CLUB MANUAL - SPONSORING EVENTS AT SBU

The Program Planning Process

Decide on an Event
Before planning an event, groups must decide what kind of event they would like to have.  Some things to consider are: type/caliber/size of event, target audience, budget, etc.

Decide on a Space for the Event
Groups can have an event pretty much anywhere on campus with the proper permission.  Some options are the SAC, the Union, the Wang Center, and the Tabler Arts Center.  Groups can also hold events in residence halls, dining halls, and even outside.  For information about programming space available in the SAC, click here and for information about the Union click here.

Reserve a Space
Reserving a space is now online!  Just fill out the online student group reservation request form, save it, and email the completed form to studentactivities@notes.cc.sunysb.edu.  Confirmation of the room request will be emailed to the contact person and or sent to your organization’s mailbox within five (5) business days.

Meet with Club Advisor
There are currently seven program advisors in which groups are assigned to by type.  Contact the Student Activities office in SAC 218 at 631-632-9392 to find out who your group’s Program Advisor is if  you do not know.  You must meet with your Club Advisor if you are planning any event other than a small scale meeting to discuss and further plan the event.

Minimum Program Deadlines

	Time Before Event
	Level 1*	Level 2*	Level 3*	Level 4*
Initial Meeting	8 weeks	6 weeks	5 weeks	N/A
Security Checks for all Bands, Performers and DJ’s	8 weeks	4 weeks	3 weeks	N/A
Pick up Planning Packet (USG Funded Groups)	5 weeks	5 weeks	5 weeks	N/A
Campus Activities Advisory Group Meeting (CAAG-Outdoor Events)	4 weeks	4 weeks	4 weeks	N/A
Submit USG Contract Request Worksheet, USG Voucher forms, & USG Event Budget Worksheet (USG funded organizations only)	4 weeks	4 weeks	4 weeks	4 weeks
Request for Videotaping/Photographing	4 weeks	4 weeks	4 weeks	N/A
USG Events Management Staff Contract	3 weeks	3 weeks	3 weeks	N/A
USG Audio Visual & Staging Contract	5 weeks	3 weeks	1 week	N/A
Security Services Application	3 weeks	3 weeks	3 weeks	N/A
USG Ticket Office Contract	2 weeks	2 weeks	2 weeks	N/A
Food Permit Request	2 weeks	2 weeks	2 weeks	2 weeks
Request for Amplified Sound (Outdoor Events)	2 weeks	2 weeks	2 weeks	N/A
Request for University Police Officers	2 weeks	2 weeks	2 weeks	N/A
Request for fundraising	2 weeks	2 weeks	2 weeks	2 weeks
Request for heavy apparatus access to SAC Plaza or Academic Mall	1 week	1 week	1 week	N/A
Finalized Room Set Up	1 week	1 week	1 week	1 week
Finalized Facility Operation A/V Set Up	1 week	1 week	1 week	1 week
Guest List (Fraternities & Sororities Only)	3 days	3 days	3 days	N/A
DJ/Entertainer/Entourage  List	3 days	3 days	3 days	N/A
Performer List	3 days	3 days	3 days	N/A
Complimentary Ticket List- USG funded organizations	3 days	3 days	3 days	N/A
Evaluation Meeting	One week after event			N/A

*Event Levels are broken down as follows:

• Level 1: Any large scale event that is high risk.  Examples: concert, party, carnival, high profile carnival.
• Level 2: Large scale event held in held in the SAC, Union, Tabler Arts Center, Wang Center, etc. that is moderate risk.  Examples: cultural show, fashion show.
• Level 3: Large scale event held in held in the SAC, Union, Tabler Arts Center, Wang Center, etc. that is a low risk.
• Level 4: Small scale meeting with no A/V needs.

The Program Advisor will work with the group to determine the event level.

USG Accounting Cut Off Dates (for USG funded groups)

Action	Fall 2007	Spring 2007
Last day to host an event on campus	12/11/2007	5/9/2008
Last day to hand in EVENT paperwork (vouchers, minutes, attendance, budget and checklist)	11/12/07	4/9/2008
Last day to hand in NON EVENT vouchers	12/7/2007	5/2/2008
Last day to hand in ON-LINE ORDER vouchers	N/A	4/17/2008
Last USG Check run	12/13/2007	5/8/2008
ALL RECEIPTS DUE	12/21/2007	5/16/2008

Space Reservations

Room Reservation
Just fill out the online student group reservation form, save it, and email the completed form to studentactivities@notes.cc.sunysb.edu.  Confirmation of the room request will be emailed to the contact person and/or sent to your organization’s mailbox within 5 business days.

