Room Reservation Guidelines
- Stephanie Williams
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.
Maintenance and Cleanup
Event sponsors are responsible for setup, furniture reset, and cleanup. Please ensure the room is reset to its default setup after your event.
Facilities Maintenance can assist (Billed Services – Event Support). For details on service costs regarding clean up or room set up, you may contact Physical Plant at 315.443.1234.
Please include Stephanie Williams, sdwillia@syr.edu on all maintenance requests related to the event.
The facilities chart string provided will only be used if cleanup or repair services are required after your event. You will always be notified prior to any charges.
Key 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.
Billed Service Request Examples:
Reminder: A new Request should be made for every service.
Event Setup/Reset Instructions: "Facilities Movers"Maintenance Type: Select: Billed Services Type of Issue/Request: Select: Event Support Attributes: Fiscal Year Agreement on File? NO Budget Authorized Approver Name Custodial support needed? NO Electrical support needed? NO Grounds support needed? NO Move Crew or Furniture Setup needed? YES Summary of the Problem/Request: Event Setup/Reset, [Insert Event Title], [Insert date**] Optional Additional Information: Copy/Paste Summary: Furniture Move [Insert date and Time Range**] Optional Additional Information:
Affected User: Stephanie Williams | Event Cleanup Instructions: "Custodial Services"Maintenance Type: Select: Billed Services Type of Issue/Request: Select: Event Support Attributes: Fiscal Year Agreement on File? NO Budget Authorized Approver Name Custodial support needed? NO Electrical support needed? NO Grounds support needed? NO Move Crew or Furniture Setup needed? YES Summary of the Problem/Request: Event Cleanup, [Insert Event Title], [Insert date**] Optional Additional Information: Copy/Paste Summary: Cleanup on [Insert date and Time Range**] Optional Additional Information: Please remove trash, vacuum rug, mop tiles, and wet wipe tabletop Affected User: Stephanie Williams |
**(format: October 14, 12-2pm)
Security
Events outside of building hours require an SU Public Safety Officer.
A confirmation email with officer details and door unlock/lock times must be sent to Tom Fazzio (tfazzio@syr.edu) at least 5 days before the event.
Building Hours:
Semester: Mon-Thu (7:30 AM – 10 PM), Fri (7:30 AM – 5:30 PM)
Summer/Non-Semester: Mon-Fri (7:30 AM – 5:30 PM)
Closed: Weekends & Holidays
Catering
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.
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.
Event coordinators must contact Maxwell IT for Technology Training, Set up questions, or CART needs.
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)."