Event Planning

Planning an Event at Stony Brook

The Office of Student Activities works with clubs and organizations to plan social, cultural, educational, service and recreational activities throughout the year. Please communicate the name of the individual who will be the Event Coordinator for your organization's event to the Office of Student Activities. The Event Coordinator will serve as the contact person regarding all of the following time line responsibilities.

In order to complete your event logistics the following items might be required.

Food Permit	The Food Permit is required when food needs to be at a constant temperature for your event. USG funded student clubs and organizations are required to turn in their Food Permit at the time the minutes and vouchers have been submitted to ALLOCATE. All non-funded clubs and organizations are required to submit their Food Permit to their assigned Program Advisor.
Fundraising Form	This form must be completed when a group is raising money at an event or a literature table. To be submitted to your Program Advisor at least 2 weeks in advance.
Performer List Template	This list should be submitted to your Program Advisor three days prior to your event. Please complete a separate list for each performance group.
DJ/Entourage List Template	This list should be submitted to your Program Advisor three days prior to your event. DJ’s should be listed by full name, not DJ name.
USG Funded Comp List Template	This list should be completed by USG funded groups and submitted to your Program Advisor three days prior to your event. 5% of your event capacity can be listed on the comp list.
Non-USG Funded Comp List Template	This list should be completed by non-USG funded groups and should be submitted to your Program Advisor three days prior to your event.
Request for Amplified Sound	This form is requested when student clubs and organizations host events outside. Note, amplification should be requested when classes are not in session.
Request for Custodial Services/Grounds	This is requested when food or advertisements are distributed at an outdoor event. Please allow 3 week for this request and note that there is a charge for this service.
Light Tower Request	This is requested when a student club or organization is hosting an event outside and the time event occurs after the sun sets. Please allow 3 weeks for this request and note there is a charge for this service.
Access to the Plaza	This is requested when a student club or organization has a vendor loading equipment onto the SAC Plaza for an event.
Security Check Application	This is will requested at the discretion of your Program Advisor. Please allow 4 weeks for the security checks to be completed.
Request for Contracted Security	This form is required when student clubs and organizations are hosting a Level 1 event. Please allow 8 weeks for this request and do not forget to complete your purchase order with the USG Accounting Office.
Request for University Police	This form is required depending on the level of your event. Please allow 8 weeks for this request to be processed.