Policies

Departments and offices directly associated with the University schedule space through Student Engagement. To meet the needs of all service providers and event consultants, all scheduling requests are made using 25Live.

Event changes, modifications and cancellations can be requested by using the online Update/Cancellation Form.

Students who wish to schedule space must be a member of a Recognized Student Organization (RSO). Scheduling space for a class project or other reason not directly related to RSOs may be requested in writing to scpsscheduling@syr.edu. Provide a thorough description of what is needed. Requests will be granted as space permits.

Refer to the Events on University Property Policy for additional information.

Event changes, modifications and cancellations can be requested by using the online Update/Cancellation Form.

Information regarding the use of outdoor spaces on campus, including the Quad and the Einhorn Family Walk, is found in the Events on University Property Policy.

Information regarding chalking guidelines on campus is found in the Campus Posting Policy.

Information about the use of amplified sound in outdoor spaces is found in the Campus Disruption and Demonstration Policy.

Refer to the Campus Posting Policy for guidelines regarding chalking of authorized outdoor spaces.

Should you wish to schedule an event in the Killian Room please bear in mind:

• Student Engagement will include a 1 hour set up time with your reservation. Room users are responsible for the setup and breakdown of furniture.  Contents in the room such as tables and chairs can be moved and placed in a variety of ways. However, the room must return back to its original set-up prior to leaving the room.
• All users are expected to be respectful of the academic offices that are adjacent to this space, and keep noise at an acceptable level
• An elevator is available at the southeast corner of the Hall of Languages.
• The equipment capabilities of HL 500 are:
• Video Projection
• GE CRT Projector
• Data Capabilities
• Podium with goose neck
• Wireless Microphone (should be in drawer of the Teaching Station)
• Additional microphones or other equipment must be ordered through LEMP (443-5660)
• Food is not allowed in the room, except when provided by Campus Catering. For any catered event held on Friday evening or anytime Saturday, the room may be subject to a special custodial service charge of $40.00.

These policies are determined by The College of Arts and Sciences, Office of the Dean, and may be changed at our discretion. Failure to abide by these guidelines may result in the loss of privileges to use this facility.

Student Engagement

Student Engagement requires 72 hours’ (three business days) advanced notice to cancel a reservation without penalty. If a reservation is canceled with less than 72 hours’ notice, the sponsor is responsible for the cost of the room rental associated with the reservation. If an event space is cancelled less than 72 hours in advance, the sponsor may still be responsible for the event package if setup work has already been done.

Reservations classified as Rain Locations are subject to 24 hours’ notice for cancellation without penalty. Reservations in Student Engagement spaces must be tied to Outdoor Space reservations to be classified as Rain Locations. Any reservation not meeting the criteria is subject to the general cancellation policy.

All cancellations must be submitted via the Update/Cancellation Form. Phone cancellations will not be accepted.

Additionally, events may be canceled if a representative from the sponsoring organization does not successfully complete a logistics meeting with a Student Engagement event consultant in advance of two weeks before the scheduled event. If the scheduled event falls on a weekend, the deadline to meet is the third Friday prior to the event. Failure to meet these logistics deadlines may result in cancellation of the event.

On- and Off-Campus Service Providers

For events requiring additional services from both on- and off-campus service providers, sponsors may be responsible for additional fees based on the individual policies of those vendors. Cancellation policies for our most frequent on and off-campus service providers are listed below.

Fire Safety

• Events can be canceled up to 72 hours prior without penalty.
• Events cancelled less than 72 hours prior may be responsible for partial or complete payment; to be determined on a case-by-case basis.

Department of Public Safety

• Events can be canceled up to 48 hours prior without penalty.
• Events canceled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case-by-case basis.

JMA Wireless Dome Event Staff

• Events can be canceled up to 72 hours prior without penalty.
• Events canceled less than 72 hours prior may be responsible for partial or complete payment; to be determined on a case-by-case basis.

National Audio

• Equipment rentals
• Events can be canceled up to 48 hours prior without penalty.
• Events canceled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case-by-case basis.

