Scheduling Policies

Student Centers and Programming Services Scheduling Procedures

Student Centers and Programming Services (SCPS) handles events, programs, and meeting space requests for the Schine Student Center and Goldstein Student Center as well as several other buildings on campus.

STUDENT GROUPS

Students that wish to schedule space must be a member of a Registered Student Organization (RSO).  Scheduling space for a class project, or other reason not directly related to Registered Student Organizations may be requested in writing to Bridget Yule. Approval will be granted based on the completion of specific criteria outlined upon request.

Registered Student Organizations schedule space directly with the Student Centers and Programming Service Office. General body meetings, (defined as a meeting open to members as well as potential members of the specified organization) can be requested by using the online Student Organization Room Reservation Form.

Events and programs that require services such as safety, public safety, catering and/or specific technical requirements, or, any gathering defined as an event or program must be requested at least 15 days prior to the event and follow the Program Planning Process(PDF).

Event changes, modifications and cancellations can be requested by using the online Change/Cancellation Form.

INFORMATION TABLES

Atrium Tables may be reserved for information distribution in the Schine Student Center and the Goldstein Student Center. Tables are limited and available for reservation on a first-come, first-served basis through the Student Centers and Programming Services Office. It is recommended that reservations be submitted at least 5 business days prior to the desired date. To reserve a table, submit the Atrium Table Reservation Form. Reservations may also be made by visiting the Student Centers and Programming Service Office. Please refer to The Office of Student Activities (OSA) website for further information about reserving information tables in other campus locations.

FUNDRAISING

Registered Student Organizations and Greek Chapters that wish to fundraise on campus must first read the Syracuse University Fundraising Policy and then follow the guidelines outlined below.

Fundraising - Schine Atrium (10AM-4PM Monday-Friday)

If your organization would like to conduct a fundraiser in the Schine there is a procedure you must follow. It is suggested that you plan at least 3 weeks in advance, as fundraising tables fill up quickly. The procedure is as follows:

  1. Student organization representative comes to the SCPS office (228D Schine) to fill out a Schine Atrium Fundraising form. While in the office, ask the student at the desk to get a date that is open for fundraising. (There is only 1 spot per day open to fundraise, and they fill up quick!). Once open dates are agreed upon, the fundraising spot will be tentatively reserved. This does not mean the fundraiser is confirmed. SCPS staff will then review the form and contact you via e-mail within 1-3 business days.
  2. Within 1-3 business days, you will be contacted about your fundraiser. In some cases, a meeting may be required with you and your OSA/FASA program advisor to discuss the fundraiser.
  3. If your fundraiser is approved, it will be confirmed and final details arranged. Please remember, all money that is collected in the Schine Atrium will be deposited into your fundraising account. You will then need to work with the Office of Student Activities/Office of Fraternity and Sorority Affairs to access your funds. You may not leave the Schine with the money you have raised.

Fundraising - Campus Locations

  1. Fill out application to conduct fundraising on campus at least seven (7) days in advance of requested date. Please include dates/times you will be available to meet with SCPS staff.
  2. Within 1-3 business days you will be contacted for a meeting date and time to discuss your fundraiser.
  3. If your fundraiser is approved, final details will be arranged.

Fundraising – Events

  1. During the program planning meeting with OSA/FASA and SCPS you can discuss your fundraising request. Please understand this may require special services such as Public Safety and might exceed your initial estimate.
  2. Fill out the Event Fundraising form that you can get from your SCPS advisor.
  3. SCPS will order services and go over final details of the fundraiser.

POSTING POLICY

Syracuse University has a specific policy in place in regards to posting flyers, sings and any kind of advertisement as it pertains to marketing events, programs and general information. Please refer to the Syracuse University Posting Policy.

BANNERS

Banners, that meet specific guidelines, may be placed on the outside of both student centers. Please read the Banner Policy prior to submitting a Banner Request Form.

SPACE ALLOCATION PROCESS

Space Allocation for non-academic large spaces on campus, such as the Goldstein Auditorium, Underground and the Skybarn is conducted each semester for the following semester. For Registered Student Organizations (including Greek Chapters) this process takes place in October, and March. Registered Student Organizations can view the current calendar, and timeline for space allocation. Please refer to the Space Allocation Guidelines for more information.

CHALKING THE QUAD

Chalking is allowed only on the Syracuse University Quadrangle (The “Quad”). Reservations may be made by submitting an online Chalking Request Form. Specific rules apply to chalking on the Quad, refer to campus posting policy for more details.

RESERVING THE QUAD

The Syracuse University “Quad” is available for some events and programs. Specific rules and regulations do apply. The Director of Student Centers and Programming Services must grant approval. Please refer to the Quad Policy, and fillout Outdoor Space Request Form.

In an attempt to provide excellent customer service, Student Centers and Programming Services makes every effort to process reservation forms within the same day of receipt. However, reservations may take up to (3) three days to process. Confirmations must be picked up in the SCPS Office, Suite 228D, in the Schine Student Center.

ACADEMIC/ADMINISTATIVE DEPARTMENTS

Departments and offices directly associated with the University schedule space through the Student Centers and Programming Services Office. In order to meet the needs of all service providers and event consultants, all scheduling requests should be made in writing. Please use the Academic/Administration Room Reservation Forms.

To further serve our customer’s needs, it is possible to send a request via e-mail to Bridget Yule. However, the following information must be present in order to ensure proper processing.

