Cancellation, Billing, & Fees

Cancellations:

Student Organizations

The Events Management Committee reserves the right to postpone reservations of any organization in the process of preparing for an event that has evidenced failure to comply with the policies outlined in the Events Management Timeline.

Student Meeting Room Cancellations

Student groups must cancel at one week prior to the organization meeting. Two or more no-shows by an organization may result in loss of reservation privileges. The requesting group contact must notify the Department of Student Engagement & Activitiesby emailing studentengagement@stonybrook.edu.

Student Programming Space Event Cancellations

Student groups must cancel at least one week prior to the event. Cancellation of events inside one week may result in an organization being invoiced to cover staffing, resources and room set-up fees. The fees will be calculated in accordance with posted internal resource rates. The requesting group contact must notify the Department of Student Engagement & Activities by emailing  studentengagement@stonybrook.edu. Failure of an event organizer to show up at pre-event or within 30 minutes of the scheduled event start time may result in event cancellation. Two or more no-shows or late cancellations by an organization may result in loss of reservation privileges.

University Departments

Cancellations may be made at no charge more than 1 week in advance. Cancellations made within 1 week to 3 days prior to the event are subject to a cancellation charge of 50% of the total invoice. No-shows and cancellations made within 2 business days will be charged for all applicable personnel and equipment costs. Two no-shows within a 1-year period will result in loss of future reservation privileges.

Any requests to cancel a reservation entirely must be received in writing.

A revised confirmation and invoice will be sent to the event organizer following any cancellation.

External Organizations

Cancellations must be made at least 14 days prior to the event start date. Any cancellations made less than 14 days will be charged 100% of the total invoice. Payment must be received 10 days prior to the event.

No Shows: 

No shows are defined as those events where: 

• the event organizer or sponsoring organization has not arrived at the event location within 30 minutes of the scheduled event start time as indicated in the 25live reservation. 
• the event scheduled to take place does not occur but an alternate event occurs that does not make appropriate use of the space/resources. (i.e. the room is set up for a lecture of 100 people and 2 people show up and sit at a table playing cards)

Billing:

Payments for events hosted at the Campus Life Centers can be paid directly in the Campus Life Centers office by Cash, Check or MSR.  Campus Life Centers is unable to accept credit card payments at this time.

You can pay by check payable to “Campus Life Centers - 90110800.”

Please send checks via Fedex or UPS to:

Campus Life Centers

Stony Brook Union, Suite 205

Stony Brook University

Stony Brook, NY 11794-3200

Events that are sponsored by a non-Stony Brook University organization, individual, corporation or group are due 10 business days prior to the event. Please note that Campus Life Centers reserve the right to cancel a confirmed reservation.

Cash or check payments are subject to a 17.64% surcharge. Any payment made by Materials and Service Requisition (MSR) or Journal Transfer will have the surcharge waived from the related invoice. This surcharge is mislabeled as a "tax" on the invoice.

Usage Fees:

The full list of Facility Usage Fees & Resource Fees can be found here:

Campus Life Centers Facility Usage Fees

Usage Fee Memorandum (2024-Current)