Student Centers Policies and Procedures

General Policies

Audio/Visual Support & Policies

Operation of all Student Centers equipment in the Student Activities Center & Stony Brook Union must be coordinated through the Reservations Office. Requests for all audio visual needs can be made with the Reservations Office or Program Advisor and should be documented with specification in 25Live.

Student Centers A/V Technicians must be scheduled to access the A/V booths for each event requiring audio visual services a minimum of 1.5 hours for set-up of equipment. Non-Facilities Operations staff are not permitted to operate equipment or A/V booths.  
Requests for staffing should be made at least one week prior to the event. Requests to change specific A/V components (provided staffing is assigned) will be honored more than two days prior to the event.

Staffing changes within one week or component changes within two days should be sent to the Reservations office who will make every effort to accommodate reasonable requests. While staff members are only obligated to provide resources specifically requested in 25Live on the day of the event, they are encouraged to provide any reasonable service upon request. 

Amplified Sound Requests 

The SAC Plaza, Union Patio,   and Academic Mall are available for amplified sound EXCEPT for when classes are in session. These times vary by semester. The   Request for Amplified Sound form  must be submitted at least two weeks in advance, and the evaluation process will take at least one week. Other locations around campus (Staller steps, recreation fields, residence halls, etc.) will need to be confirmed by building managers or hall directors which may require additional time for processing. Decisions are dependent on other University Activities taking place during the time of the requested event as well as class schedules. As always, even if amplified sound is approved, sound must be curtailed immediately if we receive complaints from faculty.

If you have any questions about the following policies, please contact Student Centers at (631) 632-4591 or by emailing   studentcentersreservations@stonybrook.edu  or visiting us at SB Union 205

 Donation  Box Policy

Donations must be collected for philanthropies/charities only. Currency CANNOT be collected in the donation boxes. No perishable foods may be collected. All donation boxes must be approved by Student Centers Operations staff. Only one department and/or organization may have a donation/collection box in the Union or the SAC at a time. An organization must request donation/collection box space at least five business days in advance of the proposed display date. Groups/organizations can request space by filling out the Donation/Collection Box Request form located here.

Our full list of donation box policies can be found here.

Event Cancellations

Refer to Student Center’s billing policy:   here.

Handicap/Wheelchair Access

  Student Centers have wheelchair access to the main floors of both of our buildings; the Student Activities Center and Stony Brook Union. There are also elevator service to all accessible floors in each building.

Lost & Found

Refer to campus policy:  here.

Tobacco Free Policy

Refer to campus policy:  here.

Rollerblades, Skateboards & Bicycles

Refer to campus policy:   here .

Window Coverings

Interior and exterior windows cannot be permanently or temporarily covered at any time, except for rooms with blinds and shades. The Student Centers staff must be able to view all areas in the room to ensure safety and security of building occupants in the facility.

Public Performances of Music

Non-dramatic musical performances - such as dances and concerts - that are under the College's auspices are covered by blanket licenses obtained by the College from ASCAP, BMI, and SESAC, the three major licensing societies.
Stony Brook University is covered by the ASCAP license held by the State University of New York (SUNY).    Therefore students/faculty/staff may play music (via CDs, Digital Media Players, etc.) during events scheduled in our venues.

Television/Online Streaming

Refer to campus policy:    here.

Candles

The use of candles in the Student Centers is strictly regulated. Candles with open flames are only allowed under the following circumstances:

1. Candles must be contained inside glass/nonflammable votive containers. The set-up must be communicated to the Reservations Office in advance of your event and approved by the Fire Marshals Office.

2. Unprotected candles with drip protection are allowed for religious ceremonies, but only if a fire marshal is present.  The set-up must be communicated to the Reservations Office in advance of your event and approved by the Fire Marshals Office   Tel: (631) 632-6410 .

Request Form

Decorations

Decorations must be free standing, mounted on easels or included in draping. Decorations may only be attached to walls by using damage free” adhesive products (such as 3M Command products), though event organizers are still responsible for any potential wear or damage. Event organizers are encouraged to speak with their Event Services and Technology Coordinator or Program Advisor to brainstorm on decoration ideas appropriate for the event.

Fog/Smoke Machines

The use of fog/smoke machines within our facilities is prohibited. These fog effects can damage the smoke detectors and trigger a false fire alarm.

Graffiti & Chalking

Refer to the Code of Student Responsibility:   here.

Pet Policy

Refer to campus policy:   here.

Campus Lifetime Lobby Table Requests

Every Wednesday from 1-2:30, Campus Lifetime affords Student Groups the ability to book tables in the SAC Lobby. Departments, at a service to our students, can also book during this time as well. Departments will be held to one table at a maximum of twice a month during Campus Lifetime (pending availability). Tables are on a first come first serve basis.