Production Contracts

• Events must be canceled at least two weeks out to avoid penalty.
• Events canceled less than two weeks out are responsible for half the estimated cost.
• Events canceled after National Audio is on-site and have begun set up are responsible for the full estimated cost.

Bam Productions

• Events can be canceled up to 48 hours prior without penalty.
• Events canceled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case-by-case basis.

Atrium Tables may be reserved for information distribution in Schine Student Center, Goldstein Student Center, the Quad, the Huntington Beard Crouse (HBC) Pavilion and Einhorn Family Walk. Table space is limited and available for reservation on a first-come, first-served basis through Student Engagement. Reservations should be submitted at least five business days prior to the desired date. Reservations are made using 25Live.

Recognized Student Organizations and Greek chapters interested in fundraising should follow the guidelines outlined in the Fundraising Policy. Contact Student Engagement for additional information.

Refer to the Campus Posting Policy for information about posting on campus. This policy includes guidelines regarding chalking of authorized outdoor spaces.

Syracuse University Campus Catering is the only authorized catering service for Syracuse University. More information can be found in the Food Services Catering Policy.

Any group wishing to qualify for an exception must meet with Syracuse University Catering no less than three weeks prior to the date of the event or an exception will not be considered. Exceptions, when granted, will apply only to events hosted in Schine and Goldstein Student Centers or the Skybarn. Exceptions will not be considered for events hosted in other campus locations.

Space Allocation for non-academic large spaces on campus, such as the Goldstein Auditorium, the Underground and the Skybarn, is conducted each semester for the following semester. For Recognized Student Organizations (including Greek chapters), this process takes place in October and March. Recognized Student Organizations can view available spaces and the timeline for space allocation in 25Live.

The guidelines below apply to all Recognized Student Organizations and academic/administrative departments interested in reserving space for non-academic events and activities. More information can be fouynd in the Events on University Property Policy.

A – Qualifications

Those eligible to reserve space must be in good financial standing with Student Engagement and be either:

• A Recognized Student Organization through Student Engagement, or;
• A Syracuse University academic or administrative department.

B – Priorities

Student centers and academic spaces may be approved for use based on the following priorities, and a review of the requested programmatic/technical needs and intended event capacity.

Student Centers

• Events and/or programs sponsored by Recognized Student Organizations.
• Events and/or programs determined by the Universitywide calendar, including, without limitation, Welcome Week, Homecoming/Orange Central, Family Weekend, Commencement, Admissions Days and Coming Back Together Reunion Weekend.
• Events and/or programs sponsored by the Student Experience Division through the support of the Syracuse University Co-Curricular Fee.
• All other academic and administrative uses.

Academic Spaces

• Academic course and exam scheduling.
• Events and/or programs determined by the Universitywide calendar, including, without limitation, Welcome Week, Homecoming/Orange Central, Family Weekend, Commencement, Admissions Days and Coming BackTogether Reunion Weekend.
• Events and/or programs sponsored by academic and/or administrative departments.
• Events and/or programs sponsored by Recognized Student Organizations in good standing with the University.

C – Semester Space Request Allocation Process

Student Engagement coordinates a future semester space allocation process for Recognized Student Organizations and administrative and academic departments each semester. The future semester space allocation process occurs in October and March for the following semester. The semester space allocation process for academic and administrative departments occurs in November and April for the following semester. Summer scheduling will continue to be handled in coordination with individual programs and departments.

Space is reviewed and approved by a space allocation committee based on the following criteria:

• The Student Engagement space allocation form is submitted by the required deadline.
• A review of each program’s programmatic and/or technical needs, to determine the appropriateness for the requested space, is satisfactory.
• Past program event history, (i.e., tickets sales and event attendance), is reviewed and satisfactory.

Please note that the completion of required paperwork does not guarantee that an organization or department will receive the space requested, and alternative spaces may be allocated due to the volume and nature of requests. Subsequent submissions will be considered in the order received.

