Campus Life Policies

Policy Statement

It is the policy of the State University of New York (SUNY) to ensure that recognized student organizations, university programs, departments, and units that want to share information about upcoming events and activities are able to do so through various means of communication, including flyers and posters.

Rationale

SUNY Fredonia reserves the right to manage posting and advertising on its campuses in order to maintain an orderly and attractive venue, to make event information accessible to the campus community, and to ensure that events and programs that are advertised comply with institutional policies and procedures.

Applicability of the Policy

This policy sets forth the requirements for all student organizations, university programs, departments, and units recognized by SUNY Fredonia that wish to post items on campus general-use bulletin boards. This policy does not apply to bulletin boards that are reserved for specific departments, offices, or organizations whereby posting generally requires permission of that group. This policy does not apply to residence halls or other University-managed housing, which are governed by the SUNY Fredonia Office of Residence Life.

Procedures

All student organizations, academic and departmental offices, and individual faculty and staff who wish to advertise sanctioned events and programs on the Fredonia campus must obtain a posting stamp for their poster/flyer from the Campus Life Office before it is hung.

Announcements, letters, bulletins, posters, flyers, postcards, sandwich boards, etc., promoting or describing an event, meeting, program, etc., must clearly indicate the sponsoring group/organization and phone number or email address of a contact person, including who students may contact for reasonable accommodations. Posted items are to be posted only on general-use bulletin boards identified for this purpose. General-use bulletin boards can be found on the first floor entrances of the Williams Center and the columns outside of Reed Library and some academic buildings.

Content on Fredonia’s digital signage monitors are subject to guidelines on the BLUEview Network webpage.

Business and other Commercial Enterprises

Business and commercial vendors are permitted to advertise on campus, but with the following restrictions:

1. All business and commercial postings will be limited to the general "open bulletin boards" on the McEwen Hall columns outside of the library.
2. Business and commercial posters/flyers must receive the approval of, and receive an "Approved for Posting" stamp from the Campus Life office.
3. Landlords wishing to rent their facilities to students are required to include their name and phone number on the poster/flyer.
4. Individuals looking to sell personal items such as cars, computers or other merchandise must list the seller's name and phone number on the poster/flyers.

Promotions for events not sponsored by SUNY Fredonia must clearly indicate the sponsoring group and phone number or email address of a contact person and explicitly indicate that the event is not sponsored by SUNY Fredonia.

Prohibited posting activities include without limitation: posting of promotional flyers or leaflets on doors, windows, trees, light poles, vehicles, bus stops, indoor and outdoor walls and in elevators; promotion of events that advertise alcohol or drugs or any event that violates the law and/or the SUNY Fredonia code of conduct; chalking of buildings, sidewalks, or roadways; any promotional material not endorsed by a student organization, university program, department and/or unit. Chalking may occur on sidewalks limited to Residential areas, with prior approval from the Office of Residence Life. All posters/flyers are to be in direct proportion to the bulletin boards and at no time exceed 19" x 32." Posters may be displayed for a maximum of two weeks prior to the event. It is the responsibility of event organizers to remove the posters immediately after the event has concluded. Both stipulations are intended to provide equal advertising space to other event organizers.

Postings may not be placed over current/valid postings of other organizations, and students are prohibited from removing or tearing down current/valid postings of other organizations. Multiple postings in the same location are prohibited.

Items posted that do not follow the policy guidelines will be removed. Repeated violations will result in a loss of posting privileges and possible disciplinary action.

Contacts

Questions related to the daily operational interpretation of this policy should be directed to Campus Life at (716) 673-3143 or Campus.Life@fredonia.edu.

