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SUNY Plattsburgh Event Scheduling, Coordination & Implementation Guide

Approved by Executive Council on 6/3/08

Purpose of Event Scheduling, Coordination & Implementation Guide 


This guide is designed to put in one place all of the policies and procedures related to the scheduling and management of events on the SUNY Plattsburgh campus. This guide describes how users can gain access to and utilize SUNY Plattsburgh facilities. The policies within this document were adopted to establish a clear understanding of the scheduling and use of SUNY Plattsburgh facilities and to assure that all campus land, buildings and facilities will be used in accordance with the college's mission, goals and policies.

SUNY Plattsburgh Policy on Facilities Use

I. Introduction
SUNY Plattsburgh facilities are intended for the primary use of supporting campus approved academic and co-curricular programs and events. SUNY Plattsburgh gives usage priority to recognized college organizations, groups, departments, faculty, staff or student activities.

II. Space prioritization is as follows:

  1. Courses, exams, official academic events  
  2. College sponsored events  
  3. Department/faculty/staff events  
  4. Student groups and events  
  5. External groups and requests that are not official college business

Beyond this SUNY Plattsburgh recognizes its role as a public institution in the state and the local community, and can make appropriate facilities available for events sponsored by other groups as long as those events do not conflict with institutional priorities or adversely impact the college's resources.

The physical facilities of the campus may be used for a variety of events including public events, if appropriate reservations are made and event information is provided to assure successful implementation of the event and the orderly use of facilities.

III. There are six sets of users that may use the SUNY Plattsburgh campus for events. User is a department, organization or agency, on or off campus, responsible for an event held in SUNY Plattsburgh facilities.  They are:

  1. SUNY Plattsburgh Student Organizations  
  2. Campus-Based Offices and Departments  
  3. College-recognized Student Groups or Department Sponsored Events 
  4. External Group Events 
  5. Sports Camps  
  6. Co-sponsored Events  – College Department with External Group

IV. Definitions of Users/ Examples of Events/ How to Access Facilities and Services for Events

SUNY PLATTSBURGH STUDENT ORGANIZATION USER is an active student organization organized by the SUNY Plattsburgh Student Association and/or a college-recognized group (fraternity, sorority, gospel choir). The Student Organization user category is for student organization activities only. Student Organizations' first point of contact to schedule an event should be the Office of Student Activities. These events should be totally student organized, implemented and financed. The Conference and Event Services Office (CES), CAS is available to Student Organizations as a resource for organizing an event but does not play an active role in planning or implementation.  Examples of Student Organization User event:  SA conferences, SA organization entertainment events.

To request the use of SUNY Plattsburgh facilities, a student organization user should:

  • Contact the appropriate scheduling office as outlined in the attached table  
  • Determine the availability of the requested space. 
  • Submit reservation form.  
  • Determine and request ancillary services (room set up, food service, a/v, tech, etc.) and contact the appropriate office(s).  
    • Maintenance and Operations for set up: x5027 
    • Chartwells for food service: x3084/x2229  
    • College Center Office for a/v in Angell College Center: x4824  
    • Computing and Media Support for a/v outside ACC: x2222  
    • Venue Management and Operations for Performing Art Facilities: x2322  
    • University Police: x2022 
  • Provide information for payment of any fees which may be assessed for the above services.

 

CAMPUS-BASED USER is a SUNY Plattsburgh office or department using the requested facility for SUNY Plattsburgh business. The Campus-based User category is for campus departmental business only. The event/activity must be a requirement of the department as it relates to their mission.  Examples of Campus-Based User event: President's Speaker Series; Late Night; Orientation; Open House; Homecoming; Student, Alumni and or Admissions events.

To request the use of SUNY Plattsburgh facilities, a campus-based user should:

  • Contact the appropriate scheduling office as outlined in the attached table  
  • Determine the availability of the requested space – File reservation form (either paper or on-line) 
  • Determine and request ancillary services (room set up, food service, a/v, tech, etc.) and contact the appropriate office(s).
    • Maintenance and Operations for set up: x5027  
    • Chartwells for food service: x3084/x2229  
    • College Center Office for a/v in Angell College Center: x4824  
    • Computing and Media Support for a/v outside ACC: x2222  
    • Venue Management and Operations for Performing Art Facilities: x2322  
    • University Police: x2022  
  • Provide information for payment of any fees which may be assessed for the above services.
                               

SPONSORED USER is a SUNY Plattsburgh office, department or college recognized group using the requested facility to hold events which support the educational, research or public policy mission of SUNY Plattsburgh.

