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The Campbell Student Union is home to many campus programs and events. We encourage all student organizations as well as campus departments to hold their special event or program in the Student Union. Center to the campus as a whole, the Campbell Student Union strives to promote meaningful extra-curricular activities to its campus community.
The following guidelines are designed to keep space in the Campbell Student Union in the best possible condition for your use. Reserving parties are financially responsible for any damage or misuse of the space. Damage or failure to abide by these guidelines will result in the loss of reservation privileges. The Associate Director of the Campbell Student Union reserves the right to alter, change, or deny a space reservation that will clearly disrupt other reservations, normal building activity, or is contrary to commercial or other guidelines.
Any questions concerning reservations in the Campbell Student Union should be made to the Reservations and Events Manager for the Campbell Student Union in the Student Life Office.
WHO MAY RESERVE SPACE IN THE
CAMPBELL STUDENT UNION:
- · Executive board members of Buffalo State College recognized and registered student organizations with a valid Buffalo State identification card.
- · Buffalo State College recognized student organizations who have been granted temporary recognition. These organizations may make reservations only during the period that such recognition is in effect.
- · A student or group of students (excluding recognized and temporary recognized student organizations) who is in need of an informal discussion session and the like, will be considered for a reservation in light of available space. The group is subject to the same liability and responsibility as recognized or temporary recognized student organizations.
- · Off-campus groups, which meet the requirements for a revocable permit. These organizations should be referred to the Office of Events Management. They will make reservations for all off campus organizations.
*As a rule, academic classes will not be scheduled in Student Union space. Exceptions to this rule are subject to approval by the Associate Director of the Student Union.
HOW SPACE IS DISTRIBUTED:
In an attempt to create equal opportunities for all organizations to utilize space in the Campbell Student Union, certain restrictions have been placed on how often certain spaces may be utilized by an organization. Organizations should review the policies for each area in which they would like to host events and plan accordingly.
Day programs are defined as programs or events that are scheduled to take place between the hours of 8:00am and 5:00pm. Evening programs are defined as programs or events that are scheduled to take place between the hours of 5:00pm and 1:00am (the following day).
"Bengal Pause" refers to dates that fall on a Tuesday or Thursday between the hours of 12:00pm and 1:30pm
When making an Assembly Hall reservation online, two distinct facilities are now reservable: Assembly Hall 1 and Assembly Hall 2. Assembly Hall 1 and Assembly Hall 2 will each hold between 75-100 people and have various space layouts to choose from. The combination of the two rooms and can be used for bigger events that expect over 100 occupants. Users must reserve both rooms in WebReserv to be guaranteed the entire space for larger events.
Each campus organization is allowed to host a maximum of four (4) day and two (2) evening programs a month.
Fireside Lounge Conference Room
The Fireside Lounge itself will no longer be a reservable space. Instead, there will be a Fireside Lounge Conference Room available for use. This room holds a maximum of 8 people and is intended for smaller group meetings. The intention in the redesign of the third floor was to have the split of the Assembly Hall accommodate the events that were previously located in the Fireside Lounge. This room is not available during business hours Monday-Friday, but can be reserved on
The Social Hall is available Monday-Friday between the hours of 8:00am and 1:00am (the following day), Saturday and Sunday between the hours of 9:00am-1:00am (the following day).
Organizations are allowed to host a maximum of three (3) programs a month in the Social Hall. Additional programs are scheduled at the discretion of the Associate Director of the Campbell Student Union. Requests for the use of the Social Hall must be made at least 30 days in advance to increase chances of receiving priority requests.
Upper and Lower Lobbies:
The upper and lower lobbies of the Student Union are reserved for events on an individual basis. Organizations must submit a proposal for space and have a meeting with the Associate Director for the Campbell Student Union (or their designee). There are several restrictions based on fire codes and Dining Services operations. Organizations are encouraged to utilize the Social Hall for large scale events.
Student Union Lobby Tables:
Organizations are allowed to reserve a maximum of four (4) "Bengal Pause" reservations per month. There are no restrictions on Monday, Wednesday, and Friday dates.
Student Union Lobby tables will be limited to one table per day per organization. Lobby reservations will be held until 11:00 am only. After this time, tables are not guaranteed and unclaimed tables may be given away to other inquiring organizations.
The Associate Director of the Campbell Student Union reserves the right to restrict and/or cancel certain dates for campus wide events or college interests.
