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Reservation Guidelines 

S.A. chartered organizations, University recognized student & Greek groups, faculty, and staff are permitted to make reservations. Meeting rooms and small spaces can be requested by visiting the R25 website.

Eligible individuals or groups can request an R25 account by emailing: reserve@binghamton.edu

Reservations are granted on a first come, first served basis. The following rules apply:

  • Before the Add/Drop deadline, certain restrictions apply:
    • To avoid academic scheduling conflicts, non-University Union rooms such as Lecture Hall (LH), Science 1 (S1), Fine Arts (FA), etc. may not be reserved Monday through Friday, until after the Add/Drop deadline. The first date to make those room requests for non-University Union rooms is September 6, 2018.
    • Student organizations may begin submitting reservations for the Spring 2019 Semester in November (date TBA).
    • University Union classroom spaces may only be reserved for use after 4:30 p.m. Monday through Friday, to avoid academic scheduling conflicts until after the Add/Drop deadline. After the Add/Drop deadline, if a Union classroom space is available before 4:30 p.m., it can be requested.
  • Facilities cannot be reserved by an individual for personal use. This includes event types such as study spaces and birthday parties. Non-Binghamton University affiliated organizations may reserve space via the Conference and Event Services office at 607-777-6200.
  • Student organizations can designate one person from their group for access to the R25 reservation system.
  • Student organizations are permitted to reserve one, one-hour meeting per week, for the first two weeks of classes. Student organizations are also permitted only one weekly reoccurring meeting per semester. Weekly meetings can span up to 3 hours. If an organization would like to have a second weekly meeting, they should submit an individual meeting request the week before the requested meeting time.
  • Reservation requests require 2-3 business days for processing. Requests are processed Monday through Friday.
  • University Union operating hours are as follows:
    • Monday – Thursday, 7:30 a.m. - 11:45 p.m.
      Friday, 7:30 a.m. - 1 a.m.
      Saturday, 10 a.m. - 1 a.m.
      Sunday, 10 a.m. - 11:45 p.m.
    • Any requests for events in the Union on weekends before the standard operating hours must be submitted 6 weeks in advance and are subject to approval by the University Union Office.

MAJOR EVENTS

  • When planning and reserving space for a major event, the organization or office will be required to speak with the following individuals before the event regarding specific requests. Events will remain 'tentative' until the following meetings have been held:
    • Any group looking to reserve the Mandela Room, Old Union Hall, or if the group is requesting a special set up for UU 120, the Large Programming Space Request Form must be filled out. These spaces and types of requests cannot be scheduled through R25. The link can be found on the University Union website under the Forms section.
    • Room Set-Up, (tables, stage etc.), AV, Microphones & Sound: 
      Meet with Orrin Kenyon, Assistant Director of Union Operations,
      UUW-205, okenyon@binghamton.edu
      Note: we do not provide speakers for concerts or major sound events, nor do we provide special lighting. For such needs, you may contact Binghamton Sound Stage & Lighting (BSSL) at bssl@binghamtonsa.org or 607-777-4144.
      • Events may be subject to a set-up charge if the event begins before 10 a.m.
  • If you are providing any food: Groups must have a Waiver of On-Campus Catering Policy Form approved by Binghamton University Dining Services.

RESERVATION CONFIRMATIONS, SWITCHES AND CANCELLATIONS

  • Once a reservation is confirmed, a confirmation email will be sent to the requestor specifying the request title, date, time and location. Requestor should make sure it is correct and be sure to read through the confirmation for any additional information.
  • Any confirmation email with special requests, such as speaking with UU staff about room set-ups or requesting a signature, must be completed at least 10 working days before the event. Last minute changes will not be guaranteed or may warrant cancelling the event.
  • Groups may contact other groups to request a room switch.  An email that includes both parties involved in the switch must be sent to reserve@binghamton.edu.  Groups should not contact faculty to propose switches or cancellations of academic classes.
  • The only way to cancel an event reservation is by emailing reserve@binghamton.edu and requesting that a specific event be cancelled. Attaching your confirmation to that cancel request is the best way to request a cancellation. Large scale events must be cancelled at least 5 business days in advance.

OTHER RULES REGARDING RESERVATIONS AND EVENTS

  • No outside food or beverages are permitted in reserved facilities unless a Waiver of On-Campus Catering Policy Form is approved by Binghamton University Dining Services. Please note: Potluck meals are not permitted on campus for health and safety concerns, since there is no way to monitor the cooking of the food. Event requests for potlucks will be denied. If food is planned for the reservation, requestor must specify details in the "description" area on the on-line reservation form. If a group is found serving food without obtaining the necessary permission, a warning will be issued, followed by loss of reservation privileges for a second offense.
  • Each group is responsible for any damage and the repair costs associated with it in reserved facilities. Groups must clean up after themselves (removal of food, excessive garbage, cleaning of spills) otherwise they may be subject to an excessive cleaning charge.
  • Reservations for the Spine, Peace Quad, and Campus Perimeter require a mandatory meeting with Orrin Kenyon, Assistant Director of University Union Operations in UU-W205, prior to approval.  These requests must be submitted through the Outdoor Space Request form on the Forms page of the University Union Website.
  • Review sessions, extra test time, or other academic event related requests should be submitted through the Academic Event Request sheet that can be found on the Binghamton University Course Building and Academic Space Management webpage.
  • For Sound equipment in buildings other than the University Union, contact the Educational Communications office (LH-B48).
  • Groups are not permitted to move any tables, chairs or other furniture items into the hallways of any building. Items in hallways blocks general access and that is against fire code. Failure to abide can result in loss of reservation privileges.
  • Lit candles are NOT permitted in any University facility without consent of the University.
  • Fog machines are not permitted within the University Union.
  • University Union staff is responsible for the coordination of room set-ups in the University Union only. If a group or office needs a specific set up in any building other than the UU, please contact Physical Facilities at 607-777-2226.
  • When promoting events, groups are not permitted to hang flyers on walls, windows or scatter across tables or benches. There are designated event bulletin boards throughout the Union and on all floors that are available for event promotion. For large signs, permission must be obtained at the Office of the Dean of Students, UU-W205 after submitting a UU West Stairwell Poster Request Form. Approved posters will be hung by UU staff members. Any unapproved posters will be removed and held for pickup by the group.