Related Documents / Policies

Code of Conduct

The Multipurpose Room:

• Reservations must be made in advance with the Campus Life Office.
• Event worksheets must be completed and submitted two weeks before the event date.
• You cannot hold any singular event for more than three consecutive days in a row.
• Event bookings will take priority over practices in the MPR. Campus Life will ensure that an alternate space is reserved if the practice is moved.
• Food preparation and serving is the responsibility of the FSA. The FSA holds the catering license and is certified by the Chautauqua County Health Department. Therefore, outside caterers may be approved by FSA, but must be supervised by the FSA staff during the event. Please pick up and throw away any food, wrappers, or other trash into the waste baskets. If trash cans are filled to the brim, please set the trash can outside of the room if there are others that will be using the room. Fines will be assessed for all clean ups, starting at $75.
• Decorations: All decorations must be approved in advance by the Campus Life Staff and indicated on the event worksheet.  Please note: Student Managers and weekend desk attendants do not have the authority to approve decorations.  It is, therefore, vital that you discuss your plans with the Campus Life staff at the time you complete the setup form.
• No glitter, thumbtacks, nails, paint, duct tape, or masking tape may be used on the walls or areas of the MPR.
• Candles are not permitted unless supervised by FSA.
• Banners and streamers must be approved two weeks in advance by the Campus Life staff.
• Sound system: The sound system may be used for announcements, lectures, banquets, movies, TV, and for a-capella and performances. The sound system cannot be used to reinforce bands. All adjustments to the sound system will be made by the Campus Life staff, only.

Conference Rooms and Classrooms:

• Reservations must be made in advance with the Campus Life Office.
• Moving of furniture: In the event that furniture needs to be rearranged, it is expected that it will be put back in the way it was found. Failure to reset the room will result in a fee, beginning at $25.
• Decorations: No glitter, thumbtacks, nails, paint, duct tape, or masking tape may be used on the walls or areas of the conference rooms.
• No candles or open flames are permitted.  Evidence of wax in the room will result in the loss of campus facilities privileges. Battery operated candles are encouraged if illumination is needed.
• White boards: White board markers are available for sign-out in the Campus Life Office. Please do not use markers that are not designated as white board markers as they will ruin the white boards.
• Use of window covers must be approved by the Campus Life staff.
• Food: Please pick up and throw away any food, wrappers, or other trash into the waste baskets. If trash cans are filled to the brim, please set the trash can outside the door if there are others that will be using the room. Fines will be assessed for all clean ups, starting at $50.
• Use of AV Equipment: Request for the use of AV equipment must be received at the time of the room reservation in the Campus Life Office.

Purpose

The State University of New York (SUNY) respects and fully supports the rights of free speech guaranteed by the constitutions of the United States and the State of New York. SUNY values the free expression of ideas and supports individuals’ right to assemble.

SUNY Fredonia promulgates this policy to provide meaningful opportunities for members of our community to express their views and to ensure that the time, place, and manner of such expression does not interfere with the safety and security of our campus community or disrupt the regular operations of the campus.

Scope

This content-neutral policy is applicable to all SUNY Fredonia students, faculty, staff and third parties.

Policy

Individuals are guaranteed the rights of free inquiry and expression. Subject to applicable content-neutral policy, individuals are guaranteed the right to hold public meetings and engage in peaceful and orderly assemblies—including, but not limited to, protests, demonstrations, rallies, vigils, marches, and picketing—in and upon designated public areas of campus grounds and buildings.

SUNY Campus designates the following as public areas for the purpose of peaceful and orderly assemblies: Dod's Grove, Clock Tower and Amphitheatre. There are no designated indoor areas for assemblies. The following conduct is prohibited:

1. Conduct that prevents the orderly administration of college classes, lectures, meetings, interviews, ceremonies, and other campus events or University operations;
2. Conduct that obstructs the free movement of vehicles or of persons, including, but not limited to in any building or facility, inclusive of blocking hallways and doors;
3. Engage in conduct that could foreseeably cause injury or damage to persons or property;
4. Operation of amplifying and audio equipment (for example but not limited to: microphones, bullhorns etc.) is prohibited;
5. Constructing or erecting structures, whether or not they are anchored, inclusive of screens and/or objects requiring penetration in concrete or grass, or camp on College grounds without authorization from the offices of Environmental Health & Safety and Sustainability and Facilities Planning. Indoor and outdoor encampment is generally prohibited.
6. Possession and/or ignition of an open flame of any type, including, but not limited to, torches;
7. Assemblies lasting more than 4 hours in a one-day period, and assemblies between the hours of 10:00PM and 8:00AM are prohibited;
8. Activities that violate the provisions of SUNY Policy 3653, Rules for the Maintenance of Public Order; and
9. Activities that violate the provisions of any other applicable campus policy, including but not limited to: Posting and Student Code of Conduct;.

