Event Planning

Planning an Event at Stony Brook

Now that you have received confirmation from the Office of Student Activities via SBLife, let the executing begin! The below form are used to complete any outstanding event details that might be needed for your event. After you have met with your Program Advisor, you will know what form to use and your deadlines. If you have any questions feel free to contact the Office of Student Activities at 631-632-9392.

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


LISTS

Performer List Template

To be submitted to your Program Advisor at least three days prior to your event. Please complete one list of all performers performing at an event, alphabetized by last name. 

DJ/Entourage List Template

To be submitted to your Program Advisor at least three days prior to your event. DJ’s should be listed by full name, not DJ name. 

USG Funded Comp Ticket List Template

This list should be completed by USG funded groups and submitted to your Program Advisor at least three days prior to your event. A maximum of 5% of your event capacity can be listed on the comp list. 

Non-USG Funded Comp Ticket List Template

This list should be completed by non-USG funded groups and should be submitted to your Program Advisor at least three days prior to your event. 

Off Campus Trip Forms

LENS Check Packet

If students are driving their personal car of renting a car for an off campus Trip, the LENS check packet is due to their assigned Program Advisor.


Roster and Code of Conduct Packet

Any student that is attending a University approved off campus trip must be listed on the roster and sign stating that he/she understands the code of conduct. This form is due to their Program Advisor one week prior to the approved trip.

FACILITIES REQUESTS

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 USG. All non-funded clubs and organizations are required to submit their Food Permit to their assigned Program Advisor.

OUTDOOR REQUESTS

Custodial Services/Grounds

This is requested when food or advertisements are distributed at an outdoor event. Please allow 4 weeks for this request and note that there is a charge for this service. 

Light Tower Request

This is requested for outdoor events that take place after the sun sets. Please allow 4 weeks for this request and note there is a charge for this service. 

Access to the Plaza 

This is requested when a vendor requires access onto the SAC Plaza for loading equipment for an event. Please submit 2 weeks in advance.

Amplified Sound 

This form is requested for outdoor events involving amplified sound. Amplified sound is only permitted when classes are not in session - Wednesdays from 1pm-2:20pm, Fridays from 6pm-11pm, Saturdays from 5:20pm-11pm, and Sundays all day until 11pm. Please submit 2 weeks in advance.

SECURITY REQUESTS

University Police Request

This form is required depending on the level of your event. Please allow 8 weeks for this request to be processed.