 

Tabling Guidelines 

S.A. chartered organizations, University recognized student & Greek groups, faculty, and staff are permitted to make tabling reservations. Tabling requests can be submitted by visiting the R25 website.

TABLING RESERVATIONS AND GUIDELINES

  • Tables may be reserved in the MarketPlace & Tillman Lobby of the University Union from the hours of 12–4 p.m., Monday through Friday. There is no tabling outside those hours or any tabling on the weekends. Only one (1) table is permitted per group per week in the Marketplace, two in the Tillman Lobby. 
  • Tabling sessions must be properly identified in the "Title" section of the R25 request, using one of these descriptive terms: 1. Information Tabling, 2. Bake Sale Tabling, 3. Item Sale Tabling, or 4. Ticket Sale Tabling. Failure to specify this information may result in a denied request and groups that misrepresent their tabling event (by reserving an information table and attempting to sell something during the session) will be given a warning with a second violation resulting in a loss of tabling privileges.
  • Organizations scheduled for tabling must arrive to claim their tables between 11:50am and 12:15pm. Failure to arrive and claim a table by 12:15pm will result in the loss of the tabling reservation for that day.  Organizations that repeatedly (three times) fail to claim their tabling may be subject to loss of tabling reservation privileges for the remainder of the academic year (or semester).
  • For each day in both the MarketPlace and Tillman Lobby, there may only be 1 bake sale table, 1 item sale table and 1 ticket sale table per area.
  • Item Pre-Sales or Pre-Orders must be listed as item sales. When requesting for the second tabling session to distribute the pre-sales, groups must wait until the date of the pre-sale has passed, and have the request labeled as a bake sale if the group is selling more food items at the table.
  • Acceptable items for bake sales include granola bars, brownies, cookies, cakes, breads, fruit pies, etc. Some food items that are not permitted are doughnuts, cream-filled pastries, éclairs, cream pies, etc. or any beverages including coffee and bubble tea. Food cannot be given away for free from any table while there is a bake sale in the same location.
  • Item sales can include things like hats, mugs, water bottles, keychains, etc. Ticket sales are for student events only. On R25, when filling in the request, you must clearly state in the event description box what you are selling.
  • If a table is reserved in the MarketPlace in a given week, the group must wait until that "active" table is completed before reserving another table for a future date. For example, if a group has a tabling session scheduled for the first Monday in October, they cannot have any tabling sessions in the MarketPlace before that date, and they cannot request any future tables in the MarketPlace until that first Monday has passed.
  • Outside groups/vendors may only table on campus if they are sponsored by a student group, campus department or on campus office. They are required to pay a $75.00 vendor charge for use in the MarketPlace and/ or Tillman Lobby. The vendor charge can be given to Carl Darling in UU-W205, payable to Foundation Account 50521. A receipt will be given for any payments received.

Food and Beverage Policy

  • Binghamton University Dining Services have exclusivity on food and beverages on all campus property except for those events under $200.00 and in the case where authentic ethnic foods and support of local establishments is in the best interest of the University.
  • For proper food safety handling:
    • Gloves must be worn when handling food including distributing items at bake sales
    • Food must be wrapped and/or covered until consumed or distributed.
    • Food that must be temperature controlled and not kept cold or hot must be discarded if not consumed within two hours.
  • Generally, all food and beverages served/catered in the University Union must be obtained from University Dining Services or their affiliates. Exceptions include "tabling events" for the purposes of fund raising by student organizations.
    • Acceptable items for bake sales include 'home-made' items such as granola bars, brownies, cookies, cakes, breads, fruit pies, etc. Any food items to be sold or distributed must be approved by the University Union Office. For questions about bake sale/giveaway approval, please email Orrin Kenyon, the Assistant Director of Operations for the University Union at okenyon@binghamton.edu.
    • Prohibited foods are defined as pre-packaged, pre-baked foods and/or beverage items brought into the facilities by members of the sponsoring organizations for the purposes of re-sale (including doughnuts). Additionally, cream-filled pastries, éclairs, cream pies, etc. or any beverages including coffee and bubble tea are not permitted. Food cannot be given away for free from any table while there is a bake sale in the same location.
    • All food must be in complete compliance with local and state health department codes and adhere to safety and sanitations regulations.
  • Arrangements for catered food and beverages can be made through Dining Services Catering by calling 607-777-2925 or order on-line by creating an account at the following hyperlink: https://binghamton.catertrax.com/shopcustadminlogin.asp?custstat=new&intOrderID=&intCustomerID=
  • In instances where Dining Services is unable to provide the catering, Dining Services may make an exception to allow an outside caterer come on to campus. Particularly where authentic ethnic foods and support of local establishments is in the best interest of the University. Any exceptions must be approved by Dining Services and the University Union office or their designee. Forms can be found on-line at our Dining Services catering website.
  • Dining Services requires at least a two-week notice prior to the event so catering arrangements and food orders can be met. Additional notice is preferred. Room confirmations does not guarantee catering services, sponsoring organizations must make their arrangements for catering by calling the catering office at 607-777-2925.

Last Updated: 10/4/18