The Director of USG Events Management can be found in the Student Activities Center Suite 202. If you have any questions, please contact USG Events Management at 631-632-8337.

Undergraduate Student Government Audio Visual & Staging Contract

The Audio Visual & staging contract can be found and must be submitted on the Department of Student Activities Website at least 5/6 weeks prior to event depending on the level of the event (level 1: 5 weeks, level 2: 3 weeks, level 3: 1 week). Non-USG funded clubs/organizations need proof of payment. Copy of signed contract must be submitted to USG Accounting, SAC Room 229. The Director can be found during office hours in the Student Activities Center Suite 202. If you have any questions, please contact USG Audio Visual Department at 631-632-6484.

Undergraduate Student Government Ticket Office Contract

The ticket office contract can be found and must be submitted on the Department of Student Activities Website at least 2 weeks prior to event. If you have any questions, please contact Elizabeth Frisenda at ext. 631-632-6464.

Food Permit Request

The application for a food permit must be completed and submitted to your Program Advisor in the SAC Room 218 & 222, at least 2 weeks prior to the event. Your Program Advisor/USG Accounting will secure EH&S Approval and submit a copy of approved food permit to the USG Accounting office. If you have any questions, please contact your Program Advisor at ext. 631-632-9392 or 631-632-6476.

Request for Amplified Sound (Required if event is outside)

All outside events in which there will be amplified sound will require prior approval. The request form can be found and must be submitted on the Department of Student Activities Website at least 2 weeks in advance. If you have any questions, please contact Pedro Atzel Zapata at ext. 631-632-4591 or Pedro.Zapata@stonybrook.edu.

Confirmation Meeting (if necessary)

Set up a wrap up meeting with Program Advisor to confirm event and finalize set up requirements. All Program Advisors are located in Student Activities Center rooms 218 & 222. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Request for University Police Officers (If applicable)

If your event requires University Police Officers or you are requesting additional coverage, the application can be found and must be submitted via internet on the Department of Student Activities Website at least 3 weeks prior to your event. If you have any questions, please contact Howard Gunston at ext. 631-632-6820/7320 or e-mail him at hgunston@notes.cc.sunysb.edu.

Food Service Request

Request for University Food service must be completed directly with Dining Services. Please contact campus catering at ext. 631-632-7295 if you have any questions regarding Food Service. A copy of Campus Dining event sheet must be submitted to USG Accounting, SAC Room 229, for purchase order 2 weeks prior to event. Non USG funded clubs/organizations deal directly with Campus Dining. Both require all details to be completed at least 2 weeks prior to your event. The purchase order is required 2 weeks prior to the event.

Media Use Agreement

All audio and visual recordings by external videographers/photographers will require prior approval. External videographers/photographers may be subject to media fees. Please see SBU Media Permit Policy Overview for details. External Videographers are required to have an approved media agreement and signed waivers for individuals who are singled out. Waiver distribution, collection, and filing is the responsibility of the person recording. The media use agreement must be submitted to the Student Union and Activities Office one month prior to the event to Program Advisors in SAC 218. Internal media groups do not require a media use agreement, but they are responsible for the waiver form process. External Media groups will have to contact the Media Relations Office at 632-6310 in order to be issued their credentials.

Request for fundraising

Request for fundraising must be submitted at least 2 weeks prior to your event. The application can be picked up from your Program Advisor in Student Activities Center, room 218/222. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Request for heavy apparatus access to SAC Plaza or Academic Mall (If Necessary)

Request for heavy machinery or vehicle access to the SAC Plaza and Academic Mall can be found and must be submitted on the Department of Student Activities Website at least 1 week in advance. If you have any questions, please contact Howard Gunston at ext. 631-632-6820/7320 or hgunston@notes.cc.cunysb.edu.

