Campus Event Planning

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.

 



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.

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.

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:

  • Powell Campus Center – Contact Eliza Ordway
  • Olin Building – Contact Registrar
  • Holmes Auditorium & the rest of the campus - Contact Daniel Clark

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 Director of Summer Programs 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.

  • Saxon Inn reservations should be made by calling the Inn at 607-871-2600
  • Campus residence hall, suite or apartment housing arrangements should be made with the Director of Summer Programs
  • Catering arrangements must be made with the Catering Department
  • Powell Campus Center spaces and Howell Hall should be reserved through Director of Summer Programs
  • Olin Building classrooms and conference room can be reserved through Director of Summer Programs
  • Other classrooms & facilities should be reserved through the Office of Summer Programs

Room set-ups for the Campus Center should be requested through Director of Summer Programs. 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 Director of Summer Programs
  • Olin Building – Contact Director of Summer Programs
  • Holmes Auditorium and the rest of the campus - Daniel Clark

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 Student Wellbeing Office, 2nd floor of the Powell Campus Center.

Alcohol Event Requirements

AVI Catered event in the Knight Club or Susan Howell Hall

  • The alcohol event form must be submitted 4 weeks prior to the event
  • An NYS ABC permit is not required
  • No additional fees
  • Bartender Service may be required
  • Bartender Services may be required, $75 fee per hour
  • Alcohol must be provided by AVI catering, attendees may not bring their own
  • Alcohol service is limited to 4 hours

AVI Catering event on campus (Ade, Fasano, Connor's Pavilion, etc.)

  • The alcohol event form must be submitted 4 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
  • Additional $75 fee for the NYS permit
  • Bartender Service may be required
  • Bartender Services may be required, $75 fee per hour
  • Alcohol must be provided by AVI catering, attendees may not bring their own
  • Alcohol service is limited to 4 hours

Providing your own food & alcohol

  • The alcohol permit may be submitted 3 weeks prior to the event
  • An NYS ABC permit is not required
  • No additional fees
  • 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

Alcohol at Special Events on campus

  • The alcohol permit may be submitted 3 weeks prior to the event
  • An NYS ABC permit is not required
  • No additional fees
  • 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

Alfred University's Alcohol & Drug-Free Policy - Student Policies

Student Affairs, Dean of Student Wellbeing 607-871-2132

Permit Fee questions please call VP Office for Business & Finance 607-871-2966