Using Our Facilities

Our campus may be used for events by:

• SUNY Plattsburgh student organizations
• Campus-based offices and departments
• College-recognized student groups or department sponsored events
• External group events
• Sports camps
• Co-sponsored events — college department with external group

Campus Scheduling Offices & Contact Information

Read the Event Scheduling Policy

If you are considering an event that is “performance based” or requires “live event technology”.

Contact the event management office early and often to discuss your needs. The amount of planning you invest will greatly enhance the quality of your event.

Learn more about Event Management

1. To reserve the designated public forum please complete the application and return to the Internal Control/Risk Management Officer no less than business days before the first date of requested use.
   
   1. Applications received after 3 p.m. are processed as received the following business day.
2. The applicant assumes responsibility for proper delivery to the Internal Control/Risk Management Officer in a timely manner. The office is located on the 7th floor of the  Kehoe Administration Building and is open 8 a.m. to 4 p.m., Monday through Friday, except for holidays and certain college restricted dates as noted above.

Complete the Public Forum Application

No later than two business days of receipt, SUNY Plattsburgh will review and respond to an application.

Read Our Policy on Third Parties for Free Speech

SUNY Plattsburgh identifies the following outdoor space as its designated public forum location: the southern portion of Amitié Plaza, from the northern side of the Amitié sculpture, bounded to the west by the Angell College Center, to the east by the Myers Fine Arts Building and south to the sidewalk along Rugar Street. A map outlining the Designated Public Forum location (see Appendix) is attached to this policy.

This location is the most highly pedestrian trafficked area on the main campus by students, faculty, staff and visitors. The Angell College Center houses several food venues, a convenience store, the Student Association offices, as well as several other student service offices and frequently used meeting rooms for the campus community. The use of the designated public forum location is also not likely to interfere with classroom instruction or dormitory residences.

The president shall have the authority to change, either permanently or temporarily, the site of the designated public forum location to another area of the campus to address concerns for the health, safety and welfare of the campus community.

Designated Public Forum Location

• Opening Weekend activities for the beginning of fall and spring semesters;
• Examination periods as set forth on the academic calendar;
• Graduation-related activities and events, including winter and spring commencements;
• Open House events throughout the year
• Major fall or spring campus wide celebrations, such as Family Weekend, Homecoming and Alumni Reunion; and
• During liberal leave periods throughout the years as defined by the college when many of the offices are typically closed and the campus staff is reduced.

Use is limited to 7 a.m. – 11 p.m. and must comply with the City of Plattsburgh noise ordinance.

Third parties are responsible for following all parking regulations at SUNY Plattsburgh including obtaining a visitor’s parking permit from University Police

Responsible for removing any brochures, pamphlets, leaflets or other handouts or goods the third party speaker brought to disseminate at the Designated Public Forum location, and properly disposing of the same in public garbage receptacles or taking them with him/her. New York state prohibits littering. Failure to comply with this law may result in future denial of use of the Designated Public Forum location.

Prohibited from bringing any amplification equipment to the Designated Public Forum location. SUNY Plattsburgh will provide a microphone and sound system (weather permitting), and there may be a charge for the use of the equipment. A written request must be made when the application is submitted.

The facilities code coordinator shall inspect any tent/canopy to determine compliance with this guideline.

Any violations of the NYS Fire Prevention and Building Code must be corrected prior to the use of the tent, or immediately if discovered during the event. Call 518-564-5016 to make a request.

All tent/canopy fabric must be flame resistant.

A certificate or other proof of approval by a testing laboratory is acceptable as evidence of the required fire resistance. A copy of the certificate must be provided upon request. These certificates are available from the tent/canopy supplier.

Tent/canopy suppliers must be able to certify that tents have been erected in accordance with manufacturer recommendations, industry standards, and code requirements.

The area enclosed by any tent and not less than 10 feet outside of such tent/canopy must be cleared of all flammable or combustible material or vegetation. Prior to erecting the tent the premises must be kept free from such flammable or combustible materials during the period for which the area is used.

No hay, straw, shavings or similar combustible materials are permitted within any tent unless they have been treated to make them flame retardant. A certificate or other proof of approval by a testing laboratory indicating that the material has been properly treated is acceptable as evidence. A copy of certificates must be provided to the code coordinator prior to placing the material within a tent. These certificates are available from the material manufacturer or supplier.

