Campus Event Planning

Information for AU Faculty & Staff

Events planned by University faculty and staff must be coordinated by the requesting department. Please see, below, procedures for planning events on campus during the academic year and during the summer months.

Off-campus event planners should be directed to our Conferences & Special Events information.

Contact
Office of Summer Programs
Alfred University
Greene Hall, 2nd floor
1 Saxon Drive
Alfred, NY 14802
Ph: 607-871-2612
Fx: 607-871-2045
Email

Bonnie Dungan, Director

If campus facilities are to be used by an outside group and you are making arrangements on their behalf, they have to pay a rental fee for use of the space. (See AU Facilities Rental Fees and AU Athletic Facilities Fees below.)

If the space is to be used by a University employee for AU business, there is no rental charge. 

If the space is to be used by a University employee for personal use, most of the rental fees may be discounted. Exceptions: full fees must be paid for use of the Knight Club and the Saxon Inn breakfast room and conference room (the standard employee discount is available for Saxon Inn guest rooms), and the fee for Howell Hall would be waived for employees who agree to follow the instructions on Howell Hall procedures below.

For further information regarding facilities rental fees please contact Bonnie Dungan.


Campus Center:

  • Kenyon/Allen (with or without Powell Board Room) - $200/day or $100 for ½ day
  • Nevins Theater - $400/day
  • Nevins plus K/A & or Powell Board Room - $500/day
  • Knight Club - $500/day
  • Whole Campus Center (if Knight Club included) - $500/day or $300 for ½ day
  • Whole Campus Center (without Knight Club) - $400/day or $200 for ½ day

Howell Hall - $500/day (No charge for AU faculty/staff/retirees if they don't require any services and agree to follow the procedures indicated in the Howell Hall Procedures document accessible on the Campus Event Planning website.)

  • Ade Hall - $500/day
  • Holmes Auditorium - $700/day
  • CD Smith Theater - $1,000/day
  • McLane Center (not including Fitness Center or Pool) - $1,000/day
  • McLane Pool - $30/hour for 1-25 swimmers.

    • $60/hour for 26-50 swimmers.
    • $100/hour for more than 50 swimmers.
  • Merrill Field - $1,000/day
  • Health-n-Wellness Fitness Center - $500/day
  • Classrooms - $50/day
  • Roon Lecture Hall - $300/day
  • Olin 302 Lecture hall - $300/day
  • Conference Rooms - $100/day
  • Judson Leadership Center

    • $150/day
    • $75/half day
  • Alumni Hall Rotunda - $75/day
  • Gothic Chapel - $75/day
  • Bandstand - $200/day
  • Saxon Inn:

    • Breakfast Room - $125/day;
    • Conference Room - $75/day

Conference Package Rate:

  • Conference Rate for use of entire campus for 3-6 days - $1000 (plus $250/day for any additional days). For 2 days or less, rates will be charged as indicated above.

Exceptions

On-Campus Requests: All arrangements for in-house events must be coordinated by the requesting department.

  • If the space is to be used for A.U. business, there is usually no rental charge (except for Saxon Inn spaces).
  • If the space is requested by a University employee for personal use, the fee for the Knight Club still has to be paid,
  • but the fee for Howell Hall would be waived if they don't require the University to provide any services and agree to follow the instructions in the Howell Hall procedures document. Some of the other fees listed above would be discounted for University employees. (Exception: regular fees apply for Saxon Inn meeting rooms. Standard employee discount is available for Saxon Inn guest rooms.) For specific information please contact Bonnie Dungan, Director, Summer Programs at 607-871-2612.
  • In-house requestors should contact catering directly to make arrangements for their own events, Eliza Ordway (during academic year) or Bonnie Dungan (during summer) to reserve space in the Campus Center or Howell Hall (or whoever is listed as the contact for the facility they wish to use), Eliza Ordway (if Campus Center) or Registrar (if Olin Bldg.) to arrange for audio visual equipment.
  • In-house requestors who wish to have alcohol provided for an event must submit an alcohol permit request form to the Student Affairs Office. The form (accessible from Campus Event Planning webpage) must be completed and submitted at least 4 weeks prior to the event as a special liquor permit may be required. If the form is approved a University representative will be in touch with the requestor to discuss details and bar arrangements.

