Campus Life Centers Policies and Procedures

General Policies

Audio/Visual Support & Policies

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

Campus Life Centers Programming Spaces- An Audio Visual Technician is required for all programming spaces in the Campus Life Centers with the exception of the Union Aud. and Union L03-01.  The Union Auditorium and Union L03-01 (Rehearsal Space) are setup as default A/V services which includes one wired microphone and use of touchpad and built-in room PC.  For events requiring wireless microphone/s, a technician is required.  A Technician is also required for events utilizing the portable sound system (indoors or outdoors).

Campus Life Centers Meeting Rooms- No A/V Techs are required for Meeting Rooms. 

Campus Life Centers A/V Technicians must be scheduled to access the A/V booths for each event requiring audio visual services a minimum of  90 minutes for set-up of equipment. 

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 Scheduling 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. 

Crafts, Paint/Tie-Dye Events Policy

Given the nature of craft events, which utilize arts and craft supplies (e.g. paint, tie-dye, glitter, glue, markers) organizations will be required to host these types of events at the following spaces: 

 STONY BROOK UNION

• Union Ballroom

STUDENT ACTIVITIES CENTER

• SAC Ballroom A
• SAC Ballroom B
• SAC 169
• SAC 221 (Upper Dining Hall) *After 6pm 

Please note that events that involve paint and other messy substances will not be approved in spaces beyond those listed above. 

Important Information: 

If paint, tie-dye, glitter, glue, markers or other potentially messy substance is being used during an event in any of the above approved spaces, the sponsoring organization is responsible for covering and protecting all tables, surfaces, and floors surrounding the event space. 

• If a group is holding a craft event in SAC 221, they may reserve a craft kit in 25Live as a resource, and can pick up that craft kit at the Information Desk in the Lobby of the Student Activities Center.
• If a group is holding a craft event in SAC Ballroom A, SAC Ballroom B, SAC 169, or Union Ballroom, then the group must purchase protective coverings on their own to protect the tables, floors, and/or walls.  Groups must make sure to use the following materials when holding events:
• For Table Covers: Plastic Sheeting at least 3 ml in thickness
• For Floors/Walls: Painters Tarp or Drop Cloths that exceeds the length of each table by at least 1 foot in each direction.  Generally speaking, 9’x12’ or 10’x10’ tarps would be sufficient.

You may purchase any of the items listed below, which have been approved by Student Centers as authorized protective items for craft events in their spaces:

• From Amazon:

• Table Covers: Frost King P1025/3 Polyethylene Sheeting
• Floor/Wall Covers: Tapix Painters Plastic Drop Cloth 9x12 Feet

• From Lowes:

• Table Covers: Frost King 9-ft x 12-ft Clear Plastic Sheeting (2-3 Mil)
• Floor/Wall Covers: Project Source Plastic 9-ft x 12-ft Drop Cloth

• From Home Depot:

• Table Covers: Frost King P1025/3 Polyethylene Sheeting
• Floor/Wall Covers: HDX 9ft.x12ft. Plastic Drop Cloth

Clean Up Instructions: 

Only water-based art supplies can be used during an event.  All paint brushes and other equipment should not be cleaned in a bathroom or regular sink. Paint brushes can be cleaned in a separate bowl/container with hot or warm water and soap or mild detergent.  You can then rinse a small amount of paint down a sink (only water-based paint).  Under no circumstances should the paint brushes be cleaned directly in a bathroom or regular sink, instead, use the separate bowl/container, then dispose of the small amount of liquid down the drain.

If event participants need to use the bathrooms to clean themselves up after an event, the sponsoring organization is responsible for ensuring the surrounding areas and facilities (i.e. bathrooms, etc.) are left in the condition they were found in as well as a result of clean up, etc.

If something does spill or make a mess, the sponsoring organization is responsible for contacting the building manager immediately.  Damage to furniture, carpets, or walls may result in loss of space use privileges, and/or charges to the organizations for repair and/or replacement.

 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 Campus Life 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 Campus Life Centers billing policy: here.

Handicap/Wheelchair Access

 Campus Life 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 Campus Life 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 Campus Life 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 or painter's tape), though event organizers are still responsible for any potential wear or damage. Event organizers are encouraged to speak with their Program Advisor or the Scheduling Office 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.