HSC Event Reservations

Events are activities or programming held on/in university grounds for purposes other than academic classes scheduled as part of the university’s curriculum. Space for planned events can be reserved in advance with the Registrar as part of the scheduling process conducted before each semester. Otherwise, event space may be reserved as available during the semester.

Several areas on East Campus may be booked for events, including the Health Sciences Center (HSC) lecture halls, classrooms, and Galleria; the Medical and Research Translation (MART) building Auditorium and Atrium; and the Pavilion Education Center. Specific HSC lobbies and hallways are available for tabling events to distribute information. Each area has particular amenities and requirements. 

The following procedures are used to reserve event space in the areas listed above. For questions or assistance, email the Office of Health Sciences Academic Support (hsc_academicsupport@stonybrook.edu).

University Use Reservations

Faculty and staff can reserve space in the HSC and the MART Auditorium directly through 25Live, the university’s web-based event calendaring, scheduling, and publishing system. Tabling events in the HSC second-floor lobby can be requested in 25Live using the location Hscent 2-597F (choose one location, A or B, for the event).

Requests for the Pavilion Education Center can be emailed directly to Judith Pittigher. 

Students and student organizations in the Renaissance School of Medicine and School of Dental Medicine may reserve event space through their respective office of student affairs. All other students and student organizations may reserve event space via the policies and procedures of the Office of Student Engagement and Affairs.

Once a reservation is approved, event organizers must take the following steps as necessary:

  1. If the event requires audio/visual (AV) technology, email Classroom Technology and Support Solutions (hscclassrooms@stonybrook.edu). Note, Classroom Technology provides on-site requests for assistance with presentation media, demonstrations for best practices, and classroom technology training. They do not provide on-site assistance for the entirety of the event.
  2. If the event requires tables or chairs:
  3. If the event requires food or catering:
    • Consult the Environmental Health and Safety website on Food Safety and complete any necessary steps (e.g., food permits, public notifications). Some permits may be required two weeks prior to an event. SBM Dining Services does not require a food permit.
    • Request cleaning services after the event:
      • HSC event: Email Jerry Edwards (jerry.edwards@stonybrook.edu)
      • MART/Pavilion Education Center event: Contact University Hospital Housekeeping at (631) 444-1455
  4. If minors will be present, complete and submit the Proposed Programs & Activities Involving Children Event Questionnaire. Upon review, event organizers will be informed of additional requirements (if applicable).
  5. If there is a request to serve alcohol, complete and submit the Request for Approval to Serve Alcohol at a Campus Event form. Upon review, event organizers will be informed of additional requirements (if applicable).

Third-Party Use Reservations

Third-Party Use reservations are those that are organized or run by an external person/organization; are geared towards a predominantly external audience; are not open to the public; or collect fees outside of a university or Research Foundation IFR account. Any such reservations that use campus facilities must adhere to university policies on Third-Party Use, including obtaining a Revocable Permit for Facilities Usage. To request a Third-Party Use reservation, contact Conference and Event Services.

Event Policies

The following policies are in place for all classes and events in the HSC, MART, and Pavilion Education Center:

  • In order to have a higher chance of booking your event, space requests should be submitted through 25Live in a reasonable amount of time, ideally no less than 7 days in advance.
  • Food is allowed in areas designated “Food Permitted” in 25Live. Small receptions with catered hors d’oeuvres may be booked in the MART Atrium on Level 5 outside of the Auditorium.
  • The individual or organization hosting an event or activity is responsible for providing reasonable accommodations for attendees with disabilities. The Office of Equity and Access (OEA) is available for consultation.
  • The university must be reimbursed for all costs incurred by facility usage, including Direct Costs such as fees associated with university facilities and/or services, and described in the university policy on the Use of Campus Facilities.
  • All fundraising activities, except student fundraising events with projected revenues of less than $1,000, must be reported to and coordinated through the Office of the Vice President for Advancement.
  • All events must follow the University's Use of Campus Facilities Policy.

Posting Information

Bulletin boards in the HSC are managed by academic, clinical, or administrative units.

The HSC also utilizes Scala, a digital signage system, in both (1) areas managed by academic, clinical, or administrative units, and (2) common areas such as hallways and open seating areas. The Scala system is intended for Stony Brook University Community use only. All messages submitted for posting on Scala must adhere to the Stony Brook University Policy on Posting Information: Posters/Flyers.

To submit a message for posting on Scala screens, please contact your respective School’s representative or email HSC_AcademicSupport@stonybrook.edu.