  1. Name of Department
  2. Contact Person
  3. E-mail Address
  4. Phone #
  5. Fax #
  6. Campus Address
  7. Date of Event
  8. Time of Event
  9. Estimated Attendance
  10. 1st Choice Building and Room
  11. 2nd Choice Building and Room
  12. Room Set-up (Auditorium, Conference Sq, Round Tables, etc)

Event changes, modifications and cancellations can be requested by using the online Change/Cancellation Form.

SPACE ALLOCATION PROCESS

Space Allocation for non-academic large spaces on campus, such as the Goldstein Auditorium, Underground, and Skybarn is conducted each semester for the following semester. For Academic and Administrative offices this process takes place in November, and April. Academic and Administrative offices can view the current calendar, and timeline for space allocation . Please refer to the Space Allocation Guidelines for more information.

In an attempt to provide excellent customer service, Student Centers and Programming Services makes every effort to process reservation forms within the same day of receipt. However, reservations may take up to (3) three days to process. Confirmations will be emailed to the contact listed on the reservation form.

QUAD STATEMENT OF PURPOSE

Syracuse University's quadrangle, affectionately known as "the Quad," is an open green space designed to be accessible, safe, attractive, and to be used by members of the University community and their guests. The quadrangle is defined as the grassy area bounded by sidewalks, which include Hendricks Chapel and steps, Link Hall, Carnegie Library, Hinds Hall, and Huntington Beard Crouse Hall. The Quad is part of a centuries-old tradition in higher education: the provision of a peaceful, open-air area for both thoughtful contemplation and social interaction. SU's Quad has been part of the campus since Syracuse University's founding in 1870. Once known as the oval and used for football games, it is now the University's "crossroads" and is the site for many fond memories for generations of alumni, as well as enjoyment for current students.

POLICY FOR THE USE OF THE QUAD

Use of the Quad space for Syracuse University related activities or events must be reserved by an academic or administrative department, or by a Registered Student Organization in good standing with the University. Individual University members who utilize the Quad to exercise free speech absent participants, should refer to the Syracuse University Student Handbook for review of the Campus Disruption Policy and the Statement of Student Rights and Responsibilities, specifically Assembly and Protest. The Student Centers & Programming Services office (SCPS), Suite 228D Schine Student Center, has established the following space reservation guidelines.

  • The sponsoring group and participants are bound by applicable University policies, local and state ordinances, and the Code of Student Conduct.
  • A minimum of seven (7) business days prior to the proposed event, SCPS must receive an outdoor space request form outlining details about the proposed event. SCPS reserves the right to refuse any request.
  • The proposed event (including set-up and breakdown) must NOT conflict with scheduled classes or academic programs, or previously scheduled events. For events that are permitted during these times, no amplified sound devices are permitted.
  • A proposed event must NOT present a safety risk or hazard to the participants, to others using the Quad or adjacent space, or to underground utilities. The degree of risk and staffing requirements for all proposed events shall be determined by Syracuse University's Department of Public Safety and/or the Risk Management/Safety Department and/or Physical Plant. Each department will determine necessary staffing for a respective Quad event.
  • Registered student organizations and/or administrative, academic departments may be approved for a maximum of three (3) event requests per semester. An approved event will be defined as any activity that operates between the hours of 7 a.m. and 9 p.m. or any fractional period therein. Events approved to continue beyond 9 p.m. will be considered a continuous event and must be completed within a forty-eight (48) hour period of the requested event start time.
  • Commercial or non-University vendors hired by the event sponsor, shall, at their or the events sponsor’s expense, provide to the University Risk Management Department and subject to Risk Management’s approval, satisfactory evidence of insurance at least ten (10) business days prior to the event.
  • All costs related to the event (including but not limited to; security, physical plant, etc.), are the responsibility of the sponsor. Sponsors scheduling events on the Quad are responsible for returning to the University’s satisfaction the Quad space to the condition that it was found. This includes the removal of fliers, equipment, and debris related to the event.
  • Petitions to request exceptions to the above guidelines must be submitted to the SCPS office at least twenty-one (21) business days prior to the proposed event.
  • Syracuse University reserves the right to cancel any event or activity, if, at any time before or during an event, it is determined that a sponsoring group or participants have breached or misrepresented conditions set forth in these guidelines. The sponsoring group or participants may then be subject to appropriate disciplinary action.

A Quad Request form can be found here.

  • 500 Hall of Languages

    Should you wish to schedule an event in the Killian Room please bear in mind:

    1. SCPS will include a 1 hour set up time with your reservation. Room users are responsible for the set up and breakdown of furniture.  Contents in the room such as tables and chairs can be moved and placed in a variety of ways. However, the room must return back to it’s original set-up prior to leaving the room. 
    2. An elevator is available at the southeast corner of the Hall of Languages.
    3. The equipment capabilities of HL 500 are:
      • Video Projection
      • GE CRT Projector
      • Data Capabilities
      • Podium with goose neck
      • Wireless Microphone (should be in drawer of the Teaching Station)
      • Additional microphones or other equipment must be ordered through Learning Environments and Media Productions (443-5660). For Audio Recording Capabilities, call 443-4001.
    4. Food is not allowed in the room, except when provided by Campus Catering. For any catered event held on Friday evening or anytime Saturday, the room may be subject to a special custodial service charge of $40.00.
    5. Groups scheduling the Killian Room are responsible for returning the room to the condition in which they found it. (If the room is found in an unacceptable condition, Barbara Moon, the HL building coordinator will be contacted 443-2203).

    These policies are determined by The College of Arts and Sciences, Office of the Dean, and may be changed at our discretion. Failure to abide by these guidelines may result in the loss of privileges to use this facility.

  • An HL500 Request form can be found here.