Student Centers

• Space allocation confirmations will be distributed via email within seven (7) business days of submission deadline date.
• Space accepted will be processed and confirmation will be available
  within three (3) business days of receipt.
• Space declined will become immediately available to other requestors.

Academic Spaces

• Space allocation confirmations will be distributed within three (3) days
  of the completion of the University Registrar’s course and exam
  scheduling process.
• Space accepted will be processed, and confirmation will be available
  within three (3) business days of receipt.
• Space declined will become immediately available to other requestors.

Requests for exceptions (link to exception form page) can be submitted up to one week prior to the beginning of the space allocation process

Syracuse University has specific policies regarding inviting government officials to student events. Please read the information on the links below before contacting any government official.

• University Government Relations Policies
• Partisan Political Activity Policies

More information can be found in the Events on University Property Policy.

Event Rules and General Venue Policies:

• Any building occupant must provide proof of identification and/or affiliation when asked by any University official.
• The Schine and Goldstein Student Centers are spaces designed for students, faculty and staff to gather in an atmosphere conducive to social, leisure, and educational purposes.
• Attendees will not be allowed readmission once they have departed from the venue.
• Any patron of an activity held on Syracuse University property who is found participating in unsafe practices i.e. moshing, slam dancing, etc. (as deemed by campus public safety and/or risk management officials), is expected to cooperate with the request of an SU official or staff working at the function to discontinue the practice.
• No pets, excluding service animals.
• No guns, knives, backpacks, etc.
• Student Engagement is not responsible for items confiscated or left behind.
• Once the event reaches capacity, admission will end for the evening. No waiting line will be maintained after capacity is reached.
• Artist requests or contracts which ask for more restrictive policies will be printed on tickets and posted at the venue.

Event Sponsor Requirements:

• Sponsor is required to have a representative at the door to confirm complimentary guests and/or provide comp tickets to patrons.
  • Sponsor is required to provide protective coverings for tables, chairs, and/or the stage when the program includes activities that can leave a mess, such as paint nights, game shows, etc.
  • Sponsor is required to assist with, or cover the costs of, cleaning the venue if they harm or damage the venue with decorations, gift bags, food, paint, etc.
  • Sponsor will be responsible for the cost or any cleanup that is determined to be excessive by Facilities Services.
  • Sponsor will be responsible for the cost of repair for any damage caused by members of the organization deemed not to be accidental.
  • Sponsors are expected to be prepared to have venue doors opened to attendees at the advertised or agreed upon time.
  • Sponsors are expected to begin the event at the advertised or agreed upon time.
  • Intermission lengths will be published in any printed programs as well as announced prior to the start of act one.
  • Sponsors are expected to resume the program when the published intermission time has elapsed.
  • Sponsors are expected to conclude the event by the scheduled end time. Failure to do so can result in additional charges based on hourly fees, primarily security staff.

For Ticketed Events:

Admission for students, alumni and guests:

• A valid ticket for ticketed events
• Proof of Identification:
  • A valid SUID or ESF ID
  • A valid state issued picture ID with proof of age if necessary for event type
  • A current College/University Picture ID Card with proof of age (18 years of age or older for admittance).
  • SU Alumni Card
  • Fraternity or Sorority membership card with proof of age (18 years of age or older for admittance).

Entrance Requirements:

• All patrons may be searched for weapons, alcohol, and other drugs
• Entrance will be prohibited to persons appearing to be intoxicated or under the influence of alcohol or drugs.
• When wanding is in use, the following items are prohibited: Alcoholic beverages, illegal drugs, coolers, bottled water, food or beverage, weapons, backpacks, large purses or bags, cameras with a 6in zoom lens or greater, skateboards, knives, balloons, animals, footballs, soccer balls, baseballs, bats or frisbees, airhorns, banners or signs on poles, camcorders, laser pointers, confetti.

Violators of this policy are subject to Section XI of Syracuse University Code of Conduct, Section III A of the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco, and local, state, and federal laws.

