Block Booking
Loading & Unloading Equipment
Rehearsal Space
Room Occupancy Codes
Student & Department Meeting Space
Student Club Office Space
Student Events
Block Booking
Block Booking refers to the process where registered clubs and student organizations can request weekly, biweekly, or monthly meeting space; it is organized and maintained by the Office of Student Activities. Initial Block Booking is done during the spring semester, typically on the first reading day. However, this is not the only day the Office of Student Activities will do Block Booking, this is the just the first opportunity groups have to block book for the upcoming academic school year.
At this time, groups will be able to book their meeting space for the upcoming academic year for days when classes are in session. Groups can only book one meeting time per week during the initial block booking (event). If there are any spaces left after that initial day of block booking, additional meeting times may be scheduled. This policy is not to be confused with our rehearsal space booking.
In order to be eligible to block book, student groups must be registered with the Office of Student Activities. A grace period is given to the clubs until October 1st to register. Failure to register by that date will result in the loss of the group's recognition and as a result, all reservations. In addition, groups must be in good standing with the University and not have any outstanding bills.
Groups can book the following rooms:
SAC: 302, 303, 304, 305, 306, 308, 309, 311, 312
SBU: *226, *231, *237, *236, 247, UCC #1, UCC #2, UCC #3, SBU Bi-LVL LL
*Rooms can only be booked AFTER 7 pm and during CLT during the following time slots:
Monday-Friday:
9-10:30 am
10:30 am - 12 pm
12 - 2 pm
2 - 3:30 pm
3:30 - 5 pm
5 - 7 pm
7 - 8:30 pm
8:30 - 10 pm
10 - 11:30 pm
Saturday & Sunday: Any 2-hour time slot
Loading & Unloading Equipment
Loading and unloading equipment in the SAC and SBU may only be done at designated loading docks. The Facilities and Reservations Staff will be happy to assist groups with locating these areas. Groups may not use any exterior entrance doors to load directly into the venues. SBU has two loading docks, one on the north side of the building by the food services area and one on the east side of the building by the Deli. The SAC has one loading dock on the east side of the building by the food court area accessible by Engineering Drive.
Rehearsal Space
Event organizers can request one (4 hour) pre-scheduled rehearsal in the programming space. This rehearsal may occur either on the day of the event or prior to the day of the event and will include up to 4 hours of A/V time. Additional rehearsals can be requested inside two weeks of which the rehearsal would take place but SAC/SBU Facilities will be unable to provide A/V support for these additional rehearsals.
The Department of Facilities Operations encourages groups needing practice/rehearsal space which allows for excessive noise (i.e. drums, singing, etc) to take advantage of one of the following two options:
SAC 221 is available for practice/rehearsals/events after 9PM daily. Groups will be responsible for moving tables and chairs and returning the room to its original condition upon completion (i.e. handle their own setup/takedown). Space should be reserved in R25.
SBU 032, a black box theatre used by the Theatre department, is also available. Requests for space usage should be e-mailed to the Assistant Director of Facilities Operations at hedieh.resciniti@stonybrook.edu.
Room Occupancy Codes
The Office of Environmental Health and Safety determine room occupancy codes. The capacities are to be strictly enforced at all times.
Student & Department Meeting Space
Internal departments and recognized student organizations can reserve space for meetings.
Organizations/Departments are responsible for presenting their confirmation report at their meetings. Student groups are allowed to request for extensions once 2 weeks have passed in the semester. Requests will be reviewed on a case by case basis with the Student Activities advisor. Meeting rooms should be returned to the original setup posted.
Student Club Office Space
Student Organizations are encouraged to apply for student club office space.
The Space Allocation committee will review student club requests for office space every March and September. Student groups may be awarded space on a yearly basis. Applications are available at the Dean of Student’s Office SAC 222.
Once allocated a space, access to offices is coordinated at the information desks. The President of the organization must submit the list of names that are permitted access. The lists must be typewritten and include access dates. No exceptions.
The access log documents all usage of space. Only students on the typewritten access list can have access to the space. Please verify name and check Stony Brook University Identification.
All tenants for the Student Activities Center and Stony Brook Union are required to comply with our decorations policy which prohibits taping, tacking, or otherwise marring facilities walls and surfaces.
Student Events
All student sponsored events must be reviewed by the Events Management Committee.