Finalized Room Setup

The finalized room set up must be discussed and confirmed with your Program Advisor at least 1 week prior to your event. All Program Advisors are located in Student Activities Center rooms 218 & 222. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Finalized Facility Operation A/V Set Up

The finalized A/V set up must be discussed and confirmed with your program advisor 1 week prior to your event. All Program Advisors are located in Student Activities Center rooms 218 & 222. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Guest List

A typewritten list of individuals (Official first & last name) who will be guests for your program must be submitted to the Assistant Director for Fraternities and Sororities and USG Ticket Office Manager at least 3 business days in advance of event. The guest list is only for Fraternity/Sorority groups and may not exceed 30 guests. Guests must show proper identification at the time of ticket purchase. Guests on this list will be subject to entrance fees. The President or Officer identified, as the host for the guest list members will be responsible for all actions of the guests. Absolutely no names can be added on the day of the event. A copy of each individual's identification will be taken at the entrance to the event. The list must be submitted to Mojavi Wright and Elizabeth Frisenda's mailboxes in the Student Activities Center Suite 218. If you have any questions please contact the Ticket Office Manager at 631-632-6464.

DJ/Entertainer/Entourage List

This list is the group of people who are working with the performer. The limit is the band/DJ/performer members plus 5 additional people. The names of all DJs and entertainers who wish to enter the event must be typewritten (Official first & last name) in alpha order with SB ID numbers and submitted at least 3 business days prior to the event. USG funded groups must submit this list to the Admin Director of Undergraduate Student Government in SAC 202. Non-USG funded groups must submit this list to their respective Program Advisor in the Student Activities Center rooms 218 & 222. DJs/Entertainers not on the submitted list will not be allowed into event. If you have any questions, please contact the Admin Director of USG, Eunice Ro at ext. 631-632-8337.

Performer List

A typewritten list of individuals (Official first & last name) in alpha order with SB ID numbers who will be performers for your program must be submitted at least 3 business days in advance of the event. USG funded groups must submit this list to the Admin Director of Undergraduate Student Government in SAC 202. Non-USG funded groups must submit this list to their respective Program Advisor in the Student Activities Center rooms 218 & 222. Performers not on the submitted list will not be allowed into the event. If you have any questions, please contact the Associate Director of USG, Eunice Ro at ext. 631-632-8337.

Complimentary Ticket List

USG funded organizations: Comp tickets are only to be given to volunteers and people who assist in the preparation of a particular event, and who receive no other compensation. The number of comp tickets cannot be more than 5% of available tickets. The comp list must be typewritten (Official first & last name) and submitted to USG Admin Director at least 3 business days prior to the event for pre-approval. Non-USG funded organizations must submit comp list to their respective Program Advisor at least 3 business days prior to the event for approval (No limit on the number of names). Must contain (1) full name of the person to be comped, (2) whether they are an SBU undergraduate student or non-student (e.g. faculty, staff, etc.), and (3) the reason that this person should receive a comp. Once approved by Admin Director, the list will be forwarded to Ticket Office Manager Elizabeth Frisenda. No changes will be made to the list inside the 3 days. If you have any questions please contact the Ticket Office Manager Elizabeth Frisenda at 631-632-6464.

Evaluation Meeting

An event evaluation meeting must be completed within 5 business days after your event or before the next event's initial meeting with your assigned Program Advisor in the Student Activities Office. All Program Advisors are located in Student Activities Center rooms 218 & 222. If you have any questions, please contact the Student Activities Department at 631-632-9392.

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Events Management Timeline for Events in the Sports Complex

Initial Meeting

The Event Coordinator is required to meet with your assigned Program Advisor in Student Activities at least 8 weeks prior to your event to complete all of the following: discuss details of event, confirm reservation, and pick up Event Checklist & Program Advisement Sheet. Program Advisors are located in Student Activities Center rooms 218 & 222. Please bring a copy of the contract or Artist's technical rider. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Approval from Concert Committee and Dean of Students

If your event includes live entertainment of any kind, the event must be approved by both the Dean of Students and Stony Brook Concert Committee. Approval must be made at least 7 weeks prior to event. A formal request must be submitted and approved by both the Concert Committee and the Dean of Students for all events scheduled to take place in the Sports Complex. The request must be submitted to Alexandra Duggan, the Director of Student Activities, in the Student Activities Center room 218. If you have any questions, please contact Alexandra Duggan at ext. 631-632-9392 or aduggan@notes.cc.sunysb.edu.

