The following timeline items serve as a guide for coordinating a successful event in the Student Activities Center and Stony Brook Union. Completion of items can be done in any order, but must be completed according to timeline. Please communicate to the Reservations Office the name of the individual who will be the Event Coordinator for your organization's event.
The Event Coordinator will serve as the contact person regarding all of the following time line responsibilities. Failure to complete any of the following tasks according to this timeline may result in services we are unable to provide or postponement of your event.
Please contact the Reservations Office at:
Student Activities Center, Suite 220
Phone: (631) 632-4591
Request to Use Facility
Complete Reservation Request Form
All requests for facilities or property must be submitted to the Reservations Office a minimum of 3 weeks prior to the event. Space permitting, meeting room reservation requests will be accepted up to 3 days prior to the event. You will receive a confirmation or reply regarding your request within 2 business days. If you have any questions, please contact the Reservations Office. Click here to be directed to the Reservation Request Form.
Food Service Request
Request for University Food service must be completed directly with Campus Catering. Please contact campus catering at ext. 631-632-7295 if you have any questions regarding Food Service. The Reservations Office must be notified of who the caterer will be at least 2 weeks prior to the event.
Food Permit Request
Environmental Health and Safety requires a Food Permit be completed for any off-campus caterers. Off-campus caterers are not permitted to offer services on-campus with without prior approval from EH&S. Food permits must be submitted for EH&S Approval at least 10 days prior to the event. The Facilities Reservations Office requires a copy of the approved EH&S form be submitted at least 3 days prior to the event. The Food Permit form may be picked up from the Reservations Office in the Student Activities Center room 220. If you have any questions, please contact the Reservation's Office at 631-632-4591 or e-mail at firstname.lastname@example.org.
Permission to Serve Alcohol (If applicable)
Request to serve alcohol must be submitted to the Reservations Office at least 4 weeks prior to your event. All off campus caters must have alcohol license and temporary permit to serve in the designated location. Campus Dining caterer already has the permit, but permission must be requested and granted. For off campus caterers, we require proof of license and request. Off Campus Caterers must have New York State Temporary liquor license for the location and a permanent liquor license and a request. Permission to serve alcohol will be determined within 1 week of your request. All documents must be present at your event.
Request and Submit All Necessary Permits
Revocable Permit (If applicable)
Any use of university property by an off-campus agency requires prior approval by the Office of Facilities and Services. Organizers must meet with their facilities scheduler to submit a Revocable Permit with Certificate of Insurance to the Procurement Office a minimum of 2 months prior to the event. Questions regarding Revocable Permits should be directed to Dianne Marone at email@example.com.
Media Use Agreement (If applicable)
All audio and visual recordings by external videographers/photographers will require prior approval. External videographers/photographers may be subject to media fees. External Videographers are required to have an approved media agreement and signed waivers for individuals who are singled out. Waiver distribution, collection, and filing is the responsibility of the person recording. Organizers must meet with their facilities scheduler to submit a Media Permit with Certificate of Insurance to the Procurement Office a minimum of 2 months prior to the event. Internal media groups do not require a media use agreement, but they are responsible for the waiver form process. External Media groups will have to contact the Media relations Office at 632-6310 in order to be issued their credentials.
Request for Additional University Police Officers (If applicable)
If your event requires University Police Officers or you are requesting additional coverage, the application can be found and must be submitted on the Facilities Forms at least 3 weeks prior to your event. If you have any questions, please e-mail firstname.lastname@example.org.
Request for Amplified Sound (Required if event is outside)
All outside events in which there will be amplified sound will require prior approval. The request form can be found here and must be submitted at least 2 weeks in advance. If you have any questions, please contact the Student Activities Service Coordinator at ext. 631-632-4591 or email@example.com.
Request for Access to the SAC Plaza (If necessary)
Request for heavy machinery or vehicle access to the SAC Plaza and Academic Mall can be found here and must be submitted at least 1 week in advance. If you have any questions, please contact Sheldon Coleman at ext. 631-632-4152/7320 or firstname.lastname@example.org.
Finalize Your Event
Wrap Up Meeting
Set up a wrap up meeting, if necessary, with the Reservations Office to confirm event and finalize set up requirements. We recommend that wrap-up meetings and/or walkthroughs be completed no later than 1 week prior to the event. Please contact the Reservations Office to set up a meeting.
Finalize Audio and Visual Request
All requests for A/V Technician staffing must be submitted at least 1 week prior to the event. Changes to A/V equipment should be requested at least 3 days prior to the event. Requests inside one week should be e-mailed to Sheldon Coleman at email@example.com. Every effort will be make to accommodate reasonable requests.
For events requesting Undergraduate Student Government Audio Visual, or Undergraduate Student Governement Event Managers, please visit the USG website for more information.
A/V Rehearsal Walk Through
A rehearsal walk through is suggested for computer projection programs, shows, and concerts. Please contact our A/V Services, at 632-4152 or e-mail firstname.lastname@example.org for an appointment. Walkthroughs are suggested to be completed no later than 1 week before the event.
Cancellation of Event
In order to avoid cancellation fees, event organizers should submit notice of cancellation in writing to the Reservations Office at least 1 week prior to the event. If less than 1 week notice is given the following charges will apply:
- University Departments & Student Clubs/Organizations: Responsible for 50% of any estimated staffing, resource, and labor fees. No shows or cancellations within 3 days of the day of the event will be subject to 100% of all fees.
- External organizations: Responsible for 50% of any facility usage fees. No shows or cancellations within 3 days of the event will be subject to 100% of all fees.
Invoices - All facility usage fees are due:
- One week prior to the event for external groups
- Within one week after the event for internal departments. University departments choosing to pay by either check, cash, or credit card will be assessed a 15% Administrative Fee.