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Event Requests & Reservations

Student organizations will have the opportunity to request events, as well as meetings, for the 2020-2021 academic year through 25 Live. Upon approval of the organization's re-registration, the 2020-2021 25 Live login information will be sent to the club email. Once this is received, organizations can begin submitting space requests for the upcoming academic year.


Space Reservations

    • If your club is looking to host an event on campus, requesting space can be done through the following these steps:

  1. Submit a Space Request on 25 Live & wait for approval
    1. Space requests that are submitted without titles and full descriptions will be denied. For example "Event #1" will not be an approved event. Organizations must have a clear picture of what they plan to use the space for, or the space request will be denied. 
  2. After 25 Live approval, create an Event in SB Engaged within 48 hours of 25 Live approval. 
    • Once your event on SBEngaged has been approved, a staff member will reach out to your organization if further planning for the event needs to take place. In some cases, you will also be asked to meet with an additional representative from the location your event is being held in. Please remember, your event is not confirmed until you have a space confirmed, receive approval on SB Engaged, and meet with a Program Advisor.

  • For spaces that are not in 25 Live, please create an event in SB Engaged and select "the space is not available on 25 Live". You will then be prompted depending on what space you are hoping to use.
    • For academic spaces that are not available on 25 Live, please contact the professional staff member who is responsible for that space to obtain permission. You will need to submit written permission for those spaces through the SB Engaged Event Form
    • For other campus spaces that are not available on 25 Live, such as the Staller Steps you will be able to use the Event Form to request that space and SEA staff will work to secure the reservation. 

 

 

Please Note: Due to the current pandemic, all dates and policies are subject to change to ensure the best interest of our students, as well as compliance with federal, state and University regulations.


 

Virtual Events

If your club is looking to host a virtual event, please use the following steps:

  1. Create an Event on SB Engaged no less than 7 days prior to the event
    1. Your Program Advisor may reach out to you to discuss details of your event
  2. Add in the online location (zoom link, discord server, etc…) 
  3. Provide information about the online event in the description

Please note all events must be created and approved on SB Engaged before you can begin advertising. 

Any event that REQUIRES member attendance must be held virtually.


Event Levels

Level 1: High Profile

Level 2: Moderate Profile

Level 3: Moderate-Low Profile

 

Level 4: Low Profile

 

 

Off Campus Trip

 *Student organization off-campus trips and events are not permitted until further notice*

  • Presence of University Police/Community Response team/contracted security is required
  • Presence of University staff is required
  • Redirecting traffic/road closures
  • Presence of non-University attendees where guest attendance for event is not an open policy
  • Event has the potential to interfere with the orderly conduct of University functions or activities
  • Presence of University Police/Community Response team/ contracted security may be required
  • Presence of University staff may be required
  • Event with minors present
  • Alcohol being served
  • Cash exchanged and held on site (over $500)
 
  • Venue capacity management is a concern
  • Presence of Non-University attendees where guest attendance for event is an open policy
  • Contracts between University Departments/Organizations and external services are needed
  • Events wither performer(s)/speaker(s)/headliner(s) that require comped ticket lists and/or performer lists to manage access
  • Event requiring additional meetings to determine/review run of show, special diagram/venue setup, or logistical discussion to review staffing roles
  •  No or few potential risk and logistical factors
  • Capacity is a concern
  • Presence of University staff is not necessary
  • Little or no resource/staffing requirements
  • No concern for the disruption of University functions or activities
  • Transportation
  • Destination
  • Lens Check

Rules/Regulations:

  • Organizations must be in good standing to participate.
  • Must be registered with the Department of Student Engagement and Activities for the 2020-2021 academic year
  • Must have a full and eligible executive board on file with the Office of Student Engagement and Activities, and USG or GSO if funded
  • Must not owe any outstanding invoices
  • The Department of Student Engagement and Activities has the right to deny any event request submitted.

 

Questions? Contact the Department of Student Engagement and Activities

Phone : 631-632-9392; Email : studentengagement@stonybrook.edu