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Event Information And Policies

Reserving the venue:

To reserve an event venue, please go to the Reservations Page for forms and information. 

Due to requesting services on your behalf, SCPS requires a minimum of three (3) weeks’ notice for scheduling events.  Reservation requests made less than three (3) weeks prior to the event date will be denied. 


Event specific reservation parameters include:

  • Events are limited to a duration of three (3) hours with the exception of banquets (full meal) and concerts.
  • Event duration is considered the start of program to end of program.
  • The default door time is 30 minutes prior to the program start.
  • For events needing rehearsals:
    • Rehearsals running four (4) hours or longer are required to allow SCPS staff a 15-minute break every 2 hours.
    • Rehearsals running 6 hours or longer are required to allow SCPS staff a 30-minute break every 4 hours.
    • Rehearsals scheduled the same day as events must take a full hour break prior to the event, starting no later than 1 hour prior to the scheduled door time.
  •  No student events are allowed before the first day of classes or after the last day of classes. 
  • Curfews (rehearsals and events)
    • 11:00p Sunday through Thursdays
    • 12:00a Fridays and Saturdays
    • Dance Parties may be scheduled 11:30p – 2:00a Friday and Saturday. Only one dance party per night. 

Servicing Priority:

SCPS’s scope of service is limited to (in order of priority) venues within the student centers, events sponsored by Recognized Student Organizations held elsewhere on campus, and events sponsored by the Division of Enrollment Management and the Student Experience.  If we cannot support your event due to overbooking, or equipment scheduling conflicts, you will be referred to an appropriate off campus vendor.  Academic and Administrative departments on campus are referred to Learning Environments and Media Production(LEMP), part of ITS, for service and support of events that are outside the scope of SCPS’s service. 


Logistics Meetings:

Due to service provider deadlines and SCPS’ need to schedule its staff, there is a two (2) week deadline to finalize all technical and security details. SCPS will discuss venue configuration and capacities, technical needs, technical riders, security needs, and itineraries to determine the level of staffing and technical support necessary.  A room diagram will be developed during this meeting to layout the event configuration. SCPS reserves the right to cancel any event whose sponsor has not met with the appropriate staff member prior to this deadline.


Events that are high profile, logistically challenging, or have high security needs may require a Production Meeting prior to that event.  Production Meetings are an opportunity for all the necessary service providers to collaborate with the sponsor prior to the event and walk through the program to troubleshoot any potential issues or trouble spots. 



Sponsor Expectations:

  • Have logistics meeting 2 weeks prior to event date to finalize:
    • event details
    • technical needs 
    • The use of fog/haze
    • Rehearsal times
  • One Week prior to event:
    • Lighting request forms are due 1 week prior to the first rehearsal or the event if no rehearsals are scheduled.
    • Day of show schedules, Program order, and rehearsal schedules (if necessary) are due 1 week prior to the first rehearsal or the event date if no rehearsals are scheduled. 
  • Technical rehearsals are for technical purposes

o   SCPS understands that moving a performance piece to the stage may require adjustments to blocking, choreography, entrances, and exits. However the main purpose of technical rehearsals is to finalize programming for lighting and set audio levels.  Any issues with choreography that are not related to transitioning to the stage or performer safety should be worked on at a different time.  Organizations can reserve venues for non-technical rehearsals for free as the schedule allows.

  • Same day rehearsals:

o   Rehearsals will end no later than one hour prior to doors opening.

o   Any sponsor or performer in the venue prior to doors opening that will be sitting in the audience will need to present their comp ticket.

o   Any sponsor or performer staying in the venue prior to the doors opening that will not be sitting in the audience must relocate their belongings to the dressing room or backstage and report to their designated location.



Internal charges:

All SCPS Event Spaces carry two types of charges, a room rental fee and a technical package fee.  RSOs are not required to pay the room rental fee. Technical packages are flat rate fees that are all inclusive of SCPS staffing and equipment needed to support an event.  Technical package fees vary depending on both event type and venue.  For more information, please see our Fees Page.


External Charges:

For events requiring additional services from both on and off campus service providers, sponsors may be responsible for additional fees based on the individual policies of those vendors. Pass through charges will be added to the SCPS invoice and will include both on-campus services such as DPS and Fire Safety, as well as any off-campus vendors who may be providing additional equipment or support for an event.  SCPS will make arrangements to rent any technical equipment that we do not already own ourselves.  Those costs will be included in the invoice without mark-up.  For example, if an off campus sound or lighting company is contracted to support a concert or musical performance that SCPS does not have the capacity to support on its own, the SCPS Concert Package is still applied to the invoice due to the amount of preparations and level of staffing needed to accommodate that company.

 

On and Off Campus Service Providers

Cancellation policies for our most frequent on and off-campus service providers are listed below.

