Charles B. Wang Center
Stony Brook University
Stony Brook, NY
07/06/2015 07:21:05 AM
Charles B. Wang Center Reservations Policies & Procedures
To ensure that the Charles B. Wang Center provides you the best service possible in using its splendid facilities, your cooperation in complying to the policies & procedures detailed below is crucial. The Charles B. Wang Center is a non-sectarian, non-partisan, multicultural and multidisciplinary venue. It’s programmatic mission and policies aspire to reflect this.
1. Requesting a Reservation from the Wang Center
Reservations requests are processed on a first come first served basis. This Reservation Request form must be submitted no later than fifteen business days before the event. Submitting a reservation request is not a confirmation of a reservation. This request form allows the Wang Center offices to find out if your request can be granted. After checking out the availability of your facilities request, you will be sent a confirmation via e-mail or in writing. It is your responsibility to check the terms and verify the accuracy of your confirmed request.
This reservation request form is available online at https://naples.cc.sunysb.edu/Pres/wangforms.nsf/reservations.
Confirmed reservations will be cancelled if the policies & procedures below have not been completed.
2. Reservation Confirmation Deposit for events sponsored by Stony Brook University
For events sponsored by a Stony Brook University department, office or unit, there is a reservation confirmation deposit of $50.00 for each event/facility requested. Written acknowledgement of receipt of this deposit from the Wang Center Office ensures that your reservation is confirmed.
If you cancel your reservation ten business days before your event, this deposit will be refunded to you. If you fail to cancel your reservation ten businesss days before your event, this deposit will not be refunded to you.
This reservation confirmation deposit can be paid by check to “Wang reservations” or via journal transfer using the appropriate forms to IFR# 900108. Please submit the journal transfer form to the Wang Center Office -- NOT TO ACCOUNTING.
3. Deposit for Renting a Facility for external Groups only
For events that are sponsored by a non-Stony Brook University organization, individual, corporation or group a deposit of 10% of the total facility rental fee is required to confirm your reservation. You can pay by check payable to “Wangreservations” or on-line via credit card (Visa, Mastercard, Discover) Written acknowledgement of receipt of this fee from the Wang Center Office ensures that your reservation is confirmed.
If you cancel your reservations ten business days before your event, this 10% deposit will be refunded to you. If you fail to cancel your reservation ten businesss days before your event, this 10% deposit will not be refunded to you.
4. Reservation Confirmation
Upon receipt of the reservation confirmation fee or 10% rental deposit, you will be sent a reservation confirmation via e-mail or in writing. Written acknowledgement of receipt of this fee from the Wang Center Office ensures that your reservation is confirmed.
Your reservation confirmation will include the date, time, name of event and facilities requested. This confirmation will include an estimate of all applicable rental, audio-visual and custodial fees. The reservation confirmation fee or 10% rental deposit will be applied towards these applicable fees.
5. Audio Visual Needs
Upon receiving your reservation confirmation from the Wang offices, you MUST contact the Wang AV office directly about your Audio/Visual requirements no later than ten business days prior to the date of event at 631-632-1977 or email to: firstname.lastname@example.org You are encouraged to contact the Wang AV Services Office as early as possible.
6. Room Set- Up
If you have reserved the Chapel and/or Theater Lobby and/or the Main Lobby and/or the Lower Lobby, you MUST contact Wang Facilities Office directly for space setup no later than ten business days prior to the date of event at 631-632-1941 or email to: email@example.com
7. Food and/or Beverages at your Event
These policies apply if you are having food and/or beverages at your event.
a. If you are using Stony Brook University’s Campus Dining Services for your food and/or beverages needs, you can contact 631-632-6522 and make the appropriate arrangements. You will not need a food or liquor permit if you use SBU’s Campus Dining Services.
b. If you prefer to use another caterer, or are providing your own food and/or beverages you must acquire a food permit that is approved and signed by the University’s Environment, Health and Safety Department. Please read carefully and comply with the requirements, restrictions, and procedures stipulated in the food permit form. If you are serving alcoholic beverages you MUST complete and submit the following NYS Alcoholic Beverage Control Special Permit form and fee as per the instructions.
8. Occasional Users Revocable Permit
c. Regardless of your caterer, if you are serving alcoholic beverages, you MUST complete this Special Request to Cater Alcohol form and submit it no later than four (4) weeks prior to the event.
d. You must submit the approved and signed food and/or liquor permit to the Wang Offices prior to your event. You must also bring a copy of this approved and signed food and/or liquor permit to your event in case a university official, or the Health Department needs to verify it. Failure to present an approved and signed food and/or liquor permit may result in you not being able to serve food and/or beverages at your event.
For events that are sponsored by a non-Stony Brook University organization, individual, corporation or group, a revocable permit is required. This should be submitted no later than 10 business days in advance to the Wang Center offices.
This must be completed and faxed to 631.632.9503
9. Right to Cancellation
Please note that the Wang Center reserves the right to cancel a confirmed reservation if the event is deemed inappropriate, or if circumstances dictate within the parameters of reason.
10. Wang Center Parking Policy
All persons attending events at the Wang Center should park in the Administration Parking Garage (fee) on the Stony Brook Campus near the Wang Center, and after 4pm and on the weekends, in any Faculty/Staff lot that is not 24 hour Faculty/Staff (free). During regular business hours, free parking is available in the South P Parking lot.
Parking is not permitted in the loading dock area located at the Wang Center. The loading dock is for vehicles loading or unloading materials for an event at the Wang Center. All vehicles after loading or unloading should be parked in either the Administration Parking Garage or the South P Parking Lot before 4pm. After 4pm, guests of the Wang Center may park in any Faculty/Staff parking lot that is not 24 hour Faculty/Staff. All vehicles left unattended for twenty minutes or more, at the Wang Center loading dock, will be subject to being ticketed and/or towed.
It is the responsibility of the coordinator/contact person to inform all attendees and vendors (caterers, disk jockeys, performers, and exhibitors) of this policy.
The Facility Management of the Wang Center appreciates your cooperation with our Parking Policy.
On Campus Map showing Wang Center & Parking
11. Use of Campus Facilities
For any questions and clarifications, you can contact the Wang Office at 631-632-1965 Monday to Friday from 9 to 5 pm.