Facilities Use Policy

This policy is designed to provide guidance to the University and the community for use of University facilities.

This guidance will:

Establish standard processes for the use of University Facilities.
Minimize scheduling conflicts.
Establish and maintain a consistent, effective, and efficient approach to facility use and scheduling.
Establish and apply consistent fees and contracts for the use of University Facilities.
Increase the degree of University-wide communication and coordination relative to the effective and efficient scheduling of University Facilities.
Increase the degree of University awareness with regard to Events that use University Facilities.
Provide designated liaisons to Internal and External Users to aid them in the scheduling and use of University Facilities.
Optimize the appropriate use of University Facilities.

A. Overview

The use of University Facilities is intended primarily for functions sponsored by registered student organizations, University offices, departments, and programs in pursuit of educational and strategic purposes. As a public institution, the University also recognizes it should make its Facilities available for External Users when appropriate and so long as they do not infringe upon, disrupt, or conflict with operations and activities of the University and its educational pursuits.

B. Definitions

Internal User refers to any University school/college, department, office, committee (including task forces, working groups, etc. doing official University work for the University), or Registered Student Organization.
University User refers to individual SUNY Oswego students (see definition of student in the SUNY Oswego Student Code of Conduct) and employees of the University, Auxiliary Services, the Oswego University Foundation, the Alumni Association, or the Student Association of SUNY Oswego.
External User refers to any person, entity, group or organization that is not an Internal or University User and is not otherwise legally affiliated with the University including, but not limited to the general public, contractors, vendors, guests and visitors to the University, those using University Facilities or property under a University revocable permit, and volunteers not enrolled as such in University systems.
Non-Commercial Organization refers to federal, state, or local governmental units, departments and agencies; business, charitable, civic, community, cultural, educational, entertainment, industrial, labor, political, professional, recreational, and religious organizations, operating on a not-for-profit basis and whose activities are consistent with and in furtherance of University purposes.
Event refers to a single, series, or any combination of planned meetings, presentations, functions, gatherings and assemblies, or other similar meetings or activities that are not part of or directly related to the University’s curriculum.
Academic Class refers to any credit-bearing course offered as part of the University’s curriculum of formal instruction and Extended Learning non-credit bearing courses.
Class-Related Event refers to any meeting, presentation, program, or other activity that is not an Academic Class but is part of or directly related to the University’s curriculum.
Registered Event refers to all Events registered with the appropriate responsible unit, which may or may not be sponsored.
Sponsored Event refers to Registered Events that are sponsored exclusively by one or more Internal Users.
Official University Event includes but is not limited to those Events designated by the University Calendar, such as Opening Breakfast, Laker Launch, Torchlight, OzFest, LakerFest, WinterFest, Summer Sessions, Winter Sessions, Welcome Picnic, New Student Orientation, New Faculty and Staff Orientation, Quest, Honors Convocation, Reading Days, Finals Week, Academic Affairs Retreat.
Annual Events include but are not limited to: MLK, I Am Oz, Media Summit, Admissions recruitment Events, Founders Weekend, University Opening activities, Laker Launch, ALANA Conference, etc.
External Event refers to any Event registered by an External User.
Facilities refers to any building, structure, indoor space, equipment, furnishings, (including tables), parking lot, and/or outdoor space under the custody and control of the University and/or the University Foundation.
Designated Public Areas of Grounds means the Designated Public Forum, and sidewalks/walkways/paved areas on University-owned property, except for building entrances and access points; the lawn between Rich and Park Halls; and the field between the Marano Campus Center and the Cooper Dining Hall.

C. Policy Application, Specifications and Limitations, and Responsible Unit

Applicability: This policy applies to the use of all SUNY Oswego Facilities by all Users.

