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.
External Event Reservations
External events 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. External event requests that use campus facilities must adhere to university policies on Third-Party Use, including obtaining a Revocable Permit for Facilities Usage. To request an external event reservation, email HSC_AcademicSupport@stonybrook.edu.
Internal Event Reservations
Academic and clinical department administrators can apply for a reservation directly through 25Live, the university’s web-based event calendaring, scheduling, and publishing system.
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. Permission to use academic space that is not in 25Live must be requested directly from the department overseeing that space. Requests to hold an event in the Pavilion Education Center must be emailed directly to Judith Pittigher.
Tabling events in the HSC second-floor lobby can be requested directly in 25Live through the units described above using the location Hscent 2-597F. Choose one location (A or B) for the event.
Once a reservation is approved, event organizers must take the following steps as necessary:
- Email Classroom Technology and Support Solutions (hscclassrooms@stonybrook.edu) with any technology questions or requests. 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.
- Email Jerry Edwards (Jerry.Edwards@stonybrookmedicine.edu) to request tables and chairs, if needed.
- If the event includes 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
Event Policies
The following policies are in place for all classes and events in the HSC, MART, and Pavilion Education Center:
- Space requests must be submitted through 25Live no less than 14 days in advance. Questions or issues about 25Live reservation requests may be emailed to hsoss_classrooms@stonybrook.edu. For a 25Live account, please complete the Employee New Account Form linked here.
- Reservation requests for the HSC Coller Computer Lab (computer classrooms 3-128, 139, and 149 in 25Live) are managed by the Division of Information Technology; email hscsinc@stonybrook.edu with any questions.
- Food is allowed in Lecture Halls 1 through 6, and in HSC classrooms 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 via reservation through 25Live. Please maintain a six-foot distance from other people while eating. When ordering food for reservations in the lecture halls or classrooms, you must request custodial services to ensure a clean learning space for the next group. Food or drink are not permitted in the MART Auditorium or HSC classrooms not classified as “Food Permitted”.
- 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.