In addition, the following activities are strictly prohibited:

1. Entry into any private office of an administrative officer, member of faculty, or staff member, or entry into any other college area that is not authorized, without permission;
2. Unapproved occupation of a building.
3. Obstruction of any roadways running through or adjoining the University’s campus grounds.

All individuals participating in protests and demonstrations are required to provide a form of University issued or government issued identification upon request from a University official.

SUNY Fredonia takes compliance with this policy very seriously. Students should expect that violations of this policy will result in disciplinary action under the University Student Code of Conduct, up to and including interim suspension, suspension, and expulsion. Faculty and staff in violation of this policy may be reviewed and investigated by Human Resources for possible disciplinary action. Third parties in violation of this policy may result in appropriate administrative or legal sanctions.

Exclusion Periods

The University has designated certain days during the academic calendar where the use of campus facilities, including outdoor locations, are reserved exclusively for campus-related activities. No public forums are permitted during these restricted days:

• Opening Weekend for fall and spring semesters, study week and exam week
• During campus-wide celebrations such as, but not limited to, Homecoming, Family Weekends, and Commencement
• All Admissions open houses
• During, but not limited to, Academic Convocations, statewide conferences, and University Foundations celebrations and dinners
• During energy conservation shut down of academic, administrative and non-essential buildings as defined on its calendar and official website
• Cancellation of the event may also be necessary during a campus-wide emergency incident.

Procedures

SUNY Fredonia respects and supports individuals' efforts to exercise their rights to free speech and assembly. The University has designated the Office of Campus Life to provide the appropriate support for the successful implementation of these events. Following University procedure will ensure a safe and effective assembly activity. The College will make every effort to respond affirmatively to all requests to engage in assembly activity. However, content-neutral consideration must be given to the time, place, and manner of the assembly activity to ensure the health and safety of the participants and the noninterference with authorized College business, activities, or events.

To help ensure the safety of participants and the protection of the rights of all members of the campus and community, the University reserves the right to determine location, safety, crowd control, site preparation/cleanup, and/or other such facilities or requirements it deems necessary.

Request for Designated Public Forum Use

For assemblies where reasonably foreseeable, event organizers shall, within 10 business days prior to the planned event, submit an application, as follows:

1. The application request should contain the name of the sponsor/organizer, the proposed location and any other Services sought, the date and time of the planned assembly, and the number of persons expected to participate.
2. The request should be submitted to:
   Campus Life Office 
   Attn: Director of Campus Life
   State University of New York at Fredonia
   G112 Williams Center
   Fredonia NY 14063
   Phone (716) 673-3143
   Email: Campus.Life@fredonia.edu
3. A professional staff member from Campus Life will promptly respond to the request for Services after receipt of the written request but no later than three (3) business days prior to the proposed date of the planned event.
4. A professional staff member will review the request and work with the sponsor/organizer to accommodate requests and determine a reasonable time, place, and manner for the assembly activity.
5. While every attempt will be made to accommodate all requests, some modifications to the assembly activity request may be required due to the availability of the proposed time and place of the activity, safety and security concerns, and services requested. A Campus Life professional staff member will inform the sponsor/organizer of these modifications and provide guidance as the assembly activity is planned.
6. In the event that the proposed assembly activity is planned in direct response to a current event, the Office of Campus Life realizes that it may not be possible to submit a request in advance. In such cases, the event organizer should contact the Office of Campus Life as soon as possible in order to promptly coordinate the assembly activity, where reasonably possible.