Example a. Campus Department sponsored conferences, workshops or non-credit programs open to SUNY Plattsburgh community, students/faculty from other colleges and universities and the community at large. For example: New York African Studies Association Conference sponsored by Africana Studies Department.

Example b. Campus Department sponsored conferences or workshops marketed to the public.  EXPLORE Consortium (Experience and Professional Learning Opportunities Result in Excellence) Health care conferences (Members: Nursing Department and College Auxiliary Services); Annual Alzheimer's Disease Assistance Center conference; Communication Sciences and Disorders Annual Conference, Student Organization sponsored conference.

Important:  If there is a registration fee attached to the event, it is deemed that the Sponsored User must utilize the Conference and Event Services Office to assist with the planning and implementation of the event.   Does not apply to student theatrical events, sports events, Annual Craft Fair and other events deemed exempt.

To request the use of SUNY Plattsburgh facilities, a sponsored user must:

  • Contact The Conference and Event Services Office, CAS: x3054/x2310  
  • Meet with event coordinator to determine the availability of the requested space and the estimated fee for its use and for payment of any ancillary services or associated costs.
  • Complete Non-credit Programming Form (attached) and procure Dean's or Advisor's signature – return to CAS  
  • CES will assist the Sponsored User with all logistics in the planning and implementing of an event including but not limited to budgeting, marketing, registration, procuring ancillary services, etc.   

Definition: Non-credit programming, including conferences, workshops, courses and classes, is defined as all activities organized for the purpose of providing learning opportunities without awarding academic credit for such program/s.  They may be one session or multiple sessions and vary in length from one hour to all day (8 hours) or several days. 

Any and all faculty and/or staff desiring to develop and offer non-credit programs, including conferences, workshops, courses and classes must follow these procedures:

  1. Review all costs and projected revenue and disbursements with CAS Event Coordinator or Conference Director. 
  2. Complete the Non-credit Programming/Course/Class Information Form.  
  3. Submit the form to department/unit chair/ supervisor for review and signature and transmittal to College Auxiliary Services (with copy to the Dean).  
  4. Work with the designated CAS Coordinator on all logistical/organizational arrangements necessary to conduct the courses/classes/programs.  
  5. CAS will submit the final form with all scheduling, financial and programming details completed to department/unit chair supervisor for approval and transmittal to the Dean for final approval.  
  6. Any potential revenue loss is the responsibility of the Sponsoring Department.

EXTERNAL USER is an individual or a group of individuals, organization, association or business not affiliated with SUNY Plattsburgh.  Example: Business and Industry; schools; Chamber of Commerce, federal, state and county agencies, etc.

To request the use of SUNY Plattsburgh facilities, ALL external users must:

  • Contact the Conference and Event Services Office; CAS: 518-564-3054/ or 564-2310  
  • determine the availability of the requested space and any estimated fees for its use and for payment of
    any ancillary services or associated costs; 
  • complete and satisfy the terms of any contract required by SUNY Plattsburgh; 
  • provide proof of Public Liability Insurance with limits of not less than $250,000 per person, $1,000,000
    per occurrence, and $50,000 property damage; (State agencies must sign a revocable permit but are not required to provide a Certificate Of Insurance because they are self-insured.)  
  • provide the deposit requested for the estimated fees and charges (residential programs)  
  • CES will act as a one stop shop for the external user regarding all logistics in the planning and implementing of an event including but not limited to budgeting, marketing, registration, procuring ancillary services such as food service, audiovisual equipment, facility set-up, etc.

SPORTS CAMPS: 
SUNY Plattsburgh coaches will be given priority over external entities in choosing dates for summer youth sports camps.

To request the use of SUNY Plattsburgh facilities, the Coach/Camp Director must:

  • Contact the Conference and Event Services Office, CAS: -3054/-2310 
  • Purchase their own liability insurance  
  • Provide the college with a certificate of insurance 
  • Sign a NYS Revocable Permit  
  • Reserve the space with the appropriate athletic facility scheduler  
  • Provide information for payment of any fees for facilities and services which may be assessed  
  • Adhere to any NYS Department of Health rules and regulations regarding camps and children under age 18  
  • Any person operating a children's overnight camp, a summer day camp, or a traveling summer day camp must check with the Division of Criminal Justice Services' Sex Offender Registry prior to hiring any individual to determine that such person is not listed. (www.criminaljustice.state.ny.us/)

Summer Sports camps are neither affiliated with SUNY Plattsburgh nor endorsed by SUNY Plattsburgh and cannot use the SUNY Plattsburgh name in any advertising.

