Communications

Event Policies at SUNY Sullivan

hosting an event at SUNY sullivan

SUNY Sullivan welcomes events that enhance academic programs, uphold the institution’s image, and help fulfill the mission of the college.

All events, both external and internal (college-related or college-sponsored; with the exception of Student Activities), must be cleared through the Office of Communications and the President's Office to ensure that appropriate policies and procedures are followed (appropriate labor and rental fees are charged, contracts are signed, required insurance forms are submitted, etc.).

Types of events that must be cleared through the Office of Communications include, but are not limited to:

Academic events
Camps
Political events
Guest speakers

The schedule of the college’s facility usage is prioritized by:

SUNY Sullivan Academic/Educational Programming (College-Sponsored Events)
SUNY Sullivan-Affiliated Programming (College-Related Events)
New York State and Sullivan County Government Agencies
Community Organizations

Maintaining contact with the Office of Communications and the President's Office during the planning phase of an event is important to ensure that no conflicting events are scheduled and all necessary support is acquired (for setups, security, staging needs, cleaning, signage, etc.).

If you have any questions, please email events@sunysullivan.edu.

Event Types

College-Sponsored

College-Related

External

While the college is able to host a number of groups and conferences during the summer months, the use of its facilities by non-campus groups or for private use during the academic year may be limited. New York State (NYS) and Sullivan County (SC) government agencies take priority over community organizations.

External events may not interfere with normal college operations. These events have no programmatic ties with the college. These are events where the college-approved facility rental fees apply. All external events require prior approval by the Office of Communications and The President's Office with an executive rental agreement and insurance certificate, as applicable.

SUNY Sullivan reserves the right to deny the use of its facilities to any organization with goals and philosophies that are not consistent with the mission of the college. As per SUNY Sullivan’s Event Security and Safety Policy, the college reserves the right to require additional security and/or personnel for events at the cost of the facilities use rental group.

If a request for use of college facilities calls for significant services from the college, a service fee will be charged to reflect the actual cost to the college.

Non-affiliated events at the college shall not, in any way, indicate or imply in any verbal or written statement, endorsement, or sponsorship by the college. The name of the college shall not be used in any way other than to indicate the location of the event.

In return for the use of these facilities, the college reserves the right to have a representative present and place a display about the college’s programs and activities in a prominent location.

Deposits

Certain events may require a security deposit of $500 or more, which is refundable if no damages or excess services from the college are incurred.

Cancellations

The college reserves the right to invoice and hold the facility user accountable for 50 percent of the quoted and approved facility use fee if an event is canceled with less than 48 hours notice. When the college is closed due to inclement weather or emergency situations, ALL campus events will be canceled, including facilities rental events.

Insurance Requirements

Insurance coverage is required by all external organizations. A certificate naming the college, the County of Sullivan, and the State of New York as insureds in a liability policy is required to be on file at the college seven days before the scheduled event. This certificate must contain the following minimums of liability:

For events in facilities that hold 275 or less participants (including the public) - $500,000 combined single limits.
For events in facilities that hold more than 275 participants (including the public) - $1.5 million combined single limits. This applies to Paul Gerry Fieldhouse and certain outdoor events.

Tax-Exemption

Tax-exempt organizations may use a facility on SUNY Sullivan’s campus at a discounted rate, as noted in the facility rental fees. Organizations will be billed for any required personnel and equipment. A tax exempt certificate will be required prior to reserving college facilities.

Political

Securing Your Space

Setup & Breakdown

Buildings and Grounds is responsible for the setup and breakdown of meetings and events on campus.
Event setup requests should be submitted at least 20 business days in advance via the Facilities Request Form.
Internal and external events requiring Buildings and Grounds support/setups and breakdowns on weekends may be subject to charges for labor/overtime.
If items are requested that the college does not own, they will be ordered from a rental company at the expense of the event requestor.

SUNY Sullivan reserves the right to deny the use of its equipment if that equipment, or the technicians needed to operate the equipment, are unavailable, or if it is not in the best interest of the college to do so.

Facilities Fees

(Prices do not include direct cost for college staff or special setups)

Facility	Non-Profit	For Profit
Classrooms (occupancy: 25-50)	$50 per hour	$60 per hour
Computer lab facilities, including DL rooms	$75 per hour	$95 per hour
Grossinger Dining Room (occupancy: 80 with a buffet set up)	$75 per hour	$90 per hour
Seelig Theatre (occupancy: 270)	$100 per hour	$110 per hour
Herman Conference Room	Contact for details	Contact for details
Paul Gerry Field House (occupancy: 5,900 standing; 4,214 chairs; 1,960 tables and chairs; 1,036 bleacher)	$150 per hour	$200 per hour
College Grounds (including parking lots)	$50 per hour	$60 per hour
Outdoor athletic facilities (including baseball field)	$75 per hour	$95 per hour

Additional Fees

Additional Fees	Non Profit	For Profit
All events require cleaning during and after an event* (minimum ½ hour required per cleaner)	$45 per hour	$45 per hour
Security Guards* (college staff are extra - per guard)	$45 per hour	$45 per hour
B & G	$48 per hour	$48 per hour

*Services will be billed as a separate cost

Additional services available upon request for an additional fee.

