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Event Timelines

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 Scheduling 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 Scheduling Office at:
Stony Brook Union, Suite 205
Phone: (631) 632-4591
Email:  studentcentersreservations@stonybrook.edu

Request to Use Facility

Complete Reservation Request Form

All requests for facilities or property must be submitted to the Scheduling 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 Scheduling Office. Click here to be directed to the Reservation Request Form. 

Catering Requests

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 Scheduling Office in the Stony Brook Union, Suite 205. If you have any questions, please contact the Scheduling Office at 631-632-4591 or e-mail at studentcentersreservations@stonybrook.edu.

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 the Procurement Office at 631-632-6229.

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  sacsbuservices@stonybrook.edu.

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 the Assistant Director of Student Centers at ext. 631-632-4152/7320 or sacsbuservices@stonybrook.edu.

Finalize Your Event

Wrap Up Meeting

Set up a wrap up meeting, if necessary, with the Scheduling Office to confirm events 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 Scheduling 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. The digital keyboard requires at least 1 week notice for appropriate staffing. Changes to A/V needs inside 1 week should be e-mailed to studentcentersreservations@stonybrook.edu. Every effort will be made to accommodate reasonable requests.

For events requesting Undergraduate Student Government Audio Visual, or Undergraduate Student Government Event Managers, please visit the USG website for more information.

A/V Rehearsal

1 full A/V Rehearsal with staffing is honored per event at the discretion of the event organizer, program coordinators, or scheduling office. Requests for A/V Rehearsals must be submitted at least 1 week out to ensure appropriate staffing.

Cancellation of Event

In order to avoid cancellation fees, event organizers should submit a notice of cancellation in writing to the Scheduling 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 an Administrative Fee.

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