Non-Profit Groups

Facility rental fees may be discounted or waived for non-profit groups based in Alfred and any non-profit groups whose event coordinator is an A.U. employee, depending upon the facility requested and the potential for charges relating to the event (e.g. Physical Plant charge backs for set-ups and/or custodial services, audio visual technician/equipment needs, food service, etc.).



Facility Need Cost Per Hour Total
Usage fee for Yunevich Stadium, Galanis Family Arena, Health and Wellness Center, Harrington Field, Brown Tennis Courts and LeBohner Swimming Pool $75 for each hour up to 3 hours; $50 for every additional hour of use on the same day; maximum of $500 per venue
Custodial staff prior and post event $30 if needed before event, $30 for after event
On-site supervisor $30/hour includes setup and teardown, recruiting and managing workers, outside group liaison for all needs during event
Game Day staff $12 if student worker; $25 if professional staff are requested or students are not available
Lifeguards $12 if student worker; $25 if professional staff are requested or students are not available
Athletic trainers $35 including materials
Public safety officer on duty $12 if student security; $30 if professional guards are requested or students are not available
Field lights $75/hour
Additional tables/chairs $50 if more than one set of table and chairs needed
Locker rooms Negotiable
Parking No charge
A/V needs Negotiable
Other?
TOTAL CHARGE

Below are the policies and procedures for Alfred University employees requesting the use of Susan Howell Hall:

  • Reservations: Requests to use Susan Howell Hall during the academic year should be sent to Eliza Ordway to reserve the space and make arrangements with her to get and return the key. During the summer months, mid-May (after Commencement) through mid-August, requests should be directed to Bonnie Dungan, Director of Summer & Parent Programs (dunganbj@alfred.edu).
  • Alcohol requests: If you wish to have alcohol at your event it must be provided by AU. A completed alcohol permit request form must be submitted to the Student Affairs Office at least 3 weeks prior to the event as a special liquor permit may be required
  • Dining needs: If you wish to have your event catered, please contact Kelly Spicer, Catering Director, to make arrangements. Kelly can be reached by calling: 607-871-2285 or you can email her at: kspicer@avifoodsystems.com. You may provide your own food, however you will be responsible for clean-up (see below). Dining Services has table cloths and napkins for rent for a modest fee; contact Kelly Spicer for details.
  • Room Set-up: If you have special room set-up requirements, you will need to email your request/s to: Physical Plant via workorder (workorder@alfred.edu) if the event will be held during the academic year (mid-August to mid-May); or send your request/s to: Bonnie Dungan (dunganbj@alfred.edu) if the event is being held over the summer (mid-May to midAugust) listing your specific set-up needs. Please note: additional charges for set-up may be assessed therefore an account number or name and address of person to bill will be required at the time of the request (please include in email).
  • Fees: $200/day; however, this rental fee may be waived for AU faculty and staff as long as you agree to the following terms:
  • Clean up the space after the event. Put all garbage in garbage bags (provided by you) and place them downstairs by the kitchen
  • Take down all decorations (crepe paper, balloons, ribbon, signs, etc.; the use of confetti is not recommended) and clean up any residue from them; remove all flowers and floral arrangements
  • Furniture returned to its original location if you handled your own room set-up
  • Take all dishes and left-over food and beverage items with you
  • Make sure all lights are turned off, windows are closed and locked, and the building is locked and secured
  • Return the key to either Eliza Ordway or Bonnie Dungan; depending on time of year and who you made the reservation with
  • Failure to comply with these instructions will result in your being charged the daily rate of $200

If you wish to hold an event on campus anytime from mid-August through Commencement in May, it is your responsibility to make all arrangements for the event. (See next section for information re: events held during the summer.)

Make arrangements for housing at the Saxon Inn or at local hotels/motels, arrange for food service and reserve spaces on campus such as classrooms, conference rooms, Powell Campus Center, Nevins Theater, etc.

  • Powell Campus Center spaces and Howell Hall should be reserved through Eliza Ordway.
  • Olin Building classrooms and conference room can be reserved through Registrar.
  • Additional spaces on campus should be reserved through the appropriate building reservation contact person.

Room set-ups for the Campus Center should be requested through Eliza Ordway.  All other room set-ups should be requested from the Physical Plant department via email. (There will be a charge for Physical Plant set-ups. They will ask for an account number to use for billing purposes.)