• Fredonia maintains a strict campus policy of not permitting advertising that promotes the indiscriminate use of alcohol to students.  Events that are held at bars will be not approved for posters, FREDconnect/Localist events or for TV bulletins. 
• Student organizations that sponsor events at a local establishment where alcohol is sold may not use the University's name in any advertisement.

Reason for Policy

The purpose of this policy is to establish criteria, standards, and guidelines to be used in scheduling and producing performance events (including, but not limited to entertainers, bands, DJs, comedians, etc.) of non-Fredonia affiliated artists sponsored by a student organization at Fredonia that anticipates an attendance of 300 or more people. This policy should ensure a safe and positive experience for all parties involved. The Campus Policy for Large Performance Events does not apply to academic department/university sponsored events held in Rockefeller Arts Center, the School of Music, or lecture halls.

Policy Statement

Approval

Fredonia requires all student organizations intending to sponsor a performance of 300 or more attendees to seek appropriate approvals from the Student Association, Campus Life Office, University Police, and other designated departments included on the Campus Life Special Event Checklist. All approvals are to be completed at least six weeks in advance of the performance date. Approvals will confirm the proof of sufficient organizational funds, the availability of an adequate campus venue, a review of venue checks of the artist’s most recent concerts by a representative of University Police, and the availability of additional campus support staff or resources (i.e. electricians, generators, ticketing, etc.). The Campus Life Special Event Checklist is available in the Campus Life Office.

Contracts

Student organization representatives are not permitted to enter into contractual agreements with an agent or artist. Only the Student Association General Manager can enter into contractual agreements on behalf of the Student Organization. The Director of Campus Life may act as purchaser for performance agreements not sponsored by the Student Association. It is important to remember that the process of negotiating a performance contract may take up to eight weeks to complete. This process includes the development and acceptance of a bid letter, the completion of the Campus Life Special Event Checklist for Large Performances, the ratification of the performance contract and performer’s technical rider, and the completion and submission of an Entertainment Promoter Certificate to the NYS Tax Department for events. The Entertainment Promoters Certificate is to be completed when attendance numbers are expected to reach a 1,000 or more, and/or the artist intends to sell promotional items (Cd’s and T-shirts, etc.) during the concert. Both the Campus Life staff and the Student Association General Manager can assist with the development of a bid letter, as well as with all contract negotiations and the planning process for your event. The Student Association yellow contract approval form must be attached to all performance contracts and technical riders.

All artists are required to sign and agree to a "Code of Conduct," provided by the Student Association or Campus Life Office ensuring that all performers will not encourage inappropriate or dangerous behavior among the crowd. Failure to abide by the "Code of Conduct" (i.e., the promotion of moshing, crowd surfing, and the promotion of alcohol beverages, etc.) gives the Student Association or the Campus Life Office the right to refuse payment to the artist and the authority to shut down the concert.

Security

The University Police department is responsible for campus security for all large-scale events. The Chief of University Police, or her/his designee, will enforce all contractual agreements that encompass security needs. The University Police Chief will determine the amount of security personnel required for each event in consultation with the event managers and university administrators. The number of security personnel will be determined on estimated attendance numbers and the completion of venue checks of the artist’s past performances. The cost for security is the responsibility of the student organization and may include the hiring of additional police from local and state law enforcement agencies.

Procedures for the inspection of purses and backpacks, and the pat-down of all attendees are the responsibility of University Police. Likewise, law enforcement personnel will remain vigilant throughout the event in order to prevent inappropriate behaviors by the artist or attendees that may endanger the welfare of students, guests and university property, and actions that are not consistent with the signed Code of Conduct.

University Police has the authority to shut down a performance should they determine that to continue the event would place the welfare and/or safety of attendees, performers, or other persons at immediate risk of serious injury or death, or the risk of significant damage to university property. The officer in charge shall take into account the totality of the circumstances and whenever possible notify the University Chief prior to taking action. Prior notification to the student organization or the artist, or the artist’s management staff, is not required when an imminent threat exists and further delay would jeopardize the health and safety of students and guests.