Room Setup Options

Classroom Style	Tables arranged in rows facing the front of the room, with 2-3 chairs behind each table.
Conference Room Style	Tables arranged in an open/closed rectangular block to create the sense of a boardroom or conference room table.
Lecture Style	Chairs placed in rows facing the front of the room with a center aisle.
Workshop Style	Tables are arranged in such a way that you can fit groups of four-to-six around for small discussion.
Empty Room	All tables and chairs removed from the room.
Custom Room Setup	Event requesters may ask for specialized setup. This should be communicated in detail in a Facilities Request Form and discussed with the Office of Special Events & Campus Activities. The special setup should also be communicated in a work order that will be distributed to Buildings and Grounds.

Meetings/Events Planning Timelines

External

30 business days in advance	Contact the Office of Communications with event details. Email events@sunysullivan.edu: Event description Date of event Expected attendance Type of space needed Contact information
30 business days in advance	Permits and documentation submitted to sell or provide alcohol on campus.
20 business days in advance	Facilities Request Form submitted to the Office of Communications and the President's Office
5 business days in advance	A certificate of insurance is required to be on file at the college before the scheduled event.
3 business days in advance	Notification of any changes to or cancellation of the event.

Internal

30 business days in advance	Permits and documentation submitted to sell or provide alcohol on campus.
20 business days in advance	Facilities Request Form submitted to the Office of Communications and the President's Office
15 business days in advance	Buildings and Grounds Request submitted.
15 business days in advance	Email events@sunysullivan.edu.
10 business days in advance	IT Request submitted.
3 business days in advance	Notification of any changes to or cancellation of the event.

Security

Security Policy

As per SUNY Sullivan’s Event Security and Safety Policy, the college reserves the right to require additional security and/or personnel to events at the cost of the facilities use rental group.

Any event sponsor (ie., student organizations, faculty or staff) at SUNY Sullivan has a responsibility for the safety and well-being of audience members and participants, as well as performers and workers. Adequate security and crowd management are integral aspects of event planning intended to minimize actual and potential risk to all parties; this management may include college peace officers, private contract security officers, professionally trained staff members, or student workers as part of the security force for an event. Since the college can be held liable for any activity that takes place on its property, adherence to this policy is mandatory for all college sanctioned or contract agency events.

Events covered under this policy include, but are not limited to:

Concerts
Lectures/speeches/indoor rallies
Sporting events/competitions
Outdoor events

Security needs must be identified prior to contract offer or agreement (See SUNY Sullivan policy and Facilities Request Form). The sponsoring organization must make arrangements for security, but the college reserves the right to determine the adequacy of such arrangements. Moreover, it reserves the right to cancel the event if it is determined that:

The risk is beyond the college's capabilities.
The conditions of this agreement have not been met.
Circumstances or conditions have escalated to a level of serious threat to safety and security of the campus.

Staffing & Duties

Supplemental Security Staff: Expected to perform assigned tasks under the direction of the supervisor or event coordinator and assist contract security, peace officers, or police officers (includes but is not limited to college employees or student workers designated by their supervisor and trained in event procedures). BOT Policies Rev. 3/2006

Contract Security Guard: Assist staff with crowd control and policy enforcement as directed by the supervisor, event coordinator, or peace officer. Serve as the main point of contact for calls to peace/police officers or emergency services.

Peace Officer: Work events with notification to the supervisor or event coordinator of any developing or existing problems at the event; investigate and coordinate the filing of all incident reports regarding SUNY Sullivan policy or procedural violations.

Police Officers/Emergency Services: Responsible for coordinating and investigating all criminal or emergency incidents (whether on scene or called for service).

Event Levels & Staffing Designations

Event Level	Level Designations	Safety Designations
1	College sanctioned sport event College sanctioned student activities Contract events with attendance up to 400	Spot checks by peace and/or police officer Minimum of one security guard Supplemental staff as needed
2	Attendance of more than 400 people, including staff Designated as a Level 2 event by the director of safety and security due to extenuating circumstances (i.e., threats, college rivalry, past incidents at similar events)	Minimum of one peace/police officer Minimum of two contract security guards Supplemental staff as needed
3	Attendance of more than 900 people, including staff Alcohol allowed by permit Designated as a Level 3 event by the director of safety and security due to extenuating circumstances (see Level 2).	Minimum of two police officers Minimum of one peace officer Supplemental staff as needed

Alcoholic Beverages & Catering

Alcoholic Beverages

Alcohol may be provided at campus events in accordance with campus policies and applicable NYS laws and guidelines.

To host an event where alcohol is served, the sponsoring organization must contact events@sunysullivan.edu, no less than six weeks prior to the event for legal alcohol clearance. The host of this event will incur the cost to license an event with alcohol. All participants consuming alcohol must be at least 21 years old. Only licensed and insured alcohol service areas can be used for campus events because of risk management concerns. The following facilities may be approved for alcohol to be served:

Student Union
E-Building Lobby
Grossinger Dining Room (Authorized/Licensed)
Other areas as deemed appropriate
Off campus
- Venues where SUNY Sullivan plans to offer alcohol must be reported six weeks prior to the event so that all legal licensing can be completed.

Catering Services

Whenever possible, all events held on-campus are required to use American Dining Services for catering.

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Event Policies at SUNY Sullivan

hosting an event at SUNY sullivan

Event Types

Securing Your Space

Meetings/Events Planning Timelines

Security

Alcoholic Beverages & Catering

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