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OFF-CAMPUS ORGANIZATIONS

Non-University Clients
External Clients/Non-Profit Entities
 
External groups are welcome to use the Charles B. Wang Center for training, tradeshows, conferences, awards ceremonies and more. Our unique venue is unlike the usual hotel setting and easily accessible at the heart of Stony Brook University’s main campus. The Wang Center offers affordable rates year round with our 125,000 sq. foot venue which includes a 239 seat theater, 2 lecture halls, meeting rooms of various sizes and multiple galleries, the dedicated Wang Staff will guide you each step of the way to ensure a successful event.
 
Please use this link to submit your request, but first review the snapshots of our policies below.
Request a Charles B. Wang Center Reservation:  Click Here
WANG CENTER HOURS OF OPERATION
Fall 2018
August 25 - December 21
Winter 2019                                                December  22 - January 25   
Spring 2019       
January 26 - May 24
Mon - Fri: 8:00am -   8 :00pm   
Sat & Sun: 12:00pm - 8:00pm*
Mon - Fri: 8:00am -    6:00pm  
Sat & Sun: Closed
Mon - Fri: 8:00am - 8 :00pm                                        Sat & Sun: 11:00am - 8:00pm*
Jasmine: Mon - Fri: 11:00am -8:00pm              Sat - Sun: 12:00pm - 8:00pm Jasmine:  TBD                                   Jasmine:    TBD
*Close time subject to change            
Updated: 8.14.18

REQUESTS 

Requests for space are awarded first-come, first-served and handled in the order requested. It may take up to 4 business day for a confirmation and a cost estimate.   As your event takes shape we ask that you keep us apprised so we can reserve equipment, schedule staff and revise costs.   External clients will be contacted to discuss SUNY policies and procedures before space is confirmed.

FEES

Fees are based on an 8-hour day; catering set up is considered part of your reservation time.    Any events outside building hours require pre-approval and additional fees apply.  10% of your estimated rental fees is due with your signed contract.
Non-Profit Organizations are entitled to a discounted rate with proof a 501 (c)(3) status.
 

AV SERVICES

The Wang Center has a professional staff to assist with your Audio Visual needs as you plan your event.  Standard AV set up and support is included in your fees; additional equipment will incur rental fees.  An estimate will be provided at the time of your reservation confirmation and throughout you planning process.
For safety reasons the Wang Center does not allow clients to bring their own AV, with the exception of laptops and slide advancers (no projectors, amps, mics etc.).
 

DECORATING

The Wang Center does not permit attaching anything to the walls, doors, or floors. Easels and display boards can be provided upon request. Helium balloons and open flames are not permitted. Should your event require banners or posters to be hung, this must be pre-arranged with a member of the Wang Staff. 
 

SHIPPING AND RECEIVING

The Wang Center does not have a Shipping & Receiving Department, all packages should be scheduled to arrive the day of your event. Any packaging left in the building for pick up is the sole responsibility of the shipper.
 

PARKING

Valid Parking permits are required on all vehicles on campus Monday-Friday 7am-4pm.  Metered lots and the administrative parking garage have parking but for a fee.  Remember to notify guests about parking fees, unless you arrange alternate parking via the Parking & Transportation department. 
 

CANCELLATIONS

Our staffing is based on events, so we require a 5-business day cancellation in writing to  Wangreservations@stonybrook.edu.  Less than 5 business days or a no show results in a 10% cancellation fee. 
WEATHER RELATED CANCELLATIONS:  If classes are cancelled due to weather-related conditions or other Force Majeure circumstances, the Wang Center reserves the right to cancel events.  Client cancellations under these conditions do not incur cancellation fees. The Wang Center will work with you to rescheudle your event based on the venue availability.
 

FUNDRAISING

All fundraising activity for the University’s benefit, including the University Medical Center, Long Island State Veterans’ Home, and Stony Brook Southampton is the responsibility of the staff of the  Office of the Vice President for Advancement.
 

CATERING

Food is permitted in meeting rooms and lobbies only.  You can choose to use any caterer (a food permit is required) or Campus Catering (CulinArt, Windows or Simons Café) – whose food permits are already in place.  It is the responsibility of the client to secure all food/alcohol permits and supply a copy to the facility.  
 
Catering set up/breakdown times are considered part of your reservation.  Caterers may not leave any equipment overnight all items must be picked up at the conclusion of the event or it will be discarded.
 
The Wang Center does not have access to a catering kitchen, linens/dishes, silverware or plastic ware.  All should be provided by your caterer.
 

ALCOHOL PERMITS

When serving alcohol all caterers must have a New York State SLA permit  to pour.  In addition to an SLA Permit, any entity wishing to serve alcohol must have an approved Request to Serve Alcohol at a Campus Event  form. These forms should be fully executed one week prior to your event and must be on display at the event.
 

REVOCABLE PERMITS

Any non SBU reservation requires a Revocable Permit and proof of insurance identifying the State of New York, The State University of New York and the State of New York at Stony Brook for an aggregate $4 million.  This contract, exhibits, fees and requirements are SUNY policy.
 

MEDIA PERMITS

Any third party (non-SBU personnel or off-campus organizations) coming on to University property to film must obtain a Media permit,  to guarantee that consent/release agreements will be obtained from those filmed, and has to agree to indemnify the university and should have proof of insurance.
 

MINORS ON CAMPUS

Any program where supervision of children is vested in the permittee must follow the requirements of the  SUNY Child Protection Policy. The SUNY Child Protection Policy requires, among other things, that individuals who are responsible for the custody, control or supervision of children participating in a Covered Activity to conduct themselves appropriately with minors who participate in Covered Activity. This policy is part of the Revocable Permit issued.
 

VENDOR AND SPONSORS

Any Vendors and/or Sponsors exhibiting at events in the Wang Center must have a FSA permit to participate. These permits are coordinated through FSA and are fee based.  All vendor tables should be covered.  The Wang Center charges a fee for vendor set ups.
 

ACCESSIBILITY

The Wang Center is fully accessible and inclusive to all.
 

TOBACCO-FREE CAMPUS

Stony Brook University is a tobacco-free campus.
 

ANIMALS

Environmental Health and Safety prohibits animals in the building with the exception of service animals.
 
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