Specifications and Limitations Concerning Facility Use and Access to Event Management System - Rights of Various Users:

Internal Users have campus privileges to reserve and use spaces and to publicize Sponsored Events on behalf of their University entity or Registered Student Organization. They may also have access to the Event Management System to facilitate the scheduling of Official University and Annual Events.
University Users may not reserve or utilize University Facilities for activities other than Free Speech and Assembly Activities which are governed by the SUNY Oswego Free Speech, Civil Discourse and Peaceful Assembly Policy and may require submission of advance notification and requests for services with the appropriate University office, as specified in that policy.
External Users wishing to use University Facilities for an External Event should contact Campus Events and Conference Services to register an event.

Registration of Events: It is expected that all Events be registered with the appropriate responsible unit, with the exception of:

Academic Classes scheduled by academic departments and/or the Registrar, and
Free Speech and Assembly Activities, which are governed solely by the SUNY Oswego Free Speech, Civil Disclosure, and Peaceful Assembly Policy.

Responsible units for Registration and Scheduling: Units identified below, shall establish procedures to request, schedule, reserve, and coordinate the use of University Facilities under their purview. It is expected that all Events be registered with the appropriate responsible unit.

The Registrar’s Office, within the Division of Academic Affairs, is solely responsible for scheduling the use of University Facilities for Academic Classes.
Campus Events and Conference Services, within the Division of Student Affairs, is solely responsible for scheduling the use of all University Facilities for non-Academic Class Events with the exception of the spaces outlined below:
1. Tyler Hall staff have sole responsibility for scheduling the use of Facilities in Tyler Hall.
2. Penfield Library staff have sole responsibility for scheduling the use of Facilities in Penfield Library.
3. Intercollegiate Athletics staff have sole responsibility for scheduling the use of Intercollegiate Athletic Facilities, with the exception of Deborah F. Stanley Arena and Convocation Hall.
4. Campus Recreation staff have sole responsibility for scheduling the use of Campus Recreation Facilities.
5. Residence Life and Housing staff have sole responsibility for scheduling the use of Residence Life and Housing Facilities.
6. Rice Creek Field Station staff have sole responsibility for scheduling the use of Facilities at Rice Creek Field Station.
7. The Division of Extended Learning staff have sole responsibility for scheduling the use of Facilities at the downtown Syracuse campus.
8. Auxiliary Services staff have sole responsibility for scheduling the use of Facilities at Fallbrook Recreation Center.
All Users who schedule the use of University Facilities, their visitors and guests must abide by all SUNY and University policies and guidance including but not limited to:
Violation of such policies may result in disciplinary action, criminal, or civil actions. Violators may be required to reimburse the University for costs associated with damages or other services incurred as a result of such violation. Violators may be escorted off the campus by law enforcement.

D. Appropriate Use

Use of the requested Facilities must be suitable to the primary functions for which the facility was designed or is currently utilized.
The proposed use of a facility must conform to building and fire codes, including adherence to occupancy limits and maintaining proper ingress and egress to the facility.
Certain Facilities are not reservable and may not be appropriate for use beyond their primary function for reasons of safety or security. These Facilities and spaces include but are not limited to offices, storage rooms, closets, bathrooms, stairwells, some hallways, mechanical rooms, rooftops, maintenance shops, dining centers, catering kitchens, and laboratories.
University Facilities may only be used for Academic Classes, Class-related activities, Official University and Annual Events, Sponsored Events, External Events, and other Registered Events and Free Speech and Assembly Activities.
University Facilities may not be used in a manner that infringes upon, disrupts or conflicts with the operations of the University or its educational purposes.
Only Designated Public Areas of Grounds: are permissible to be used by Users for Free Speech and Assembly Activities (see SUNY Oswego Free Speech, Civil Discourse, and Public Assembly Policy).
University Facilities may not be used in a manner that is inconsistent with the University’s status as a tax-exempt educational institution.
Furnishings, including tables and chairs, may not be removed from any building for use at an Event without the express permission from the responsible unit.
The University shall have the authority to limit Events to specific locations, specific dates(s) and specific time(s), limit the manner in which Facilities are used, limit the number of participants at an Event, and set other limits to ensure the integrity of the University’s primary programs and educational purposes.
The University shall determine appropriate measures for the health, safety, and security of campus members and the public for Events and may deny or limit the use of University Facilities accordingly.
Signs, other than those used by the event organizer, that are larger than 8.5"x11" or signs that are made of anything other than cloth, paper, foam core or cardboard are prohibited at all events.
Camping, and the placement of tents, canopies, or other similar structures or enclosures on Campus property, is generally prohibited and may be approved only as specified, and in accordance with the requirements of the SUNY Oswego Policy on Camping and Use of Tents, Enclosures or Similar Structures on Campus.
Overnight Events are prohibited unless expressly pre-approved and in alignment with or in support of an Academic class, Class-related event, or Sponsored event.
Facility use may be denied or restricted if the University determines that the User(s) have violated University policy, federal, state, or local law during a previous use of University facilities.
The advertisement and/or posting of information in University Facilities soliciting campus or community attendance at Events using University Facilities must comply with all provisions outlined in the University’s Posting Policy.
The use of University Facilities by Users must comply with all provisions outlined in this policy.