Fire Safety

  • Events can be canceled up to 72 hours prior without penalty.
  •  Events cancelled less than 72 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Department of Public Safety

  • Events can be canceled up to 48 hours prior without penalty.
  • Events canceled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Event Security (Stadium Event Staff)

  • Events can be canceled up to 72 hours prior without penalty.
  • Events canceled less than 72 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Bam Productions

  • Events can be canceled up to 48 hours prior without penalty.
  • Events canceled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Full Service Production Vendors

SCPS works with a number of full service production vendors for concerts and other large scale events. Many vendors have similar policies regarding cancellations. We’ve compiled them here:

  • Events must be canceled at least two weeks out to avoid penalty.
  • Events canceled less than two weeks out are responsible for half the estimated cost.
  • Events canceled within 48 hours of load in for the event  are responsible for full cost.  


Contracted Artists and Technical Riders:

Sponsors wishing to host events featuring contracted speakers, artists, or performers are required to have any technical contract riders approved by an SCPS Event & Technical Services staff member prior to having the contracts signed.  The ETS Package Fee may not cover any specialty equipment and/or staffing required by many performing artists, and therefore SCPS must rent or hire from an off-campus vendor.  Any cost incurred on behalf of the sponsor to provide additional equipment or specialized staffing will be passed on to the sponsor.  In order to provide an accurate cost estimate, and to secure additional equipment or specialized staffing, Technical Riders must be provided to SCPS at least two (2) weeks prior to the event.


Ticketing:

All RSO sponsored events being held in SCPS venues are required to be ticketed with the following exceptions:

  •     Closed events, such as those only open to members of a specific organization, or limited to invited guests only.
  •     Expos such as career fairs or organizational fairs that do not have any sort of formal program.

The maximum capacity of an event indicates to the Box Office the total number of tickets that can be made available for an event. 


Complimentary Tickets:

The Box Office offers an event sponsor the ability to request complimentary (comp) tickets. 

  • The number of comps an RSO is allowed may be dictated by SA Funding. 
  • The number of comps requested still count towards an event’s capacity. Everyone sitting in the audience needs to be accounted for in the ticket count (capacity).  
  • Performers planning to watch any part of an event must be issued a comp ticket. This both ensures their entry into the venue, as well as prevents an event from going over capacity and potentially denying entry to a paying customer.  
  • If the sponsor chooses not to allow performers into the audience to watch, it is their responsibility to communicate that beforehand with both SCPS and the performers, and assist with the enforcement during the event.

All ticketing must be done through the Student Box Office.  To view Box Office policies, and to download the ticket request form, please visit boxoffice.syr.edu.  

Each ticket request form is required to be confirmed by an SCPS Event & Technical Services Staff member.  




Catering Policy:

Syracuse University Catering is the only authorized catering service for Syracuse University, providing food and beverages in compliance with New York State law, the Onondaga County Health Department, and the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco.


All meetings and events in the Student Centers who wish to serve food and beverage are required to utilize Syracuse University Catering. SCPS works closely with the catering staff to ensure your needs are met. Please visit Catering for information on menus, policies and timelines. 


The SCPS office is unable to grant any exceptions to the catering policy. Exceptions may be requested through Syracuse University Catering. Any group wishing to qualify for an exception must meet with SU Catering no less than three weeks prior to the date of the event or an exception will not be considered. Exceptions, when granted, will apply only to the event requested. SU Catering may grant exceptions for:

  • Religious events as recognized by the Office of the Dean of Hendricks Chapel;
  • Events where food is unique to the sponsor’s ethnicity and cannot be prepared by the Catering Office;
  • Events where small quantities of food and/or beverage are provided.

 

General Venue Policies:

  1. Event Rules and General Venue Policies:
    • Attendees will not be allowed readmission once they have departed from the venue
    • Any patron of an activity held on Syracuse University property who is found participating in unsafe practices i.e. moshing, slam dancing, etc. (as deemed by campus public safety and/or risk management officials), is expected to cooperate with the request of an SU official or staff working at the function to discontinue the practice.
    • No pets, excluding service animals.
    • No guns, knives, backpacks, etc.
    • SCPS is not responsible for items confiscated or left behind.
    • Once the event reaches capacity, admission will end for the evening. No waiting line will be maintained after capacity is reached.
    • Once the event reaches capacity, admission will end for the evening. No waiting line will be maintained after capacity is reached.
    • Artist requests or contracts which ask for more restrictive policies will be printed on tickets and posted at the venue. 

