Syracuse UniversitySCPS

FacebookTwitterYoutube
page-badge-default.jpg

Policies

Recognized Student Organizations

Academic/Administrative Departments

Hall of Languages

Quad

Event Cancellation

Concert

Dance Party

Space Allocation

Recognized Student Organization Policies

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

Recognized 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

Recognized 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 representatives come 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 find 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 recognized student organizations (including greek chapters) this process takes place in October, and March. Recognized student organizations can view the current calendar, and timeline for space allocation. Please refer to the Space Allocation Guidelines for more information.

ACADEMIC/ADMINISTRATIVE 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.

500 Hall of Languages

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

    • 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. 
    • An elevator is available at the southeast corner of the Hall of Languages.
    • 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, slides, or 16 mm must be in ordered through AVSS (443-5660) For Audio Recording Capabilities, call 443-4001.
      • 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.
    • 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 Prucha, in the Department of Arts and Sciences will be contacted 443-3949.)

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.


QUAD STATEMENT OF PURPOSE

Syracuse University's Kenneth A. Shaw 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 recognized 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.
  • Recognized 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.

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.

Event Cancellation Policies

Student Centers & Programming Services

SCPS requires 72 hours (three business days) notice prior to a reservation for cancellation without penalty. If a reservation is canceled with less than three business day’s notice the sponsor is responsible for the cost of the room rental associated with their reservation.

Reservations classified as Rain Locations are subject to 24 hours notice for cancellation without penalty. Reservations in SCPS spaces must be tied to Outdoor Space reservations to be classified as Rain Locations. Any reservation not meeting the criteria is subject to the general cancellation policy.

All cancellations must be submitted via our online form.  Phone requests will not be granted.

Additionally, events may be cancelled if a representative from the sponsoring organization does not successfully complete a logistics meeting with an SCPS event consultant prior to the date 2 weeks before the scheduled event.  If the scheduled event falls on a weekend, deadlines will then fall on the third Friday prior to the event.  Failure to meet these logistics deadlines will result in cancellation of the event.

On and Off Campus Service Providers

For events requiring additional services of both on and off campus service providers, sponsors may be responsible for additional fees based on the individual policies of those vendors. 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 cancelled less than 48 hours prior may be responsible for partial or complete payment; to be determined on a case by case basis.

Chestnut Street Security

  • Events can be cancelled 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.

National Audio

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

Production Contracts

  • Events must be cancelled at least two weeks out to avoid penalty.
  • Events canceled less than two weeks out are responsible for half the estimated cost.
  • Events canceled after National Audiois on-site and have begun set up are responsible for the full estimated cost.

Bam Productions

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

Concert Policies

  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.
  2. 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
  3. Event Rules:
    • 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.
    • Once the event reaches capacity, admission will end for the evening. No waiting line will be maintained after capacity is reached.

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 law.

Dance Party Policy

    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. Event Rules
      1. Attendees will not be allowed readmission once they have departed from the venue.
      2. Once the event reaches capacity, admission will end for the evening. No waiting line will be maintained after capacity is reached.
      3. 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.

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.

Click here to review the Kimmel Food Court entrance policy in place on Friday and Saturday nights from 11:30pm-3:00am.


SPACE ALLOCATION PROCESS

Purpose:

SCPS coordinates a space allocation process for funded RSOs for the upcoming semester.  Exemptions from the process are made for traditional and university wide events. All Administrative and Academic events that are not exempt will be scheduled at the conclusion of the Space Allocation process.  Exceptions can be made via the exception process.

Any funded event sponsored by a student organization or club sport recognized by OSA, FASA, GSO, or Recreation Services can participate in the space allocation process.  Funding may include co-curricular, SA, self, or other funding sources.  Recognized organizations not funded through SA may be asked to provide proof of funding.  Non-funded events will be scheduled on a first come first serve basis at the conclusion of the Space Allocation process.

Funded groups will be able to access and submit a space allocation form via the SCPS website the day after the SA budget is approved each semester.  Space Allocation will remain open throughout the SA appeals process.

Spaces are assigned through the following criteria.

  1. Submission order
  2. Technical Requirements
  3. Preferred date(s)/culturally significant date availability
  4. Event calendar review
  5.  Closest available date

After all spaces are assigned organizations will be emailed a confirmation of their assigned space/date/time for their events. 

All process dates are determined in collaboration with Student Association and will be announced at the beginning of each semester.

Exemptions

University-wide traditional events are exempt from this process.  Examples include: Syracuse Welcome, Orange Central (Homecoming+Reunion), Family Weekend, Winter Welcome, Winter Carnival, Commencement, Admissions, and Coming Back Together.

Exceptions

Any RSO or Academic or Administrative office can apply for an exception prior to the space allocation process.  Applications will be reviewed by the Director of Student Centers and Programming Services.  Forms can be submitted up until 1 week prior to the beginning of the space allocation process.

Exceptions may be granted based on: technical needs, contractual needs, culturally specific dates.