A. All requests must be submitted in writing at least 3 weeks prior to the event via the Reservation Request Form to ensure all event requirements are complete. Space permitting, meeting room reservation requests will be accepted up to 3 days prior to the event.
B. Events organized by a recognized Stony Brook University department. Reservations in this category receive space free of charge, and are responsible for resource, maintenance and set-up fees which include staffing and equipment charges.
C. Events organized by a Stony Brook University department on behalf of an external organization. Reservations in this category are responsible for usage fees and any special services, e.g. security, maintenance or technical assistance.
D. Non-University organization events must abide by the guidelines set forth by University Policy 517. A Revocable Permit is required for any Non-University organization seeking to use space in either the SAC or SB Union. Applications are available in the Office of Facilities Reservations in SAC 220 or from the Procurement website.
* Our department is unable to act as a sponsor for unions, governmental agencies/politicians, or religious groups. These must obtain a sponsor from Labor Relations/Governmental Affairs, or Interfaith Center.
E. Payment for usage fees must be made 5 days prior to the use of the facilities. Payment for labor, equipment, custodial and maintenance fees are due 10 days after the event. Payment shall be made by check payable to Stony Brook University Account #9011080 or via a "Material and Service Requisition Voucher."
F. The University reserves the right to revoke the permission granted for use of Stony Brook University at Stony Brook Union and Student Activities Center facilities.
G. The Campus Dining service is suggested for all catered events. Caterers other than contracted Stony Brook University dining services must obtain a food permit from the Department of Environmental Health and Safety. Caterer information must be submitted to the Facility Scheduler for approval at least three weeks in advance. All permits must be received one month prior to the event. Permit, license and insurance applications can be obtained from the Facility Scheduler. Caterers must abide by Stony Brook University's exclusive contract with Pepsi Cola by using only Pepsi Cola company products where applicable.
H. Alcohol service is subject to the Stony Brook University Alcohol Policy. Requests to serve alcohol must be submitted in writing to the Facilities Scheduler. Permission to serve Alcoholic Beverages is granted by the Office of the Vice President for Student Affairs. The approval will be granted in writing. Please allow 4 weeks.
I. NY State Law requires servers of alcohol to post the liquor licenses during the event.
J. The organization shall indemnify and hold harmless the State of New York and Stony Brook University, their consultants (if any), employees, agents and other persons from and against all claims, costs, judgments, liens, encumbrances and expenses, including attorney's fees arising out of the organization's use of the University facilities or out of the acts or omissions or negligence of the organization, its agents, employees or sub consultants in connection with the organization's use of the University facilities.
K. Such organizations requesting use of any University facility (including exterior grounds) shall be deemed to have agreed to make payment promptly for loss of or damage to any University facility resulting from the organization's use of such facilities. An inspection to determine the extent of loss or damage will be made by the Director of Operations or designee after the use thereof by the organization, and notice of such loss or damage will be communicated to the organization.
L. Any group that uses the facilities and/or equipment is responsible for the condition of the facilities and for the supervision of the activity during the time of use. Expenses incurred by the Facility for improper use of the facility and/or equipment will be charged to the individual and/or organization. Future reservation requests will not be reviewed until charges are received.
M. Furniture cannot be moved except by operations staff without written authorization from the Director of Facilities and Operation.
N. All usage must be in compliance with all fire safety regulations.
O. Room set ups and technical requirements must be identified and confirmed with the Facilities Scheduler at least three (3) days prior to the event.
P. Changes & Cancellations: 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. Cancellations may be made at no charge more than 1 week in advance. If less than one week notice is given:
a. University Departments & Student Clubs/Organizations: Responsible for 50% of any estimated staffing, resource and labor fees. No-shows or cancellations within two days of event will be subject to 100% of all fees.
b. External Organizations: Responsible for 50% of any facility usage fees. No-shows or cancellations within four days of the event will be subject to 100% of all fees.
Q. The Permittee assumes all risks incidental to the use of said facilities and shall be solely responsible for any and all accidents and injuries to persons (including death) and/or property damage arising out of or in connection with its activities, use of facilities, its appurtenances and the surrounding grounds, if caused by the negligence of the Permittee, its officers, employees, or agent(s), and hereby covenants and agrees to indemnify and hold harmless the People of the State of New York and/or SUNY and/or Hospital (or Stony Brook University) with such claims, suits and losses, as aforesaid.
R. The Permittee agrees to provide evidence of appropriate insurance protection or indemnification in the amount of $3,000,000 million dollars naming the State of New York, SUNY and Hospital (Stony Brook University) as "additional insured" with the Permittee for liability coverage for acts committed by or suffered by Permittee's employees and/or visitors.
S. In order to maintain the appearance of our campus groups are expected to comply with the following signage policies:
a. Advertisements: event advertisements must be approved by the Student Activities Office (SAC 218) and may only be posted on Bulletin Boards.
b. Directions: signs directing traffic flow must be approved and printed by the Office of Conferences and Special Events. Requests must be submitted four weeks prior to the event.
c. Any signs violating the aforementioned policy will be removed; any fees resulting from removal will be incurred by the organization.
T. 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.
Failure to comply with University policies and regulations may result in the revocation of use of campus space for activities and related privileges and services.
A. Stony Brook University prohibits uses, which are disruptive to the educational program of the University or the neighboring community. Any activity, which is extremely dangerous or presents a risk of damage to the University property or participants, will be prohibited.
B. NY State Law prohibits smoking in all facilities, within 25 feet of the facility in all courtyards.
C. Individuals or groups that use University space are prohibited from discriminating on the basis of race, religion, sex, color, age, sexual preference, national origin, marital status, physical handicap or status as a disabled or Vietnam-era veteran.
A. Parking on the University campus is limited. All individuals visiting the campus shall be responsible for observing campus parking and traffic regulations; the owner of the ticketed vehicle must satisfy any parking or traffic violation.
B. Certain events require specific permits from various regulatory agencies. Forms for permits can be obtained from the Facilities Scheduler in SAC room 220. It is the responsibilities of the sponsoring organization to have all permit applications completed and returned to the appropriate agencies for approval.
C. Security may be required for events hosted in the Student Activities Center or Stony Brook Union. The cost of security is the responsibility of the sponsoring organization. The Director of Facility Operations will determine which events will need security.
D. For all outdoor events must file a request for amplified sound with the Director of Facilities & Operations.
A. Reservation of Student Activities Center and Stony Brook Union rooms is available through the Reservations Office, SAC 220. Reservations are handled on received priority. Please reserve rooms well in advance. It is recommended reservations be completed as soon as the event is known. Registered student clubs and organizations must make an appointment with a Student Activities Advisor in SAC 218.
B. Reservations for organizations cannot be accepted over the phone. Please complete a Reservation Request form and submit for approval.
C. A written confirmation will be sent to the person responsible for the event.
D. Students can pick up their confirmation form from their club mailboxes located in SAC 218. The individuals or club President coordinating the event must bring the confirmation form with them to their event.