Disclaimers:

• Student Engagement reserves the right to refuse entry to any person based upon safety reasons.
• Student Engagement reserves the right to dictate where patrons enter and exit the venue.
• Student Engagement reserves the right to enact elevated security measures as necessary based on the expected attendance, the stature of a visiting artist, or the history of an annual event. Examples of which include:
  • Splitting the floor and balcony levels of Goldstein Auditorium to separately ticketed areas.
  • Hiring additional security staff for the backstage and/or dressing room areas.
  • Using hand-held metal detectors to search patrons for items that are prohibited from events.
  • Student Engagement acknowledges that issues can arise during the rehearsal process or event that are not the fault of the sponsor but may impact a sponsors’ ability to meet the above expectations.  In those situations, Student Engagement will work with the sponsor to address the issues, and when necessary, adapt policy with the following exceptions:
    • Staff breaks are dictated by NYS labor law.
    • Student Engagement cannot guarantee fee reductions or waivers from any service providers, Student Engagement included

Information regarding hosting concerts can be found in the Events on University Property Policy.

Disclaimers

• Student Engagement reserves the right to refuse entry to any person based upon safety reasons.
• Student Engagement reserves the right to dictate where patrons enter and exit the venue.
• Student Engagement reserves the right to enact elevated security measures as necessary based on the expected attendance, the stature of a visiting artist or the history of an annual event. Examples of which include:
  • Splitting the floor and balcony levels of Goldstein Auditorium to separately ticketed areas.
  • Hiring additional security staff for the backstage and/or dressing room areas.
  • Using hand-held metal detectors to search patrons for items that are prohibited from events.

• Student Engagement acknowledges that issues can arise during the rehearsal process or event that are not the fault of the sponsor but may impact a sponsors’ ability to meet the above expectations.  In those situations, Student Engagement will work with the sponsor to address the issues and, when necessary, adapt policy with the following exceptions:
  • Staff breaks are dictated by NYS labor law.
  • Student Engagement cannot guarantee fee reductions or waivers from any service providers, Student Engagement included.

Information regarding hosting dance parties can be found in the Events on University Property Policy.

Disclaimers

• Student Engagement reserves the right to refuse entry to any person based upon safety reasons.
• Student Engagement reserves the right to dictate where patrons enter and exit the venue.
• Student Engagement reserves the right to enact elevated security measures as necessary based on the expected attendance, the stature of a visiting artist or the history of an annual event. Examples of which include:
  • Splitting the floor and balcony levels of Goldstein Auditorium to separately ticketed areas.
  • Hiring additional security staff for the backstage and/or dressing room areas.
  • Using hand-held metal detectors to search patrons for items that are prohibited from events.

• Student Engagement acknowledges that issues can arise during the rehearsal process or event that are not the fault of the sponsor but may impact a sponsors’ ability to meet the above expectations.  In those situations, Student Engagement will work with the sponsor to address the issues, and when necessary, adapt policy with the following exceptions:
  • Staff breaks are dictated by NYS labor law.
  • Student Engagement cannot guarantee fee reductions or waivers from any service providers, Student Engagement included.

The policy and procedures related to guests exists to allow students to host guests at events in a manner that does not infringe upon the comfort and rights of other students and maintains an appropriate level of safety and security at event venues. There may be times when the guest policy may be restricted or modified when deemed necessary for safety, security or public health emergencies.

Student Engagement reserves the right to restrict or limit the attendance at any event hosted by either the department or a Recognized Student Organization (RSO) at any time. Any student who plans to host an external guest (an individual who is not a Syracuse University or SUNY College of Environmental Science and Forestry [ESF] student) should refer to the specific attendance policy of the event they plan to attend and follow any procedures outlined. This may include providing advance notification of the external guest to either Student Engagement and/or the RSO.

Students and RSOs are responsible for the behavior of their guests. RSO members are responsible for informing all guests of Student Engagement policies, University policies and local laws. If the University terminates its permission for guests for any reason, guests must depart the event immediately. If a guest(s) violates University policy or local laws, the RSO and individual members may be referred to Community Standards and could be held financially and/or disciplinarily responsible for any damage or misconduct caused by guests.