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Event Requests & Reservations

Block Booking & Pre-Scheduling

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.


Pre-scheduling Timelines & Deadlines: 
Large Scale Events:
    • Organizations can request one event per month at this time

    • Pre-scheduling will open on April 20, 2020 at 9am and will close on May 4, 2020 at 8am. 

      • Requests submitted prior to the date and time noted will be denied

      • Requests will not be accepted after the deadline 

    • SAC events (Ballroom A, Ballroom B, and SAC Auditorium) can be requested now. 

    • Undergraduate College Centers (Tabler Black Box, HDV Center, LDS Center, SSO Center, etc) can be requested now, however they will not be approved until at least May 4, 2020

    • Campus Recreation and Wellness Center (MAC Courts, etc) can be requested for any one day events that benefit the campus community. While they may be requested, these events will likely not be approved until later in the summer. 

    • Information on Union spaces will be available at a later date

    • Upon approval of a group's re-registration, the executive board will be asked to confirm any existing event reservations. The group will be given a deadline by which they must confirm the reservations and create events in SB Engaged. After these events are confirmed, the new 2020-2021 25Live information will be sent to the organization email. 

    • Groups that miss the deadline may submit after the 2020-2021 executive board receives updated 25Live login information. 

Current 25Live accounts will be disabled as of May 4, 2020 to allow time to reset for the 2020-2021 year. 


Block Booking
    • Block booking meetings are limited to one 50 minute meeting per group, per week. Groups may request an additional executive board meeting no earlier than September 23, 2020. Requests made prior to this date will be denied and will need to be resubmitted after 9/23/20.

    • All block booking meetings must begin on the hour to remain in line with academic vectors. This does not apply to practices for sport clubs and performance groups. 

    • Block booking for spaces in the Campus Recreation and Wellness Center will not be accepted at this time, due to the fitness schedule not being confirmed. Information will be sent via email when these spaces can be requested. This includes requests for practice space. 

    • Block booking for academic spaces will not be accepted at this time due to the academic schedule not being finalized. Information will be sent via email when these spaces can be requested.

    • Block booking for areas outside of the SAC will be approved on a semesterly basis. Any requests for block booking for spring 2021 in any space outside of the SAC will be denied. 

    • Organizations that require the use of technology for block booking must request an academic space when they are available to request. Portable multimedia kits will not be approved for block booking. 

    • As with pre-scheduled events, requests can be made until May 4, 2020 at 9am, at which time current 25Live accounts will be disabled. 

    • Those groups who do not submit by the deadline may submit after the 2020-2021 board receives the new 25Live login information. 

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.

 


A few things to note regarding event requests:

  • 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. 
  • SAC events (Ballroom A, Ballroom B, and SAC Auditorium) can be requested now. 
  • Undergraduate College Centers (Tabler Black Box (Tabler 110), HDV Center, LDS Center, SSO Center, etc) can be requested now. 
  • Campus Recreation and Wellness Center (MAC Courts, etc) can be requested now for any one-day events that benefit the campus community. 

Things to note concerning block booking requests:

  • Block booking for areas outside of  the SAC will be approved on a semesterly basis. Any requests for block booking for spring 2020 in any space outside of the SAC will be denied. 
  • Organizations that require the use of technology for block booking must request an academic space. Portable multimedia kits will not be approved for block booking. 
  • Block booking meetings are limited to one 50 minute meeting per group, per week. Groups may request an additional executive board meeting no earlier than September 23, 2020. Requests made prior to this date will be denied and will need to be resubmitted after 9/23/20.

Event Levels

Level 1: High Profile

Level 2: Moderate Profile

Level 3: Moderate-Low Profile

 

Level 4: Low Profile

 

 

Off Campus Trip

 

  • 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
  • Priority will be given to those events that have a history of taking place for 3 or more consecutive years (making 2020-2021 at least the 4th consecutive year)
  • Groups can request up to 2 events per semester through this process
  • The Department of Student Engagement and Activities has the right to deny any event request submitted.

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
  2. After 25live approval, create an Event in SB Engaged within 48 hours of 25live approval. 

Once you 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!

Questions? Contact the Department of Student Engagement and Activities

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