In cooperation with University Police, the student organization is required to develop a security plan and provide copies of the plan to the artist’s production manager and all designated university personnel.

Student Security

The use of student security is permitted, providing that adequate measures are established to limit students’ exposure to harm. If student security is used in front of the stage, a significant barrier must be erected to prevent the crowd from rushing or crowding the stage. The barricade should meet the requirements listed in the performer’s technical rider, and be consistent with industry standards. Student security volunteers must receive, in writing, a list of expectations, sign a volunteer contract, and attend a safety meeting with University Police prior to the event. Student volunteers must wear visible clothing that designates them as student security. In addition, sound deadening devices, such as ear plugs, must also be made available.

Hospitality

The Faculty Student Association (FSA) is the university caterer and has exclusive rights to provide food and beverage service for all campus facilities and outdoor areas. In the Special Event Checklist, an FSA representative may give permission for an outside caterer when special dietary needs are required by the performer’s contract and technical rider, with the understanding that such caterer must provide documentation of insurance and a Chautauqua County Catering License. Performers may also have the option to take a "buy-out" for some or all of their hospitality needs.

Alcohol and Drugs

Student organizations are not permitted to purchase alcohol for performers. Any request on behalf of the artist in a contract or technical rider will be refused and eliminated. Any alcohol brought into the venue by an artist will be immediately removed from the premises and may cause a delay or cancellation of the performance. In such a case, the Student Association General Manger or Director of Campus Life may exercise the right to refuse payment to the artist. In addition, all illegal drugs are strictly prohibited.

No alcohol will be permitted at major events in which students under the age of 21 are in attendance.

Ticketing

All large performances must be ticketed using the Fredonia Ticket Office. Performances funded by the Student Association in which a revenue line is mandated are subject to Student Association polices and statues for developing ticket prices (SA Statue F-9). Performances may be free to attendees, but the university still requires a ticket for admittance to ensure that the performance venue does not exceed fire code capacity. The student organization promoting the performance is responsible for all costs incurred for the ticketing of the event.

Advertising

As part of the planning process, an advertising campaign is to be developed and approved by the Director of Campus Life or his/her designee, or the Student Association General Manager, prior to the sale of tickets.

Guests

Likewise, a guest policy will be developed for each event or concert. This would include a decision about the number of tickets available for students, non-students, and the method of distribution. For example, the group may decide to allow each student to purchase or reserve one or two guest tickets per student. The guest policy will also stipulate plans to advertise the event, keeping in mind that student program funds are provided to benefit Fredonia students and the campus community as the first priority. The guest policy must also include the minimum age of guests permitted to attend the event. Some events are inappropriate for young people under the age of 16. The guest policy will dictate security needs.

The Campus LIfe Staff is not responsible for lost items. Every attempt possible will be made to return lost items to an owner if proper identification can be determined.

Items of value such as phones, wallets, and electronic devices will be turned over to University Police in Gregory Hall if not claimed within 24 hours.

Other Lost and Found items such as:

• Fredonia IDs: Campus Life will email you and ask you to claim your card in the Campus Life Office. If not claimed within 24 hours, the card will be sent to FSA
• Residence Hall keys will be returned to the Residence Life Office in Gregory Hall.

Clothing, books, and other items will be logged and stored in our Lost and Found cabinets for the remainder of the semester and then donated to charity if not claimed.

Items such as masks, mugs, water bottles, retainers, or mouth guards, and other personal hygiene items considered unclean WILL NOT be kept and properly disposed of.

Anyone wishing to file a report regarding a lost item is welcome to do so at the Campus Life Office during normal business hours.