United Students' Government (USG) Game Room:
If space is reserved during regular Game Room hours the event must not impede on regular game usage and must be open to the campus community. If space is reserved outside regular Game Room hours, charges will apply to open the space based on the event type and duration.
Game Room Hours
Conference Room 105H and Conference Room 105G:
These spaces are available only during regular USG Game Room Hours. There is no set limit on how many times an organization can reserve these spaces.
Note: Student Life encourages collaboration between organizations, as it provides more opportunities to program in the space. However, only one organization can take responsibility for reserving the space for a program that is sponsored by more than one organization. This includes but is not limited to adhering to all deadlines, and ensuring the event follows all Campbell Student Union policy and procedure.
Campbell Student Union Display Cases:
Display cases may be reserved by campus affiliated organizations only and are reserved on a "first-come, first-serve" basis. In an attempt to allow as many campus organizations as possible an opportunity to reserve a display case, campus organizations are allowed to reserve a display case for a period of two weeks per semester.
On the first day of an organization's reservation, the organization should report to the Information Center to claim their display case with their printed confirmation (confirmation is sent to the e-mail provided on the reservation form). Only executive board members listed on the Student Organization Registration Form may request that their organization's display case be opened and/or locked. Therefore, student organizations should be prepared to bring their updated Buffalo State College identification card along with their printed confirmation when claiming their dislpay case. Display cases will only be opened and locked for listed executive board members. Student Union Building Managers will open the display case for the organization and lock the display case when the organization has finished.
Failure to claim a display case by Monday at 12:30pm following the first reservation date, may result in the display case being given to another organization that may be on the wait list. Further, an organization's display case must be taken down by 11:00pm on the last day of the reservation period. If items are not removed by said time, the next reserved group will be permitted to take the display down. The Campbell Student Union is not responsible for lost or stolen items.
THE RESERVATION PROCESS
1. FIRST STEPS
To ensure availability and proper room set ups, all space requests should be made by submitting a completed Reservation Form online. Click on the “Make a Reservation” link on the top left of the page to be redirected to the Reservation Form. Reservation requests are reviewed daily and you will be notified within 48 hours regarding the status of your request. Please provide accurate, legible, and complete information. Incomplete Reservation Forms will not be accepted or processed. If a client's requested dates are available, a confirmation will be sent to the reserving party via email.
To allow for adequate processing time and to increase the chances of receiving the dates and/or rooms that you desire, Campbell Student Union Reservation Forms must be submitted at least fourteen (14) days before the requested date of the event. The exception to this rule is for the Social Hall. Any request for the use of the Social Hall must be made at least thirty (30) days before the requested date of the event.
2. WHAT TO EXPECT NEXT...
If you have requested to reserve a TABLE IN THE STUDENT UNION LOBBY, one of two actions will be taken:
- If the dates your organization requested ARE NOT available, your organization will be contacted by the e-mail address provided on the Campbell Student Union Table Advertisement Reservation Form. You are encouraged to inquire about other available dates.
-If the dates you requested ARE available, your organization will receive confirmation via the e-mail address provided on the Campbell Student Table Advertisement Reservation Form. At this point, you will be expected to follow all tabling policies and guidelines.
If you have requested to reserve a DISPLAY CASE IN THE STUDENT UNION LOBBY, one of two actions will be taken:
- If the dates your organization requested ARE NOT available, your organization will be contacted via the e-mail address provided on the Campbell Student Union Reservation Form. You are encouraged to inquire about other available dates.
-If the dates you requested ARE available, your organization will receive confirmation via the e-mail address provided on the Campbell Student Union Display Case Reservation Form.
If you have requested to use the ASSEMBLY HALL, FIRESIDE LOUNGE, SOCIAL HALL OR LOBBY, one of two actions will be taken:
- If the space your organization requested IS NOT available, your organization will be contacted via the e-mail address provided on the Campbell Student Union Reservation Form. You are encouraged to inquire about other available dates.
-If the space your organization requested IS available and your event is considered to be a "low profile" event, you will receive confirmation via the e-mail address provided on the Campbell Student Union Reservation Form. If the space you requested IS available and your event is considered to be "high profile" event, you will be contacted to set up an Event Planning Meeting.
High profile events are defined as events that may expect large crowds, be serving alcohol, require security, extended hours, guest speakers, and/or extensive set ups and equipment. Low profile events are classified as events that do not require the above.
