Room Reservation Guidelines

1. Advance Reservations

 Rooms can be reserved up to 90 days before the scheduled event.

2. Relocation Assignments

Priority is given to Maxwell School events. In case of conflicts, the Dean’s Office may reassign space with advance notice to the event sponsor.

3. Building Hours

Semester Hours: 7:30 am – 10 p.m. (Monday to Thursday), 7:30 a.m. – 5:30 p.m. (Friday). 
Summer and Non-Semester Hours: 7:30 a.m. – 5:30 p.m. (Monday to Friday). 
Locked on weekends and holidays.

4. Security:

Event sponsors must hire an SU Public Safety Officer for events outside of the building hours that require the building to be unlocked. 
A confirmation email with officer details must be forwarded, along with door unlock/lock times, to Tom Fazzio, tfazzio@syr.edu, at least 5 days prior to the event. 

5. Maintenance and Cleanup

Event Sponsors are responsible for Set up, Furniture reset, and Cleanup. If you decide to contact Facilities Maintenance for setup/reset, please use the following language in your service request form:

Event Setup/Reset Instructions: "Facilities Movers"

Maintenance Type:

Select: Billed Services

Type of Issue/Request:

Select: Move Request

Summary of the Problem/Request:

Copy/Paste: Event Setup/Reset, [Insert Event Title], [Insert date**]

**(date format: October 14, 2024)

Optional Additional Information:

Copy/Paste: Setup on [Insert date and Time Range**]

Reset room to default on [Insert date and Time Range]

[Description of Room Setup], diagram attached

**(format: October 14, 12-2pm)

Affected User:

Stephanie Williams

Event Cleanup Instructions: "Custodial Services"

Maintenance Type:

Select: Billed Services

Type of Issue/Request:

Select: Event Support

Summary of the Problem/Request:

Copy/Paste: Event Cleanup, [Insert Event Title], [Insert date**]

**(date format: October 14, 2024)

Optional Additional Information:

Copy/Paste: Cleanup on [Insert date and Time Range**] Vacuum rug, mop tiles, and wet wipe tabletops

**(format: October 14, 4-6pm)

Affected User: Stephanie Williams

Reminders:

• Setup and cleanup must be scheduled within your room reservation. For example, if your event is from 12-2 p.m. and you need facilities to set up your room, you should reserve the room from 10-4 p.m. If you require setup the night before or earlier in the day, you must request the space for the additional time.
• Allow Facilities Movers at least 2 hours to set up before Catering and/or Century arrive to set up the tables.
• Facilities Movers work from 6 a.m. - 2 p.m., Monday-Friday. If you have a move request outside of this time, you will be charged overtime fees and must submit the request with a minimum of 1-week notice.
• If you order equipment from Century, you will need someone onsite for delivery and pickup. Century should collect the tables after your event unless you have requested the room overnight and the following morning.
• Custodial workers are not available between 12 - 2 p.m. Please keep this in mind when requesting cleanup after an event.
• If your event will have large amounts of expected trash or catering, please create a billed service for trash collection.

6. Catering:

Eggers Cafe Event Order Form | Catering Event Order Form
Catering Services Policies: Syracuse University Catering is the only authorized catering service for Syracuse University, providing food and beverages in compliance with New York State law, the Onondaga County Health Department, and the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco. Syracuse University Catering is solely authorized to serve and sell alcohol for events where alcoholic beverages are served, in compliance with the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco.

Catering Exceptions/Use of Off-Campus Caterers: Any group wishing to qualify for an exception must meet with SU Catering no less than three weeks prior to the date of the event or an exception will not be considered. Exceptions, when granted, will apply only to events hosted in Schine and Goldstein Student Centers or the Skybarn. Exceptions will not be considered for events hosted in other campus locations. SU Catering may grant exceptions for:

• Religious events as recognized by the Office of the Dean of Hendricks Chapel
• Events where food is unique to the sponsor’s ethnicity and cannot be prepared by the Catering Office
• Events where small quantities of food and/or beverages are provided.

7. Technology Support

Events are encouraged to be either fully in-person or fully remote. Hybrid events may require contracting with third parties to support the event at the cost to the department.
The event coordinator (staff or faculty) must contact Maxwell's IT department if training is need before the event.

8. Accessibility 

At the bottom right of any posted marketing materials, there should be an accessibility statement: 

Large Events (more than 100): "American Sign Language (ASL) interpretation and Communication Access Realtime Translation (CART) will be available. Please contact (enter contact and email address) for additional accommodations."
Small Events (less than 100): "If you require accommodations, please contact (contact person) at (contact information) by (date typically 1 to 2 weeks before the event)."

Guidelines for CART and ASL Interpreting