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In general, these guidelines should help you get started; however, large events or events with multiple aspects may require more planning and/or in-person planning meetings. In those cases, staff can work with you to build a planning process that is mutually beneficial., using the Event Planning Template below:
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Staff Points of Contact
Office of the Dean (Executive Assistant to the Dean and Office Coordinator)
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When selecting a date, time, and location for your event, please look at the Syracuse University events calendar to see what other events—both at the University at the SOE—are happening that day.
You can also check with the Dean’s Office if you think there is the potential for internal conflicts.
Please refer to the SOE Facilities Answers page for information on booking a Huntington Hall location for your event, including availability calendars and booking instructions. Plan that your guests may have mobility needs.
Keep in mind that events scheduled outside of the normal workday or workweek may be subject to additional costs for custodians. Additionally, office coordinators, IT support, and other staff may not be available to assist you with set-up or take-down of your event.
If you will be hosting an event outside of Huntington Hall, follow any policies for those spaces.
Spaces outside of Huntington Hall are likely going to charge for use of their spaces.
Be ready to provide them with a chart string to pay for your rental fee.
You are highly encouraged to visit any space that you are planning to use to check the room layout, technology access, and accessibility.
Ordering Food & Drink
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Because SU Campus Catering procedures are fluid, especially during busy times, it is best practice to work with the Office of the Dean Office Coordinator for all food orders. |
Keep in mind that, with limited exceptions, SU Campus Catering must be used to provide food and drink for campus events.
Other vendors may be used, but it is best practice to check with the Office Coordinator to determine which vendor option is best for your event.
For SU Campus Catering
All orders should be in at least 12 business days (2 full weeks) before the event.
If you are ordering food of under 12 people, you do not need to/can’t use Campus Catering. Please reach out to the Dean’s Office ahead of time to figure out catering. Staff would still appreciate the 12 days notice, so we have time to plan.
SU Campus Catering menus are located on the SU Campus Catering website.
You should have an idea of what you’d like to order before you contact Campus Catering.
You must provide a chart string when ordering food.
Be sure to keep in mind that people have various dietary restrictions.
When possible, it is
best practice to survey people. Staff can
help with this step.
SU Campus Catering will send a contract ahead of the event.
Check the details (date, time, location, food quantities) and communicate whether it is accurate.
Once you have approved the contract, staff will get it signed and send it back to Campus Catering.
If you wish to serve alcohol, review the SU Campus Catering policies and guidelines.
Thirty business days’ notice is required for all events at which alcohol will be served in order to get the appropriate permits from the New York State Liquor Authority.
Providing Parking
If you have a visitor coming to campus and need to provide them with complimentary parking, email Office of the Dean staff with the name of the person, the date and time of their visit, the reason for their visit, what parking lot you would like for them to park in, and which chart string to charge the parking to. Reservations should be made at least two business days in advance.
For larger events, please work with staff to contact parking services and arrange for group parking. Group parking should be arranged at least one week in advance of your event.
View parking and campus maps.
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