E. Facilities Use Priority

When two or more requests for the use of University Facilities are received at the same time and a scheduling conflict arises, the following order of scheduling priority will be used to resolve the conflict. Please note the University reserves the right to preempt the facility use priority to meet the educational purposes of the University or in response to unique needs or circumstances.

Academic Classes
1. The scheduling of Academic Classes shall receive first priority for the use of classrooms and laboratories.
2. The scheduling of Academic Classes shall not pre-empt or “bump” scheduled activities or Events from non-classroom/academic Facilities. Exceptions may apply.
Non-Academic Events Priority
1. Official University Events
2. Annual Events
3. Class-Related Events
4. Sponsored Events of Registered Student Organizations
5. Other Sponsored Internal Events
6. External Events
7. Other Registered Events
8. Unregistered activities

F. Registering Events

With the exception of Academic Classes and Free Speech and Assembly Activities (see SUNY Oswego Free Speech, Civil Discourse, and Public Assembly Policy), all Events must be registered, and Event space requested if a University Facility is required.
Facilities requests should be submitted at least three business days prior to the Event date. Requests received less than three business days prior to an Event may not be accommodated.
Revocable Permits are required for External Users representing Non-Commercial Organizations requesting to use any University Facilities. Individual External Users are not required to have a revocable permit.
Requests for the use of University Facilities for eligible Events shall be accommodated on a first-come first-served basis and should be directed to the responsible unit. (See Section C).
Internal Users requesting use of University Facilities overseen by Campus Events and Conference Services must request to do so via the Event Management System (EMS) WebApp. External Users should contact Campus Events and Conference Services directly. Note, University Users may not reserve spaces for events.
Campus Events and Conference Services will review each request, will make a decision as to the appropriate classification of the Event and, after appropriate consultation within the University community, will approve or deny the request with cause.
Campus Events and Conference Services shall base its decision on the following:
1. the purpose for which the space is requested;
2. the appropriateness of the request;
3. the availability of Facilities and other resources;
4. the relationship of the User(s) to the University; and
5. the relationship of the primary audience to the University.
If the request is approved, Campus Events and Conference Services will coordinate the logistics of the Event, including the issuance of a revocable permit for External Users representing Non-Commercial Organizations, and the scheduling of required Facilities and services.
Each Event will be scheduled in an available facility whose capacity and/or design is most appropriate for the size and/or nature of the proposed Event.
To optimize the overall use of University Facilities, Campus Events and Conference Services reserves the right to change the location, reservation start time, or reservation end time of a scheduled Event. Decisions to change the location, reservation start time, or reservation end time of a scheduled Event will be made with as much advance notice as possible.
Classrooms and laboratories may not be scheduled prior to the release of the final schedule of Academic Classes for each semester.
If Event attendees include youth under the age of 17 who are not currently enrolled students, Campus Events and Conference Services youth compliance staff must be notified through the Youth Compliance Portal.
Any Event requiring ticketing must submit a request to the Box Office a minimum of 15 days in advance of the Event at Request for Box Office Services.

