Event Planning Resource Guide
So you want to plan an event on campus? You have come to the right place! This resource guide is meant for use by students, faculty, and staff of Binghamton University in planning a variety of events on campus.
If you are not a member of the university community, please visit Conference and Event Services to learn more about the event hosting opportunities available to you.
Below you will find a comprehensive list of commonly used resources for event planning
at Binghamton University or click here for 5 Easy Steps for planning an event.
1. Event Planning Checklist
2. Planning Large Scale Events
4. Post Event Evaluation Form (pdf)5. Student Association Group Manual - This document has many helpful planning event tips. Stop by the SA Office in UUW 203 to pick one up!
4. Student Association Group Manual >>more
This document has many helpful planning event tips. Stop by the SA Office in UUW 203 to pick one up!
Budget and Funding1. Budget Planning Worksheet (.pdf, 30KB)
2. Possible Funding Sources >>more
Reservations and Logistics1. Pick a Date and Time >>more
2. Reserving Union Space——R25 Booking Site >>more
This site provides a calendar of nearly every programming space on campus, including union rooms and classrooms. Click on the name/number of the room to see details of the space including room capacity and AV equipment provided. You may reserve union space through this site by clicking on the white space following the room you want on the date you have chosen and you will be taken tothe login page and reservation form. Please also review the Union Reservation Guidelines prior to making a reservation in union spaces.
3. Reserving Spaces other than University Union >>more
- Classrooms >>more
All student groups that wish to reserve classroom space, regardless of building, should contact Penny Mabee, University Union Reservationist. All faculty and staff that wish to reserve classroom space, regardless of building, should do so through Lisa Gould via the Academic Event Reservation Request Form whether or not the event is for a class. All parties should note that classroom spaces cannot be reserved prior to classes being scheduled (approximately 2 weeks before classes start), and that any event reservation may be cancelled due to class changes and space needs.
- Chenango Champlain Collegiate Center
- Residential Life Collegiate Center and Dining Hall space in Hinman, Mountainview,
College-in-the-Woods, and the Apartment Communities >>more
You must contact the Area Office of that community to reserve these spaces. If you are using collegiate center space, there must be a student manager on duty at all times. If one is not scheduled to be on duty, you will be charged a labor fee for a student manager to be present during your event. Each specific area office (e.g. Hinman, Mountainview) keeps the schedule for that space and can decide whether or not to allow the reservation. There is no standardization of process or recordkeeping across Residential Life.
- Residential Life Residence Hall Lounges >>more
Generally, only residents of a particular building are aware of these spaces since building access is limited by a prox card. Any group using space in a residence hall must have a host who is a resident of that building present during the entire event. A group must contact the individual Resident Director (RD) for the building to reserve a lounge. The RD keeps the schedule for that space and can decide whether or not to allow the reservation. There is no standardization of process or recordkeeping across Residential Life.
- Anderson Center >>more
Visit the Anderson Center website and click on the “Learn More” links for contact information to reserve each theater.
- Events Center
4. Sodexo Catering >>more
Contact Sodexo Catering for any food needs you may have for your events. In many locations on campus, including union spaces, you may not bring in outside food (including potlucks) without written permission from Sodexo's catering office. If your group is caught serving prepared food without first obtaining permission, you group will lose reservation privileges.
5. Binghamton Sound, Staging, and Lighting (BSSL) >>more
BSSL is a 100% student run production company. They provide sound, stage and lighting services for student groups.
6. AV Services, through Educational Communications Center >>more
The Educational Communications Center provides AV services to students, faculty and staff. Some of the equipment available includes data projectors, microphones, laptops, computers, camcorders, digital still cameras, and more. Contact their office for any AV needs you have for your event.
7. Tracking Attendance with Student Affairs Assessment aand Strategic Initiatives >>more
SASSI provides Scan Fobs and Card Swipe Readers for events held by departments within the Division of Student Affairs. These devices allow you to track attendance at events and obtain information about student participation.
8. Parking Services >>more
If you have special parking needs or questions about parking for your event, contact Parking Services.
9. Additional Equipment Needs >>more
Taylor Rental is one of many local providers that you or or organization can contact for additional chairs, tents, glasses/plates, inflatables, and lots more than our facilities may not provide.
Safety and Risk Management1. Security >>more
- a. University Union Event Staff >>more
UU Event Staff can provide staffing and security for events held in union spaces. Contact (607) 777-3300.
- b. Campus Activities Event Staff
- c. UPD
- d. Guidelines for Sponsoring Campus Events Requiring Extraordinary Security Arrangements (.pdf, 100KB)
3. Environmental Health and Safety >>more
Environmental Health and Safety can answer any questions you have regarding environmental safety concerns for your event such as room capacity, decorations, and more. A few commonly used event items include:
Need insurance for an event? Contact Campus Activities at (607) 777-2811 for more information.
Publicity and Marketing1. Advertising on Campus
2. Posting Policies >>more
3. Social Media Guidelines
4. Logo Usage
5. B-Line >>more
B-Line is daily email sent to all undergraduate and graduate students, and the official source for university news to all students. You may submit a request to include your event by clicking the "Submit an Event" link on the right-hand side of page linked above.
6. Dateline >>more
Dateline is a daily email sent to all faculty and staff, and the one of the official sources for university news for all employees. You may submit a request to include your event by sending event information to firstname.lastname@example.org.
7. Electronic Signs (entrances to campus) >>more
To submit a request for your event to be advertised on the electronic message boards on the Glenn G. Bartle Drive and the Bunn Hill Road entrances, please email your event information to email@example.com.
8. Selling Tickets >>more
- a. Student Association Bing Tickets – SA groups wishing to sell event tickets through this site should make an appointment with David Hagerbaumer (Executive Director) in the Student Association office.
- b. Events Center - work with the Associate Director of the Events Center (with whom you made the reservation for the space) to sell tickets via the Events Center website or box office.
Legal Items and Everything Else1. Contracts >>more
No one affiliated with the university, student or employee, may sign a contract on behalf of the university without consent from the appropriate legal official. Any student group that needs to sign a contract should contact the Student Association for assistance and approval. Any faculty or staff member must contact the University Counsel. Please plan ahead, as the review of any contract may take considerable time prior to approval being granted.
2. Obtaining Performance Site Licensing for Movies
Movies, TV shows, and other material that has a copyright may not be shown publicly without purchasing the rights to said material. Companies such as Swank Motion Pictures work with groups to help them obtain the appropriate license to show movies on campus. There are several movies that no longer have a copyright, which are considered public domain and can be shown for free without a license.