Audio-visual equipment should be requested as follows: 

If you wish to have alcohol served at your event, you must obtain it from the University and make arrangements with the University to have a bar set up. It is important to make these arrangements well in advance – a month or more ahead of time.  Procedures are as follows:

  • Fill out an alcohol request form & submit it to the Student Affairs Office at least three weeks prior to the event. Review our Procedures for Events with Alcohol below.
  • If the alcohol request is approved a University representative will be in touch with you to discuss details and bar arrangements and, depending upon the location of the event, will let you know whether or not you will have to pay $75 for a special liquor permit.

If you wish to hold an event on campus anytime from mid-May (after Commencement) through mid-August, you must first clear your plans with the Director of Summer Programs. At this time you should also let her know whether or not your group will need to be housed and fed on campus. She will check to see if there are any conflicting programs taking place during the time period you have selected.  If not, she will approve your plans and place your event on the A.U. Master Summer Calendar. (Note: If you are planning a wedding, you must contact Bonnie Dungan to make arrangements for that event.)

After you get approval from the Summer Programs Office, you should make arrangements for housing and food and reserve other spaces on campus such as classrooms, Powell Campus Center, Nevins Theater, etc.

  • Campus residence hall, suite or apartment housing arrangements should be made with Bonnie Dungan, Director of Summer Programs.
  • Powell Campus Center spaces and Howell Hall should be reserved through Bonnie Dungan.
  • Olin Building classrooms and conference room can be reserved through Registrar.

Room set-ups for the Campus Center should be requested through Bonnie Dungan. All other room set-ups should be requested from the Physical Plant department via email. (There will be a charge for Physical Plant set-ups. They will ask for an account number to use for billing purposes.)

Audio-visual equipment should be requested as follows: 

  • Powell Campus Center – Contact Bonnie Dungan
  • Olin Building – Contact Registrar
  • Holmes Auditorium and the rest of the campus - Contact

If you wish to have alcohol served at your event, you must obtain it from the University and make arrangements with the University to have a bar set up. It is important to make these arrangements well in advance – a month or more ahead of time.  Procedures are as follows:

  • Fill out an alcohol request form & submit it to the Student Affairs Office at least three weeks prior to the event. Review our Procedures for Events with Alcohol below.
  • If the alcohol request is approved a University representative will be in touch with you to discuss details and bar arrangements and, depending upon the location of the event, will let you know whether or not you will have to pay $75 for a special liquor permit.

Reserve Location
Facility reservations need to be made through the appropriate office; see the University Directory or AVI Catering Ph: 607-871-2285 for assistance

Alcohol Event Form
Forms can be obtained online at AU Alcohol Event form or the Dean of Students Office, 2nd floor of the Powell Campus Center.

Procedures

REQUIREMENTS AVI Catered event in the Knight Club or Susan Howell Hall AVI Catering event on campus (Ade, Fasano, Connor's Pavilion, etc.) Providing your own food & alcohol Alcohol at Special Events on campus
The alcohol event form must be submitted 4 weeks prior to the event * *
The alcohol permit may be submitted 3 weeks prior to the event * *
NYS ABC Permit is required, this is obtained by the VP of Business & Finance Office after the event form is approved *
An NYS ABC permit is not required * * *
No additonal fees * * *
Additional $75 fee for the NYS permit *
Baretender Service may be required possible possible
Bartender Services may be required, $75 fee per hour possible possible
Alcohol must be provided by AVI catering, attendees may not bring their own * *
Alcohol service is limited to 4 hours * * * *
The event coordinator is required to ensure the amount of alcohol at the event is proportional to the number of attendees * *
State how and who will be monitoring those individuals under the age of 21 * *
Specify exact quantities being served on the alcohol event form *

Executive/Professional Training Sessions/Retreats, Weddings, Banquets and Reunions - email to Bonnie Dungan, Director, Summer & Parent Programs, 607-871-2612, Fax 607-871-2045, dunganbj@alfred.edu.

Summer Conferences, Seminars, Workshops and other Academic Programs that take place on campus from mid-May through mid-August - Bonnie Dungan, Director of Summer and Parent Programs, Office of Summer Programs 607-871-2612, Fax 607-871-2045, email.

Back to Top