All event-related requests must be in the Event Management System (EMS) which are made by the University Events team. Your requests must be written down on the Room Reservation Form. If you forgot to add a facilities request, you must reach out to University Events to have it added to EMS.
Requests and Room Reservation Forms must be submitted 14 days (about 2 weeks) prior to the scheduled event.
Facilities does have the right to deny requests if it is after the 14 day mark.
Requests for set-ups must include a diagram of the setup and indicate if Facilities assistance with set up is needed. This must be sent with the Room Reservation Form. Requests that require electrical and/or water connections must include a copy of the vendor contract and a map of the desired location that the equipment or item will be staged.
If you have vendor contracts at the time you submit a Room Reservation Form, please also attach that in your email to University Events.
Any request to use a tent that will be staked into the ground requires authorization.
The use of flame effects or pyrotechnic displays requires approval by the NYS Office of Fire Prevention and Control. The application must be submitted at least 14 business days before the event.
It is the responsibility of the event host/coordinator to ensure the appropriate number of trained Crowd Managers are present for the event.
For questions on Crowd Managers, please contact Beth Gregory.
If you want to have an external vendor bring and set up a tent on campus for your event, you are required to fill out a Tent Space Request Form.