  1. Event Sponsor Requirements:
    • Sponsor is required to have a representative at the door to confirm complimentary guests and/or provide comp tickets to patrons.
    • Sponsor is required to provide protective coverings for tables, chairs, and/or the stage when the program includes activities that can leave a mess, such as paint nights, game shows, etc.
    • Sponsor is required to assist with, or cover the costs of, cleaning of the venue if they harm or damage the venue with decorations, gift bags, food, paint, etc. 
    • Sponsor will be responsible for the cost or any cleanup that is determined to be excessive by Facilities Services.
    • Sponsor will be responsible for the cost of repair for any damage caused by members of the organization deemed not to be accidental.
    • Sponsors are expected to be prepared to have venue doors opened to attendees at the advertised or agreed upon time.
    • Sponsors are expected to begin the event at the advertised or agreed upon time.
    • Intermission lengths will be published in any printed programs as well as announced prior to the start of act one.
    • Sponsors are expected to resume the program when the published intermission time has elapsed.
    • Sponsors are expected to conclude the event by the scheduled end time. Failure to do so can result in additional charges based on hourly fees, primarily security staff.

For Ticketed Events:

  1. Admission for students, alumni, and guests:
    • A valid ticket for ticketed events
    • Proof of Identification:
      1. A valid SUID
      2. A valid state issued picture ID with proof of age
      3. A current College/University Picture ID Card with proof of age (18 years of age or older for admittance).
      4. SU Alumni Card
      5. Fraternity or Sorority Membership card with proof of age (18 years of age or older for admittance).

  1. Entrance Requirements:
    • All patrons may be searched for weapons, alcohol, and other drugs
    • Entrance will be prohibited to persons appearing to be intoxicated or under the influence of alcohol or drugs. 
    • When wanding is in use, the following items are prohibited:

Alcoholic beverages, illegal drugs, coolers, bottled water, food or beverage, weapons, backpacks, large purses or bags, cameras with a 6in zoom lens or greater, skateboards, knives, balloons , animals, footballs, soccer balls, baseballs bats or frisbees, airhorns, banners or signs on poles, camcorders, laser pointers, confetti


Specific Policies for Concerts:

  1. Admission for students, alumni, and guests:
    • A valid ticket.
    • A valid SU college ID, College ID OR picture ID that proves that they are 18 Years of age or older.
    • Under 18 years of age must be accompanied by a parent or legal guardian for admittance.
    • Entrance Requirements:
    • All patrons will be searched for weapons, alcohol, and other drugs
    • Entrance will be prohibited to persons appearing to be intoxicated or under the influence of alcohol or drugs. No beverage containers are permitted inside the facility before, during, or after the event
    • Backpacks, weapons, beverage containers, recording devices, canes, and sticks (or other hand carried implements), will not be allowed into the event. If discovered inside, event participant must surrender items in question or leave event
    • Attendees will not be allowed readmission once they have departed from the venue


Dance Party Specific Policies:

    1. Admission for SU students or SU Alumni:
      1. A valid ticket.
      2. A valid SU college ID, or SU Alumni Card/Fraternity or Sorority Membership card.
    2. Admission for Guests Requires:
      1. A valid ticket.
      2. A current College/University Picture ID Card with proof of age (18 years of age or older for admittance).
      3. Fraternity or Sorority Membership card with proof of age (18 years of age or older for admittance).
    3. Entrance Requirements
      1. All patrons will be searched for weapons, alcohol, and other drugs.
      2. Entrance will be prohibited to persons appearing to be intoxicated or under the influence of alcohol or drugs. No beverage containers are permitted inside the facility before, during, or after the event.
      3. Backpacks, weapons, beverage containers, recording devices, canes, laser pointers, and sticks (or other hand carried implements), will not be allowed into the event. If discovered inside, event participant must surrender items in question or leave event.
      4. Attendees will not be allowed readmission once they have departed from the venue.

Violators of this policy are subject to Section XI of Syracuse University Code of Conduct, Section III A of the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco, and local, state, and federal laws.


 SCPS disclaimer

  • SCPS reserves the right to dictate where patrons enter and exit the venue.
  • SCPS reserves the right to enact elevated security measures as necessary based on the expected attendance, the stature of a visiting artist, or the history of an annual event. Examples of which include:

o   Splitting the floor and balcony levels of Goldstein Auditorium to separately ticketed areas.

o   Hiring additional security staff for the backstage and/or dressing room areas.

o   Using hand-held metal detectors to search patrons for items that are prohibited from events..

  • SCPS acknowledges that issues can arise during the rehearsal process or event that are not the fault of the sponsor but may impact a sponsors’ ability to meet the above expectations.  In those situations, SCPS will work with the sponsor to address the issues, and when necessary adapt policy with the following exceptions:
    • Staff breaks are dictated by NYS labor law.
    • SCPS cannot guarantee fee reductions or waivers from any service providers, SCPS included.