Tents that have sides attached and rolled up or are capable of being enclosed must meet these requirements even if it is intended for the tent to remain unenclosed during the event.

The number of separate exits required for enclosed tents is based on the floor area of the tent. The maximum number of occupants, called the occupant load, is also based on the floor area of the tent.

* Maximum. Based on 7 sq. ft/person.

The occupant load is decreased when tables and chairs are used (banquet style) — the number of required exits remains the same because exits are based on floor area. The following calculations will determine the occupant load with tables and chairs:

Net square footage of tent floor area/15 = occupant load with tables and chairs

Example: The number of occupants allowed, with tables and chairs, in a 50'’'x50' tent with 10'x20' storage.

2,500 square feet (floor area) – 200 square feet (stage area)/15 = 153 persons

PLEASE NOTE: The calculations are for planned purposes only and do not represent a legal capacity.

Each exit must be provided with an exit sign. The word “EXIT” must be plainly legible in letters at least 6 inches high and with strokes not less than ¾ inch wide. If the tent is to be occupied after sunset, emergency lighting must be provided. In most cases, the tent company can provide exit signs and emergency lighting.

1. The minimum width of an exit must not be less than 36 inches.
2. Guy wires or guy ropes must not cross an exit at a height of less than 7 feet.
3. Where tents are placed near fences or other obstructions, a clear path must be maintained to an area sufficiently away from the tent.
4. Tent stakes must be railed off, capped or covered.

One portable fire extinguisher (dry chemical, ABC type) must be furnished at each exit of an enclosed tent. The university sponsor for the event using the tent is responsible for ensuring that fire extinguishers are provided. If necessary, arrangements for portable fire extinguishers may be made upon request.

Smoking is prohibited in any tent.

Pyrotechnics, open flames (including use of sterno and other food warming devices), and cooking equipment must be approved in advance by facilities office. Commercial cooking equipment such as grills and broilers, when used within a tent, must meet the same requirements for indoor commercial kitchens (i.e., proper ventilation, fire suppression systems).

The electrical system and equipment must be isolated from the public by proper elevation or guarding. All electrical fuses and switches must be enclosed in approved enclosures. Cables on the ground, in areas traveled by the public must be placed in trenches or protected by approved covers (yellow jackets, etc.).

All electrical systems must be properly grounded.

Generators must be placed so that exhaust fumes do not enter tents.

All tent structures require a building permit. The permit process shall be submitted per the SUNY Plattsburgh Building Permit Process.

Submit a SUNY Plattsburgh Tent/Canopy Application and Permit Form (see below) to the facilities planning office (code compliance manager). The code compliance manager will issue a permit after review and return to applicant.

Refer to Fire Code of New York State 2010 (see below) for additional requirements and regulations

Tent/Canopy Application & Permit Form

• Inquire as the nature or content of the free speech;
• Charge the applicant an application fee to reserve the designated public forum;
• Charge the applicant/third party for the use of the space;
• Impose insurance requirements on the applicant/third party; or
• Charge the applicant for any additional costs to SUNY Plattsburgh that the college may incur due to the use of the space by the applicant/third party, such as security.

SUNY POLICY #5603 – USE OF FACILITIES BY NON-COMMERCIAL ORGANIZATIONS

SUNY Plattsburgh Policy #5012 — Use of Facilities by third parties for free speech

Reasons for denying an application are as follows:

• the application was incomplete
• it was not received within five business days of the requested date of use
• the space is already reserved to its capacity for the date and time requested
• the date and time restricted is during a “restricted date”

Requests can be delivered in person, by mail or email.

Internal Control/Risk Management Officer
7th Floor Kehoe
101 Broad Street
Plattsburgh, NY 12901
[email protected]

No, SUNY Plattsburgh will provide a microphone and sound system (weather permitting), and there may be a charge for the use of the equipment.

You must indicate that you require this equipment on the application.

A visitor’s parking permit must be obtained by University Police. Third parties are responsible for following all parking regulations on campus.

Yes, the college reserves the right to terminate any third party use in the event the the speaker or a member(s) of an audience engages in conduct that violates the:

• SUNY Rules for the Maintenance of Public Order, adopted in accordance with Education Law Section 6430 and 8 NYCRR 535, in order to secure the orderly and operation of the campus for the safety of the entire campus community or
• City of Plattsburgh Noise Ordinance.