Complete Reservation Request

Reservation request for the Sports Complex can be made with your Program Advisor. The request for space usage must be submitted at least 7 weeks in advance. Confirmation of the room request will be sent or picked up within 5 business days.

Security Checks for Live Entertainment, Bands, Popular DJs etc.

Security checks for all bands, performers, and DJs are required. The request for security checks for all non-Stony Brook students must be submitted at least 8 weeks in advance for Level 1 events. The request for security checks for all Stony Brook students must be submitted at least 3 weeks in advance of your event. Security checks will be discussed at the initial meeting. The security check form can be found and must be submitted on the Department of Student Activities Website. If you have any questions, please contact Howard Gunston at ext. 631-632-6820/7320 or hgunston@notes.cc.sunysb.edu.

Pick up Event Planning Packet (If USG Funded Organization)

Cost Estimate/Logistics meeting

The Event Coordinator, Program Advisor, and the Director of Event and Operations for Athletics, Antony Bonavita are required to meet at least 6 weeks prior to your event. Your Program Advisor will set up this meeting. At this meeting the following items will be discussed, security, staging, room set up/breakdown, catering needs, food service, table & chair rentals, etc. The technical rider for the artist/artists is due at this meeting. The invoice for the total costs will be issued during this meeting. A cost estimate for your event will be provide within 5 business days of this meeting. Your Program Advisor can be reached at 631-632-9392 or in the Student Activities Center room 218 or 222.

Submit USG Contract Request Worksheet, Voucher forms, & USG Event Budget Worksheet (USG funded organizations only)

Approval between Campus and Promoter

The Administrative Director of USG or Assistant Director and the Promoter of the event must agree adequate funding is available to cover the event expenses. They will review budget and timeline items. The approval must take place prior to contract signing, and at least 6 weeks prior to event. Pending the funding source, if organization is USG funded then it would need to go through the USG Administrative Director. If organization is not funded then they must see their Program Advisor for an initial meeting to go over the funding source for the event.

Undergraduate Student Government Events Management Staff Contract

Undergraduate Student Government Audio Visual & Staging Contract

The Audio Visual & staging contract can be found and must be submitted on the Department of Student Activities Website at least 5 weeks prior to event depending on the level of the event (level 1: 5 weeks, level 2: 3 weeks, level 3: 1 week). Non-USG funded clubs/organizations need proof of payment. Copy of signed contract must be submitted to USG Accounting, SAC Room 229. The Director can be found during office hours in the Student Activities Center Suite 202. If you have any questions, please contact USG Audio Visual Department at 631-632-6484.

Undergraduate Student Government Ticket Office Contract

Submit contract signed by Event Performer Voucher/contract

The contract/voucher must be signed and submitted to the Undergraduate Student Government office within 5 weeks prior to your event. The forms can be submitted to the USG Accounting Office in the Student Activities Center, room 229. If you have any questions, please contact 631-632-6476.

Off Campus Advertising Permission

Production Meeting

The Event Coordinator and Program Advisor must meet with the Director of Event and Operations for Athletics, Antony Bonavita at least 4 weeks prior to event to review all sound and lighting logistics. Your Program Advisor will set up this meeting. Production meetings may continue weekly until event to review and clarify any concerns pending the scale of your event. Details regarding sound and lighting requests for your event will be reviewed. Issues regarding Environmental Health & Safety, West Campus Physical Plant, and Parking Office will be also be discussed. Performance rider will be reviewed at this meeting. Your Program Advisor will set up this meeting. Your Program Advisor can be reached at 631-632-9392 or in the Student Activities Center room 218 or 219.

Food Permit Request

Purchase Order #/Check Submittal

The purchase order number or 100 % payment must be submitted to the Sports Complex, Scheduling Director, Lisa Drane at least 2 weeks in advance. USG Accounting must submit this information directly to Lisa Drane in the Sports Complex. If you have any questions, please contact USG Accounting Office. If you have any questions, please contact 631-632-6476.

Finalized Room Set Up

The finalized room set up must be discussed and confirmed with your Program Advisor 1 week prior to your event. All Program Advisors are located in Student Activities Center rooms 218 & 222. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Finalized A/V Set Up

The finalized A/V set up must be discussed and confirmed with your program advisor 1 week prior to your event. All Program Advisors are located in Student Activities Center rooms 218 & 222. Your Program Advisor will submit changes to the Sports Complex. If you have any questions, please contact the Student Activities Department at 631-632-9392.

