Hello Student Leaders,

As we are nearing the end of the fall semester, we’re writing to update you on booking reservations for the spring to allow you to best plan ahead when booking on 25Live. Please read this email in its entirety.

Spaces on Campus that can be requested NOW on 25Live

The following spaces can be requested as of now on 25Live for any point in the 2025 Spring Semester (1/27-5/21).

SAC- Bus Loop, Plaza/Plaza Circle, Rehearsal Space, Sculpture Garden, Traditions Lounge, All Lobby Spaces, SAC Auditorium, SAC Ballroom A/B, SAC 3rd Floor Rooms, The Shore Club, & The Loft
Union- Patio, Basement/2nd Floor Conference Rooms, Rehearsal Room, All Lobby Spaces, Craft Room, Auditorium & Union Ballroom
Bauman Center- Benedict Lobby, Bauman Classroom & Bauman C029
DeVries Center- First Floor Classrooms, deVries Cafe, & deVries 200-206
Roth Center- Roth Cafe 103 & 122
Tabler Center- Tabler 104, 107, 110/Black Box, G01 & Tabler Cafe

Academic Spaces

Academic Spaces include any space that can be booked on 25Live in the Chemistry Building, ESS, Engineering Building, Staller Center for the Arts, Frey Hall, Harriman Hall, Humanities Building, Heavy Engineering, Health Science Center, Javits Lecture Center, Melville Library, Life Sciences Building, Light Engineering Building, Physics Building, Psychology Building A, & the Social and Behavioral Science Building.

All requests made prior to the dates listed below will be DENIED. Groups will need to resubmit requests on the dates provided below.

Beginning Tuesday, 1/7/25 student organizations can request the following dates/times for academic classroom space with approvals from the Registrar's Office beginning no sooner than Tuesday, 1/21/25:
Campus Lifetime (Mondays & Wednesdays, 1-2:20 pm)
Weekends (Saturday and Sunday)
Weekday evenings (7 pm onward, Monday-Friday)
Beginning Monday, 1/13/25 student organizations can request the following dates/times for academic classroom space with approvals from the Registrar's Office beginning no sooner than Monday, 1/27/25:
Fridays, prior to 7 pm
Beginning Tuesday, 1/21/25 student organizations can request the following dates/times for academic classroom space with approvals from the Registrar's Office beginning no sooner than Tuesday 2/4/25:
Monday-Friday 7 am-7 pm

As a reminder, there may be no consumption of food in academic spaces. All such requests will be denied. Detailed information on each room and its features can be found in this guide. If additional A/V resources are needed beyond what is available through self-service in a room you'll need a full-time staff or faculty member to request and sign out equipment on behalf of your club. More information can be found here.

Campus Recreation Center Spaces

Campus Recreation Spaces include any space inside the Campus Recreation Center. This includes the Wood Courts, MAC Courts, Wellness Studio 128/216, Multipurpose Room #1/#2 & Lobby Tables. This also includes outdoor spaces like South Fields A, B & C. More information on Campus Recreation Center facilities and policies can be found here.

All requests made prior to the dates listed below will be DENIED. Groups will need to resubmit requests on the dates provided below.

Beginning Monday, 1/27/25 organizations NOT categorized as Sports Clubs can request Campus Recreation for events with approvals from Campus Recreation beginning no sooner than Monday 2/10/25.

When submitting requests, please provide us with alternative days of the week/times you would be open to practicing in the description of your 25Live request.
If another program is scheduled during the time originally requested, our staff will alter the day/time of the event to one of the alternative times provided. If we see there is no availability remaining with alternative dates we will deny the request.

Block Booking for Weekly Meetings

If your group is interested in requesting weekly meeting space, please review the following:

At this time, you may only request block booking for one weekly meeting. We will send out a separate email with information on when you may begin block-booking executive board meetings or extending your general body meeting reservation times.
Block-booked meetings can only be 50 minutes long and must start on the hour (7 pm-7:50 pm, 9 pm-9:50 pm, etc.)
If you need A/V (projection, sound, etc.) for your meetings, please request academic space, Union conference rooms, or SAC 302 or 306 which are all equipped with A/V.
For more information about block booking policies, please refer to the Community Guidelines Section II.G .

Block Booking for Weekly Practices/Rehearsal

If your group is interested in requesting weekly practice/rehearsal space, please review the following:

Organizations are currently limited to eight hours of practice each week.
Campus Recreation Center Block Booking Policies:
The maximum time block is 1.5 hours during “prime time” or 2 hours during “non-prime time”.
Prime time is defined as Monday - Thursday 5 pm - 11 pm for indoor areas, and Monday-Thursday, 6 pm-11 pm for grass fields. Non-prime time hours are all other hours
Organizations will receive one warning after their first “no call/no show”. Reservations may be canceled after the second “no call/no show”.
Organizations requesting the use of Wellness Studios or Multipurpose Room must first complete the Contract Form.
Groups can also request practice time in other spaces. Refer to the “Practice Space” tab of the Venues sheet, and 25Live for additional practice space venue options.
For more information about block booking policies, please refer to the Community Guidelines Section II.I.

Things to Keep in Mind When Requesting Space

To access a tutorial on how to find and request space, visit the “How To” section of our website where you will find the “Guide to Requesting Space in 25 Live”. You can also refer to the requests and reservations section of our website. For a full list and the most up-to-date information regarding available space please refer to 25Live.
It’s never too early to start planning your events! Make sure to follow our requirements for planning timelines found in Section II.B of the Guidelines. While space requests must be submitted through 25Live no less than 14 days in advance for any event, space requests for large-scale events should be submitted at least 4 weeks prior to the event.
When requesting space we encourage groups to refer to the Signature Events and Important Dates Calendar to inform your planning and avoid conflicts where possible.
Please remember until a confirmation is sent, the space is not reserved. Once a space request is approved on 25Live, organizations must submit an event request by creating an event on their organizational SBEngaged page within 48 hours of approval or the space request may be canceled. Events may not be advertised until approval is granted by the Program Advisor or their designee
Event cancellations and/or location changes must be communicated to your program advisor to ensure the changes are reflected on both 25Live & SBEngaged.
Location Changes: If you need to change locations for an approved event please submit a request in 25Live for the new space at least 14 days in advance. In the description field of the draft be sure to indicate this is to replace an existing reservation (noting the confirmation number when possible) to ensure the original reservation is canceled. Once the new space is approved in 25Live, please submit a change request in SBEngaged and upload the new 25Live approval.
Event Cancellations: If your organization needs to cancel an event please contact your Program Advisor so they can cancel the space on 25Live and on SBEngaged itself.
Cancellation policies and fees are established by the respective event location’s facilities management. These policies will be communicated to the Event Coordinator during the event planning process, either by the Program Advisor or staff from the event location. If no timeline is communicated, the organization should assume any event must be canceled no less than 7 business days prior to the event. Event cancellations that do not abide by the established policy may be subject to fees.
Invoices for fees are sent to the student organization by the event location
Student organizations are responsible for prompt payment of any and all fees
Organizations with outstanding fees may lose their ability to reserve space
Two or more no-shows for meeting room reservations by an organization may result in loss of reservation privileges.

Student Engagement & Activities

Office of Student Life

Stony Brook Union, Suite 205

(631) 632-9392

studentengagement@stonybrook.edu