Block Booking
Block booking is when student groups have the opportunity to book weekly/bi-weekly/monthly meeting space. Generally, groups are given a 90 minute timeslot but some exceptions can be made for groups with special needs.  Usually, block booking is at 9am on the first reading day during finals week every semester in SAC 218.  Check with the Student Activities Office for the official date and time.

Pre-Scheduling
Pre-Scheduling gives groups the opportunity to reserve large programming space for events in advance. It is usually held mid-Spring semester, prior to Spring Break.  Student groups are required to attend a workshop and fill out special reservation forms for this process.

The following were guidelines for the Spring 2007 Pre-Scheduling Process for groups that wanted to book space for Fall 2007-Spring 2008.  Please note that guidelines are subject to change.

• One reservation per semester for the SBU Auditorium or SAC Auditorium
• One reservation per semester for the Union Ballroom 
• One reservation per semester for an event during Campus Life Time, on Wednesdays, 12:40-2:10pm
• One reservation per semester for the event during the Weekend, between Friday, Saturday and Sunday
• One reservation per semester for Ballroom A or Ballroom B
• Therefore your student group is allowed NO MORE THAN TEN (10) reservations for the Pre-scheduling Process. 

Office Space
Requests for office space are entertained every year.  A form will be placed in every club/organization mailbox regarding this space.  During the spring semester, student groups can submit written requests for club/organization office space. Office space allocation is determined by the Union Advisory Board and is based on needs, utilization, and priority. All requests should be forwarded to the Student Activities Service Coordinator, Student Activities Center, room 222.

The Contracting Process for Large Scale Performances
Step #1: Idea
Group sees advisor about planning a concert. Advisor finds out the following information: Name of artist, what type of show, date of show, proposed location and cost of show.

Step#2: Pre-Bid process (at least 8 weeks from date of event)
The group must do the following before a bid can be processed

• Secure contract/rider
• Reserve venue and get a confirmation
• Complete Security check form and send to University Police
• Complete Pro-Forma Budget 
• Complete the Concert Information Form
• Get a bio on the artist.

Step #3:  Request for Bid
The Advisor and group complete the Concert Information Form.  Attach the pro-forma budget and the bio to the form and send it to the Director of Student Activities and the Administrative Director of the Undergraduate Student Government.  Work with the group to put estimates into the budget for A/V and ticket office. 

Step #4: Review contract/rider
Director of Student Activities and USG Administrative Director review the contract/rider.  Contract/Rider is then forwarded to:                       

• Director of Facilities Operations
• A/V Coordinator
• Director of Athletic Facilities if event is in Sports Complex

Set up a production meeting and walk through with the director of the facility.  The Director of Student Activities and the USG Administrative Director need to be included in this meeting.

Step #5:  Pre-Approvals
Pre-approvals are needed from:

• University - Director of Student Activities
• USG Administrative Director and attorney
• Dean of Students
• Venue
• Facilities Operations
• Once this is all in place a bid to negotiate can be made to the agency.

Step #6: Bid Process
Once the bid is accepted by the agency representing the artist, contract negotiations will follow.
Group can now contract A/V and discuss production.  Group can also contract ticket office but CANNOT sell tickets until there is a fully executed contract.  Program Advisor can do the rest of the paperwork at this stage. 

Step #7:
Contract is received and will be reviewed by Student Activities and USG. USG attorney signs off on contract.  USG Accounting will process the paperwork and prepare the contract to mail to agency.

Step # 8: 
Agency receives contract and the USG formal contract to review. Once the contract is fully executed, then the group can begin to advertise and sell tickets.

Box Office Information
The Box Office is located in the Why Lobby of the Student Activities Center.  Call 631-632-6464 to contact the ticket office. It is typically open Mon.-Thurs. 11:30 am-8:30 pm but is often open after hours for special events. There is a charge for using the ticket office for events.  Groups must meet with their Club Advisors for further information.