Request for University Police Officers (If applicable)

If your event requires University Police Officers or you are requesting additional coverage, the application can be found and must be submitted on the Department of Student Activities Website at least 3 weeks prior to your event. If you have any questions, please contact Howard Gunston at ext. 631-632-6820/7320 or e-mail him at hgunston@notes.cc.sunysb.edu.

Guest List

DJ/Entertainer/Entourage List

Complimentary Ticket List

USG funded organizations: Comp tickets are only to be given to volunteers and people who assist in the preparation of a particular event, and who receive no other compensation. The number of comp tickets can not be more than 5% of available tickets. The comp list must be submitted to USG Admin Director at least 5 business days PRIOR to the event for pre-approval. Non USG funded organizations must submit comp list at least 5 business days prior to the event for approval (No limit on the number of names). Must contain (1) full name of the person to be comped, (2) whether they are an SBU undergraduate student or non-student (e.g. faculty, staff, etc.), and (3) the reason that this person should receive a comp. Once approved by Admin Director, the list will be forwarded to Ticket Office Manager Elizabeth Frisenda. No changes will be made to the list inside the 5 days. If you have any questions please contact the Ticket Office Manager Elizabeth Frisenda at 631-632-6464.

Evaluation Meeting

Post Mortem Meeting

Meeting should take place within 2 weeks after the event.

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Timeline for Department and External Organizations for Events held in the Student Activities Center and Stony Brook Union

The following timeline items serve as a guide for coordinating a successful event in the Student Activities Center and Stony Brook Union. Completion of items can be done in any order, but must be completed according to timeline. Please communicate to the Reservations Office the name of the individual who will be the Event Coordinator for your organization's event. The Event Coordinator will serve as the contact person regarding all of the following time line responsibilities. Failure to complete any of the following tasks according to this timeline may result in services we are unable to provide or postponement of your event.

Reservation Assistants can be contacted in SAC Room 220 or 631-632-4591. Please contact the Reservations Office if you have any questions regarding any item on the time line. Forms are available online here. The reservations Office e-mail address is sacsbureservations@notes.cc.sunysb.edu. Reservation forms can be faxed to 631-632-4751.

Complete Reservation Request Form

It is recommended to complete the request as soon as possible. The Student Activities center and Stony Brook Union room schedule fills up quickly. The reservation form can be picked up and returned in Student Activities Center room 220. Confirmation of the room request will be sent within 2 business days. Please indicate your first and second date choice. If you have any questions, please contact the Reservations Office at 631-632-4591 or e-mail at sacsbureservations@notes.cc.sunysb.edu.

Request to use Facility

All requests for facilities or property must be submitted, in writing, to the Reservations Office of the Student Activities Center Room 220, a minimum of 3 weeks prior to the event. Space permitting, meeting room reservation requests will be accepted up to 3 days prior to the event.

Revocable Permit

Any use of university property by an off-campus agency requires prior approval by the Procurement Office. Organizers must meet with their facilities scheduler to submit a Revocable Permit with Certificate of Insurance to the Procurement Office a minimum of 2 months prior to the event. Forms may be downloaded from the dProcurement website. Questions regarding Revocable Permits should be directed to Patricia Miller at 631-632-6010.

Media Use Agreement

All audio and visual recordings by external videographers/photographers will require prior approval. External videographers/photographers may be subject to media fees. Please see SBU Media Permit Policy Overview for details. External Videographers are required to have an approved media agreement and signed waivers for individuals who are singled out. Waiver distribution, collection, and filing is the responsibility of the person recording. Organizers must meet with their facilities scheduler to submit a Media Permit with Certificate of Insurance to the Procurement Office a minimum of 2 months prior to the event. Internal media groups do not require a media use agreement, but they are responsible for the waiver form process. External Media groups will have to contact the Media relations Office at 632-6310 in order to be issued their credentials.