G. Fees and Invoicing

The University reserves the right to charge deposits and certain other fees, related to the use of University Facilities:
1. Rental Fees – a fee assessed for the use of space, furnishings and/or equipment.
2. Support Services Fee – a fee assessed for a service required or provided by the University, or its subcontractors, in support of an Event (e.g. custodial, maintenance, catering, dining center meals, parking, traffic control, Event security, facility supervision outside normal operating hours, etc.).
3. Damage Fees – a fee assessed for damage to a facility resulting from an Event.
Campus Events and Conference Services has sole authority to quote and assess fees for the use of University Facilities excluding Athletic Facilities, Residence Halls, Waterman Theatre, and Fallbrook which are managed by other responsible units, as defined in Section C of this policy.
Generally, an Internal User who uses University Facilities will not be assessed fees, except in the following circumstances:
1. Rental fee(s) will be assessed for the use of residence hall Facilities.
2. Rental fee(s) may be assessed for the use of Facilities under the custody and control of Auxiliary Services (e.g., Fallbrook Recreation Center).
3. Rental fee(s) may be assessed for furnishings and equipment when an Event requires additional furnishings or equipment not included in the routine operation of the Facilities used.
4. Support service fee(s) may be assessed when an Event requires additional staffing or support services not included in the routine operation of the Facilities used.
5. Damage fee(s) may be assessed when an Event results in damage to the Facilities used.

H. Cancellation and Facility Substitution Policy

The University reserves the right to substitute an alternative facility if deemed necessary to:
1. Ensure the integrity of the University’s primary programs and educational objectives;
2. Optimize the use of University Facilities; and
3. Respond to unique needs or circumstances.
In some situations, due to factors beyond the control of the University, including, but not limited to weather conditions, global healthcare concerns, the unavailability of Facilities due to physical damage, or mechanical breakdown of support systems, the University may cancel or require the rescheduling a previously scheduled Event without penalty to the University. Nothing in the Policy shall be understood to limit or condition the University’s ability (consistent with applicable law and policies) to cancel or terminate an Event in instances where activity or behavior relating to an Event causes, (or will cause), an unacceptable level of disruption to University functions or activities or violates (or will violate) an applicable University or SUNY policy (e.g. the SUNY Maintenance of Public Order Policy)
The University reserves the right to establish reasonable cancellation deadlines for all Events.
1. Such deadlines will be established and communicated in a timely manner to Users during the planning process.
2. Campus Events and Conference Services or the responsible scheduling unit, (See section C) must be notified via email by the Event sponsor of any cancellations by the established deadline.

I. Revocable Permits and Insurance

External Users from Non-Commercial Organizations are required to complete a revocable permit four (4) weeks prior to their scheduled Event, even if no fees are being assessed, and are required to provide the following information in order to generate the revocable permit:

Official name of the sponsoring organization;
Identify if the organization is a commercial or Non-Commercial Organization;
Official address of the sponsoring organization;
Name of authorized officer or official representative who will be signing off on the permit.

In addition to the revocable permit, External Users from Non-Commercial Organizations must provide SUNY Oswego with a Certificate of Liability Insurance which must include the following:

Name the State of New York, the State University of New York, and the State University of New York at Oswego as an additional insured party on the policy;
Include general liability insurance of one million dollars ($1,000,000) for each occurrence and two million ($2,000,000) in the aggregate.
New York State Workers’ Compensation Certificate (C-10502) or Workers’ Compensation Exemption Certificate (CE-200);
Disability Certificate (DB-120.1);
A copy of the organization’s W-9 Form;
A copy of the organization’s Federal ID Number.

J. Indemnification

The University reserves the right to require certain Users to indemnify the University, SUNY, and the State of New York from any liability arising out of the actions of the User or its agents incidental to the use of the University Facilities by the User.

K. Waivers and Additional Discounts

Requests to waive or discount deposits and fees related to the use of University Facilities must be submitted in writing to the Director of Campus Events and Conference Services, or the responsible unit, (see section C). The appropriate Vice President will be consulted to either approve or deny the request.

Updated: September 2024