Event Planning Meetings:
Event Planning Meetings are meetings between the Reservations and Events Manager for the Campbell Student Union, a representative from the organization as well as any relevant campus parties. The purpose of the Event Planning Meeting is to discuss the specific details of the proposed event. From the Event Planning Meeting a contract will be developed, outlining all of the details of the event. Once an Event Meeting has been scheduled, it is your responsibility to keep this appointment. Failure to do so may delay the approval of your event and/or result in the cancellation of the event. At the Event Planning Meeting, organizations are asked to have all the event details ready for discussion. This includes information on set up, guest speakers, food, equipment, etc.
3. FINALIZING AN EVENT
Campbell Student Union Event Contracts (Confirmations):
Confirmations for space requests (excluding display cases and tabling) are made through contracts. An organization will receive one of two contracts via e-mail. The first event contract is for "low profile" events. It is to be printed and saved for the organization's reference. The second event contract is for "high profile" events. Organizations that are sent these types of contracts must print their contracts and obtain the appropriate signatures. The contract must be returned to the Events Management Office by the due date listed. Failure to do so will result in the cancellation of the event.
Both types of contracts outline the specifics of the event. It is important to note that event contracts are serious agreements between a reserving party and the Campbell Student Union. Organizations are required to abide by the contract. If an organization is unclear about any aspect of a contract, it is their responsibility to obtain clarification. Ignorance will not be accepted as a valid excuse for any facility policy violation. Any changes or cancellations should be addressed to the Reservations and Events Manager of the Campbell Student Union immediately.
Please note that if your request is confirmed by the Campbell Student Union, the information you provide will be added to the Campbell Student Union Facility Schedule which is displayed throughout the building.
Campbell Student Union Cancellation Policy
Any organization, department, or staff meeting is allowed three cancelations and or no-shows per semester. If an organization cancels or no shows more than three events in a semester, all remaining reservations will be voided and said organization will be barred from making further reservations until the end of the semester.
Campbell Student Union Cancellation Policy Regarding Sound Technicians
Any organization, department, or staff meeting may cancel previous sound technician requests no less than seven days prior to the event. Cancellations made less than seven prior to the event will result in full responsibility for all costs and labor previously requested.
LATE HOUR EXTENSIONS
Any organization wishing to extend the Campbell Student Union hours beyond that of normal opening/ closing time must arrange it seven business days prior to the date of the event with the Student Union Operations Manager. The fee will be $25.00 per hour and any part of an hour before and/or after the normal closing hour for student groups. The fee is $40.00 per hour and any part of an hour for non-student groups. There will be at least one Building Manager assigned to each extended hour. It is at the discretion of the Operations Manager the night of the event if more than one Building Manager will be needed for that evening's events. If the request was not arranged one week in advance, then the request will not be approved. If there is more than one event on the same night extending the same Union hours, all parties split the cost.
SECURITY AND LIABILITY
The reserving party is responsible and liable for the use, care, and condition of the room/area and its contents.
The reserving party incurs responsibility for security measures and arrangements relative to its proposed event. He/she thereby assumes full responsibility for any damages, theft or vandalism resulting from either the use of space and/or equipment, or failure to notify the Building Manager so that rooms and equipment can be secured.
For those activities that require the hiring of security personnel, the Campbell Student Union Reservation and Events Manager will make arrangements with the University Police Department (UPD). It is the reserving party's responsibility to pay for any fees that may be incurred.
During an event, the Building Manager should be immediately consulted by the reserving party regarding any situations, which may require the attention of University Police. In addition, the Campbell Student Union is not responsible for any lost or stolen items that were left behind before, during or after an event.
The reserving party is responsible for insuring that the reserved space is cleaned after an event. This includes sweeping and in some instances mopping the area used, and collecting trash. The space must be left clean enough for the next event. This is particularly important on weekends when there is no regular maintenance of the building. If this is not done, the reserving party will be responsible for paying extraordinary clean up charges.
Decorations (that meet standards set by the College Environmental Health and Safety Coordinator) used in conjunction with the reserved area must be promptly removed by the reserving party following the event. They must in no way damage or mar the surface of the reserved area. If the facility is damaged by decorations the reserving party will be responsible for paying for damages incurred.
The room used must be left as it was found. All organizations who rearrange furniture must replace the moved furniture and leave it as was found.