Undergraduate Student Government Audio Visual & Staging Contract

The Audio Visual & staging contract can be found and must be submitted on the Department of Student Activities Website at least 5 weeks prior to event. The Director can be found during office hours in the Student Activities Center Suite 202. If you have any questions, please contact USG Audio Visual Department at 631-632-6484.

Permission to Serve Alcohol

Request to serve alcohol must be submitted to the Reservations Office at least 4 weeks prior to your event. All off campus caters must have alcohol license and temporary permit to serve in the designated location. Campus Dining caterer already has the permit, but permission must be requested and granted. For off campus caterers, we require proof of license and request. Off Campus Caterers must have New York State Temporary liquor license for the location and a permanent liquor license and a request. Permission to serve alcohol will be determined within 1 week of your request. All documents must be present at your event.

Undergraduate Student Government Events Management Staff Contract

Shows, parties, concerts, banquets, and other major events require Undergraduate Student Government Events Management. The Events Management Staff contract can be found and must be submitted on the Department of Student Activities Website at least 3 weeks prior to the event. The Director of USG Events Management can be found in the Student Activities Center Suite 202. If you have any questions, please contact USG Events Management at 631-632-8337.

Request for Additional University Police Officers (If applicable)

Undergraduate Student Government Ticket Office Contract

Request for Amplified Sound (Required if event is outside)

Food Service Request

Request for University Food service must be completed directly with Campus Catering. Please contact campus catering at ext. 631-632-7295 if you have any questions regarding Food Service. The Reservations Office must be notified of who the caterer will be at least 2 weeks prior to the event.

Food Permit Request

Environmental Health and Safety requires a Food Permit be completed for any off-campus caterers. Off-campus caterers are not permitted to offer services on-campus with without prior approval from EH&S. Food permits must be submitted for EH&S Approval at least 10 days prior to the event. The Facilities Reservations Office requires a copy of the approved EH&S form be submitted at least 3 days prior to the event. The Food Permit form may be picked up from the Reservations Office in the Student Activities Center room 220. If you have any questions, please contact the Reservation's Office at 631-632-4591 or e-mail at sacsbureservations@notes.cc.sunysb.edu.

Request for heavy apparatus access to SAC Plaza or Academic Mall (If Necessary)

Wrap Up Meeting (if necessary)

Set up a wrap up meeting with the Reservations Office to confirm event and finalize set up requirements. We recommend that wrap-up meetings and/or walkthroughs be completed no later than 1 week prior to the event. If you have any questions, please contact the Reservations Office in SAC 220 at 631-632-4591.

Finalize Audio and Visual Request

All requests for A/V Technician staffing must be submitted at least 1 week prior to the event. Changes to A/V equipment should be requested at least 3 days prior to the event. Requests inside one week should be e-mailed to Howard Gunston at howard.gunston@stonybrook.edu. Every effort will be make to accommodate reasonable requests.

A/V Rehearsal Walk Through

A rehearsal walk through is suggested for computer projection programs, shows, and concerts. Please contact Nathaniel Gross, A/V Services Coordinator, at 632-7343 for an appointment. Walkthroughs are suggested to be completed no later than 1 week before the event.

Finalize Room Set Up

Due to the high demand for our services and resources, all room set-ups should be finalized at least 3 days prior to the event. Requests which affect staffing (coat room attendant, significant room changes, etc.) should be submitted at least 1 week prior to the event. Changes within these time parameters should be e-mailed to Howard Gunston (howard.gunston@stonybrook.edu) who will attempt to accommodate all reasonable requests.

Cancellation of Event

In order to avoid cancellation fees, event organizers should submit notice of cancellation in writing to the Reservations Office at least 1 week prior to the event. If less than 1 week notice is given the following charges will apply:

University Departments & Student Clubs/Organizations: Responsible for 50% of any estimated staffing, resource, and labor fees. No shows or cancellations within 3 days of the day of the event will be subject to 100% of all fees.
External organizations: Responsible for 50% of any facility usage fees. No shows or cancellations within 3 days of the event will be subject to 100% of all fees.

Invoices - All facility usage fees are due:

One week prior to the event for external groups
Within one week after the event for internal departments. University departments choosing to pay by either check, cash, or credit card will be assessed a 10% Administrative Fee.

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