Alcohol service is subject to the Stony Brook University Alcohol Policy. Organizers must complete and submit the "Special Request to Cater Alcohol" to the Facilities Scheduler at least four weeks in advance. All requests to serve alcohol and approvals must be documented in R25 reports. Permission to serve alcoholic beverages is granted by the Office of the Vice President for Student Affairs.
Campus Dining service is suggested for all events serving alcohol. Caterers other than contracted Stony Brook University dining services must obtain a copy of the caterers' Temporary Site Liquor License/Permit (granted by the New York State Liquor Authority). A copy of the License/Permit must be submitted to the Office of Facilities Reservations one week prior in advance.
NY State Law requires servers of alcohol to post the liquor licenses during the event. Groups are responsible for ensuring that alcohol remains within the approved premises. Please call University Police or the Director of Facilities Operations if you notice alcoholic beverages served without proper approval.
Permission to use a grill must be made in writing to the Director of Facilities Operations prior to the event. Grills are not permitted within 50 feet of the Student Activities Center or the Stony Brook Union.
Caterers other than contracted Stony Brook University dining services must obtain a food permit approved by the Department of Environmental Health and Safety. Food permits are required for all events with an attendance of more than 19 where prepared foods will be served. Food permits must be submitted at least two weeks prior to the event to the Facility Scheduler or Program Advisor. All groups must have a copy of the approved food permit at their event. Caterers must abide by Stony Brook University's exclusive contract with Pepsi Cola by using only Pepsi Cola company products where applicable.
The use of propane or butane cooking stoves are not permitted outside designated cooking areas.
The Light Tower will need to be in place and set up a half hour prior to your event and allotted an extra half hour after the event for breakdown. Total cost is dependent on the duration time of the event, plus this 1-hour for setup/breakdown.
|Venue||Rate (4 Hour Minimum)||Administration Fee (Overhead)||Total Staffing Cost|
The monitoring and cleanup of garbage and other debris is required for the Student Activities Center Plaza. It is important that this area is kept clean at all times. Grounds Services are required for all events that take place on the SAC Plaza. The Student Activities Center custodial staff can monitor the area during typical daily University traffic. The Student Activities Center custodial contractor will need to be scheduled to monitor the SAC Plaza areas during events. Events in the Plaza fall into one of three scenarios based on event activity and headcount. Please submit a Request for Outdoor Grounds at least four weeks in advance to your event. An account number, check or purchase number is due at the time of request.
|Anticipated Attendance||Staff Rate||Additional Custodial Staff||Total Staffing Hourly Rate|
|Scenario A||0 - 149||$24/Hour||None||--|
|Scenario B||0 - 149||$24/Hour||1||$24|
|Scenario C||150 - 400||$24/Hour||2||$48|
Scenario A: If the expected attendance for your event is under 150 people there is no need for additional coverage charge. The existing staff can monitor the areas.
Scenario B: If the expected attendance for your event is under 150 people and you are serving food or distributing literature, a custodial staff is needed to monitor the areas.
Scenario C: If the event is between 150 and 400 people, two additional staff is required to adequately monitor the areas.
Scenario D: If the expected attendance for your event is over 400, three additional staff is required.
Custodial staff will need to be in place and set up one hour prior to your event and stay one hour after the event. Total cost will depend on the duration time of the event, plus this 1-hour setup and 1-hour cleanup.
Parties held in the SB Union Ballroom beyond posted Operating Hours are required to cover custodial expenses on Friday nights and Saturday nights. On these nights, student groups will need to hire a custodian to specifically work over-time for the party:
|Venue (Friday/Saturday Nights Only)||Staff Rate (4 Hour Minimum)||Fringe Costs||Administration Fee (Overhead)||Total Staffing Cost|
|SB Union Ballroom||$25/Hour||48%||13%||$167.24|