Fundraising

• Before Campus Life approval, the Campus Life Fundraiser online form must be completed through FREDconnect by a member of the student organization. The group’s advisor must also approve the fundraiser. View the fundraiser permit
• Fundraiser advertisements are permitted only after the fundraiser permit is completed through Blue News and approved by a Campus Life representative.
• On-campus fundraisers will take place Monday through Friday from 9:00 am to 5:00 pm. Fundraiser tables can be reserved through Campus Life and are available in McEwen Hall and the Williams Center.
• Student organizations are entitled to three consecutive days of tabling for each fundraiser.
• Fundraisers that are held at bars will not be permitted.
• In order to collect funds, student organizations must secure a cash box from the SUNY Fredonia Ticket Office. The ticket office will approve the fundraiser permit once a member of the student group visits the ticket office to reserve a cash box. The Ticket Office requires a minimum of one week notice to reserve a cashbox. The cashbox and all funds collected must be returned to the ticket office at the end of the sale. The SUNY Fredonia Ticket Office will issue a check for the total amount of the fundraiser, minus the startup money that was issued in the cash box, to the Student Association for deposit into the student organization’s financial account.
• Use of Social Media and on-line fundraising: To use social media for fundraisers, please consult with a member of the Campus Life Office for assistance in establishing a Marketplace Store Front. The Marketplace Store Front is managed by SUNY Fredonia and all funds collected will be deposited in the Group’s Student Association account. The use of websites such a "GOFUNDME" is not permitted. The downside of using these sites is evident because the person responsible for setting up the account will be required to pay IRS taxes on the amount of income collected.

Events in which merchandise is sold are required to follow all New York State Guidelines for the collection of sales tax.  Individual students are not allowed to sell merchandise or services for personal monetary gain.

Third-party vendors must be sponsored by a student club in order to sell merchandise on campus.  Vendors are also required to show proof of their sales tax identification number prior to the event. A sales permit must be filled out by the vendor, which can be found in the Campus Life Office. It is the responsibility of the vendor to collect and to report all sales tax collected to New York State. Student organizations fundraising for their club are not required to collect sales tax. 

Vendors are required to share a percentage of their sales with the student club that sponsors their visit. It is recommended that 15-20 percent of the vendors gross sales be donated to the sponsoring student club. Student Organizations are required to follow all campus policies for the collection of funds as directed by the Student Association. 

The vendor fee is $25 per day and $5 per table. Vendors are limited to two days per semester. Checks for vendor fees can be made payable to SUNY Fredonia - Campus Life Office. For a sales permit, please call the Campus Life Office at 716-673-3143 or email at Campus.Life@fredonia.edu

Policy Statement

The purpose of this policy is to establish criteria, standards, and guidelines to be used in scheduling outdoor recreational events. This policy should ensure a safe and positive experience for all parties involved. Event requests should be made at least 10 business days prior to the event, in order to secure the necessary approvals.

Summary

The purpose of this policy is to establish criteria, standards, and guidelines to be used in scheduling outdoor recreational events. This policy should ensure a safe and positive experience for all parties involved. Any organization wishing to hold a recreational outdoor event must set-up a meeting with Campus Life. Event requests should be made at least 10 business days prior to the event in order to secure the necessary approvals, discuss and review event details such as set-up, clean-up, fees and security. A revocable permit is required for third party recreational activities. Campus constituents wishing to hold an outdoor recreational event must submit an outdoor form for review. Campus Life can be reached at Campus.Life@fredonia.edu or (716) 673-3143.

Procedure

Any person or group may contact Campus Life (phone: 716-673-3143) to inquire about outdoor space reservation on the property of SUNY Fredonia. Third party organizations will be assessed a rental fee for the use of SUNY Fredonia space. University Police may also assess a fee if staff are needed for event support.