CO-SPONSORED EVENTS – (campus organization w/ off campus organization):
Expenses to be shared by campus and off campus group.
Example: Champlain Valley Oratorio Society. CVOS is a non profit choral organization of volunteer members. Since 1983, CVOS has provided local singers the opportunity to perform choral-orchestral masterworks and contribute to the cultural life of the North Country community. The Music Department is a co-sponsor of CVOS events on campus.

V. Food and Alcohol Service
All internal and external groups using campus facilities are required to use campus dining services.

Alcohol policy: Patrons must be 21 years of age to drink or purchase alcohol. New York State law requires that food be available to your guests during the time the bar is in operation. The consumption and/or possession of alcoholic beverages on College premises in conjunction with events where students are in attendance is prohibited.
A caterer's permit for each bar (exception: 2nd floor of Angell College Center which holds a liquor permit) and event is required from the NYS Liquor Authority and is obtained by Campus Dining Services. There is a charge for the permits and each bar that is opened requires its own permit.
Bartenders are TIPS trained. TIPS is a skills-based training program that is designed to prevent intoxication, underage drinking, and drunk driving.

VI.  CAMPUS SCHEDULING OFFICES AND CONTACT INFORMATION:

      

 Academic Space  Athletic Space  Angell College Center  All Other Facilities  Myers & Hawkins
 Registrar Office  Fieldhouse  College Center Reservations  Conference and Event Services  Myers, Hartman Theatre
 Jessica Lashway or  Memorial Hall  Julie Collins  College Auxiliary Services  Music and Theatre Office
 Todd Yando  Fields and Grounds  564-4321  Kate Chilton or  Hawkins, Giltz, and Krinovitz
 564-2100      Taylor Sullivan  
   Sports & Wellness    564-3054/564-2310  Hartman, Myers
   564-4062      Karen Parrotte 564-2180
         
         Hawkins
         Taylor Sullivan 564-2310

 

Event Scheduler contacts all appropriate campus offices to request services. CAS acts as a one-stop shop for all facets of event-planning and implementation.  Karen Parrotte only facilitates on-campus groups that schedule Hartman Theatre.

Taylor Sullivan, Event Scheduler for Giltz & Krinovitz contacts all appropriate campus offices to request services. CAS acts as a one-stop shop for all facets of event-planning and implementation.
         

VII. FEES AND EXPENSES:

Rental Fees:  The College incurs expenses for every use of facilities and services.  A reasonable charge will be made to cover costs of such facilities, including utilities, security, janitorial service, facility set up, audiovisual or technical equipment and other necessary expenses. Academic, administrative departments, SA-recognized and college-recognized student groups will not be charged facility fees when using college facilities, grounds, or equipment for events corresponding to their mission that serves SUNY Plattsburgh students, faculty, staff, or alumni participants. All other events, including those sponsored by college groups or departments for non-college groups, will result in charges for facility use fees and other related expenses. 

Activities exempt from facility rental fees include: Programs, presentations or short courses sponsored by college departments for the express purpose of offering intellectual pursuit, current event information or entertainment to the college and community. Examples: Department sponsored presentations free and open to the public; Summer Safari at SUNY children's programs; SAT Review Course.

Additional Fees: All facility users are responsible for the cost of services (e.g. food service, printing, mailing, tangible items, overtime fees, administrative fees, etc.) provided by the College. Upon request, the Conference and Event Services staff will meet with the group to assess services and facility charges.

Co-Sponsorship Facility Liability Insurance Waiver:  In order for an external group to qualify for co-sponsorship and insurance waiver, the group must directly benefit the College and the activity must directly relate to the sponsoring department or organization. All sponsored functions must comply with the rules and regulations governing events held at SUNY Plattsburgh. Any program or written materials connected with or advertising a sponsored event will indicate that the event is co-sponsored by SUNY Plattsburgh. The SUNY Plattsburgh Department or Organization requesting the fee waiver must fill out an Event Co-Sponsorship Form (attached) available from Conference and Event Services, College Auxiliary Services, Clinton Hall. Approval or denial is made by the Events Policies and Procedures Committee.

Please contact the Confrence and Event Services Office at College Auxiliary Services for detailed Facility, Audiovisual and Tech Staff Fees at 564-3054 or 564-2310.

Contact Information

For more information about Administrative Policies approved by Executive Council, please contact:

Cindy E. Fuller
Management Services Coordinator
Management Services Office
Office: Kehoe 710-11
Phone: (518) 564-2538
Fax: (518) 564-2540
Email: fullerc@plattsburgh.edu