Event Requests & Reservations

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All events are subject to the Community Guidelines for Recognized Student Organizations. Please be sure you are familiar with the current guidelines before requesting your event, particularly the "Event Policies & Procedures" section.

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

              *For virtual and off campus events/trips, skip to #4, as virtual events do not require a 25 Live reservation.

1. Review the "Planning Timelines, Space Usage, Requests, & Cancellations"  section of the Community Guidelines before submitting your request to ensure your request is submitted in a timely manner.  Event planning timelines can also be found below. Our sample "Event Checklist" and "How To's" are also great resources to use in helping plan and organize your event.
2. Review the availability of spaces using 25 Live and make a space reservation request. For instructions on how to request space on 25 Live click here. The "Venues for Student Organization Event Reservations" document may be helpful in determining an appropriate location for your event and any associated costs for use. Remember this is only a request for space, and does not guarantee event approval. The further in advance you request your date the more time you will have to plan the actual event.
   • • • • • • • When requesting space for events we encourage groups to consider opportunities for collaboration with other organizations and be mindful of holidays and existing scheduled events to avoid conflicts and maximize the event's potential. The "Signature Events & Important Dates calendar" is a helpful tool to inform your planning and avoid conflicts where possible. Below is a link to the Google Calendar for your reference:
3. Once the 25 Live request is approved (if applicable), create the event in SBEngaged within 48 hours or the space request may be cancelled. For instructions on how to create an event in SB Engaged click here. Further instructions and helpful tips can be found here. Wait for approval from your Program Advisor before moving forward with purchase requests, advertising, etc.
   • • • • For permission to use outdoor residential programming spaces (Mendelsohn Pit, Eleanor Roosevelt Community Pit, H-Community Sports Court, Tabler Community Sports Court, Tabler Community Grassy Area, West Community Central Park, West Community Sports Court, Roth Community Lawn/Volleyball Court) please submit a request form for approval. Upon approval please create the event in your organization’s SBEngaged page. These spaces come as is, any additional support/resources (i.e. tables, chairs, electric, grounds...) will need to be paid for and contracted by the host organization.
         • For permission to use residence hall space, please contact the professional staff member who oversees the space you are interested in to obtain written permission.  This written permission will be uploaded when creating the SBEngaged event.
         • For permission to use academic space that is not in 25 Live, please contact the professional staff who oversees the space you are interested in to obtain written permission.
         • For permission to use the Library Horseshoe or Library Galleria, the group should submit an event on SBEngaged, and the Program Advisor will submit the Library Tabling Request Form. Only the library staff can approve use of these spaces.
4. Your Program Advisor will review your event request and determine if the event can be held based on the current event guidelines. As a reminder organizations are not to advertise events/event details (performers, speakers, etc.) until they are fully approved.
5. 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. The Program Advisor will assist with overall event advisement and risk management including assigning resources. For events in the Residential Community Centers (Tabler, Roth, Mendelsohn), you may be asked to meet with an additional representative from the location your event is being held in to review resource needs. 
   • • • For more information on event policies and procedures, and planning please review section II. of the Community Guidelines.

All policies are subject to change to ensure the best interest of our community, as well as compliance with federal, state, and University regulations.

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Event Planning Timelines

Organizations are expected to abide by the following timelines when planning events.  SEA reserves the right to cancel/postpone activities that do not adhere to these timelines:

• Click to see the minimum time needed for each request type.

  Request Type	Minimum Time Needed for Request
  Event with Minors	At least 12 weeks prior to event
  Finalized Room-Set Up & Audiovisual Requests	1 week prior to event
  Food Permit	At least 2 weeks prior to event
  Grounds Request	At least 4 weeks prior to event
  High Profile/After-Hours Event	At least 8 to 10 weeks prior to event
  International Trip	At least 2 months prior to event
  Large Scale Indoor Event (i.e. Ballrooms/Auditoriums)/Outdoor Event	At least 4 weeks prior to event
  Light Tower Request	At least 4 weeks prior to event
  Literature Table/Fundraising Table	At least 2 weeks prior to event
  Meeting Room	At least 2 weeks prior to event
  Off-Campus Trip	At least 4 weeks prior to event
  Outside Security/UPD Request	At least 4 weeks prior to event
  Portable Multimedia Kit Request for SAC 3rd Floor Room	At least 7 business days prior to event
  Practice/Rehearsal Space	At least 2 weeks prior to event
  Programming Space Event Cancellation	At least 7 business days prior to event
  Rain Call/Cancellation for Outdoor Events	At least 24 hours prior to event
  Off CampusSpeaker/Entertainment/Service Provider Requests	At least 4 weeks prior to event
  Campus Life Centers Specialized Lighting, DJ, or A/V (costs associated)	At least 3 weeks prior to event
  USG Audiovisual Services Contract	At least 3 weeks prior to event
  USG Contract Request Form	At least 4 weeks prior to event
  USG Events Management Contract	At least 3 weeks prior to event
  USG Ticket Office Contract	At least 1 week prior to event
  USG Ticket Office Performer/Comp/Guest Lists	At least 3 days prior to event
  USG Invoice Requests for Payment	At least 3 weeks prior to event
  USG Travel Requests for Payment	At least 4 weeks prior to event

 

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Event Profile Levels

Every student event is assigned a profile level, which determines the timeline and risk management protocols needed for planning the event. Event levels are assigned by the program advisor and based on several factors, including the perceived risk of the event. Event levels and required risk management protocols may change during the planning process as details change. Program Advisors reserve the right to postpone or cancel any event should any part of the planning process not be followed properly/fully. As a note, risk factors of lower profile events can be included in higher profile events. See below for more information on event profile 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 $1,000)	Venue capacity management is a concern Presence of Non-University attendees where guest attendance is not an open policy Contracts between University Departments/Organizations and external services are needed Events with 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 not 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 Driver Eligibility Check

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Questions? Contact the Department of Student Engagement and Activities

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