Fairs and Festivals

Third party organizations wishing to hold fairs or festivals will be limited to the Dods Hall Grove, the areas between the Williams Center and the Residence Halls, open areas between Gregory Hall and Grissom Hall. Those wishing to use Athletic areas must seek permission from the Athletic Director or their designee. The use of other areas will be at the discretion of the Vice President of Student Affairs or their designee. A completed Revocable Permit will also need to be completed prior to the event for all third-party organizations. Campus constituents wishing to hold fairs or festivals must submit an outdoor form for review. Fairs and Festivals in which food will be served must contract with the Faculty Student Associations for services. Outside food vendors selling food to students and guests may be permitted with the approval of the Faculty Student Association. Food vendors will need to show proof that they are licensed caterers and may be subject to inspections by the Chautauqua County Health Department on the day of the event. All third party vendors must be listed in the revocable permit by the organizers and follow the selling of merchandise/vendors policy listed below.  Third party vendors who wish to sell merchandise are required to show proof of a sales tax identification number prior to the event and fill out a sales permit. Vendors wishing to sell merchandise, either outdoors or indoors, are required to follow all New York State Guidelines for the collection of sales tax. It is the responsibility of the vendor to collect and to report all sales tax collected to New York State. A fee for vending on campus will be assessed by Campus Life. Vendors that compete with SUNY Fredonia for retail operations or do not align with the mission and values of the University are subject to denial.

Cross-country races and walks for charity

Organizations wishing to sponsor charity events involving cross-country races and walks will need to map out the intended route as part of the approval process by University Police. Cross-country races and walks that take participants off-campus will also need approval from the Village of Fredonia. The Chief of University Police can assist with securing the necessary approval from the Village of Fredonia. A completed Revocable Permit will also need to be completed prior to the event for all third parties.

NYS Fire Code

All events must comply with NYS Fire Codes, including but not limited to, the presence of crowd managers for any event with more than 499 individuals in attendance. Anticipated use of open flames, pyrotechnics, tents, or balloons must be discussed with and approved by the department of Environmental Health & Safety & Sustainability.

Setup for events

Setup for events may need to include a variety of on-campus offices. If fencing is required for security, the Facilities Management department is responsible for erecting and removing the fence. The setup of tables and chairs will be coordinated by the Office of Campus Life. Fees for setup and tear down may be charged to the third party for services.

Responsibility

Obey the Rules for the Maintenance of Public Order of the SUNY Board of Trustees, all applicable laws and campus guidelines.

Cleanup after the event

Organizations holding outdoor events on the SUNY Fredonia campus are responsible for all cleanups that are not within the purview of Facilities Management (fence), the Faculty Student Association (food buffet), Campus Life (tables and chairs, or custodial service) immediately following the conclusion of the event. Cleanup means that all garbage is placed in trash cans and all equipment removed. A fee may be assessed for cleanup not by organizations and/or damage incurred to the area.

Manner

Complete an outdoor event application at least 10 business days prior to your event.  Student Clubs: please use this application.  All others: please use this application. Applications received after 3:00 pm will be considered as having been received on the morning of the following business day. The applicant assumes responsibility for proper and timely delivery of an application to the Office of Campus Life. The Campus Life Office, located in the Williams Center, is open Monday through Friday from 8:00 am to 4:30 pm during the academic year, and from 8:00 am to 4:00 pm, Monday through Friday, during the summer and winter break, except for holidays.

The University shall review the application and respond to the applicant no later than the close of business on the fifth day. If the application is completed fully and the appropriate signatures affixed, and the date and time, and a designated location are available for use, the University shall inform the applicant of its approval.

If space is not available for the date and time requested, the University shall inform the applicant of the same and offer an alternative date and time. If the application is not complete and/or it is not signed, the University shall return the application to the applicant for completion. The 10 business day time frame will commence once the application is received in the Campus Life Office.

Completed outdoor event applications should be sent, emailed or hand delivered to:

Campus Life Office
Attn: Director of Campus Life
State University of New York at Fredonia
G112 Williams Center
Fredonia NY 14063
Phone (716) 673-3143
Email: Campus.Life@fredonia.edu

Definitions

Third Party: Any person or persons not associated with or employed by the University who is not currently a student, faculty or staff member at the university, and who is not officially sponsored by either the university or a registered student group to speak at the university.

Campus Constituents: are faculty or staff members currently employed by SUNY Fredonia; and students currently enrolled at SUNY Fredonia.

Revocable Permit: A Revocable Permit is an agreement that provides the terms and conditions for use of campus facilities by an external group or organization.