Once a Campus Recognition/Charter Form is filed with the Student Association, student organizations are given the privilege of utilizing campus facilities. You must have your Recognition/Charter Form filed first. It must be typed. Hand written forms will not be accepted.
Forms are submitted to the Office of Student Activities and Union Services for approval at least twenty one (21) days prior to the date of the event. Once acknowledged, the organization may begin to finalize the event.
Space Availability On Campus For Weekly Meetings And Programming
- FUSE Forms for weekly meetings will be accepted on the first day of classes each semester at 9:00 AM.
- First Floor Lounge and The Multi-Purpose Room can not be booked for Weekly Meetings.
- The Student Union Building is the predominant building for student programming on campus.
- All areas in the Student Union can be reserved at least twenty one (21) days in advance of an event, programs, and ten (10) days for a meeting.
- Academic space is designed primarily for classes, space is available for use by student groups when the Student Union is booked.
- The request for academic space by a student group that is coordinating and/or co-sponsoring an event will be accepted by the September 15 in the Fall and February 15 in the spring.
- Changes to weekly meetings will not be allowed once paperwork has been processed.
- Tabling does not pertain to the above policy. Tabling can begin as of the first day of class. The sign-up grid is located with the Keyboard Specialist in the Office of Student Activities and Union Services.
SUB Space Specifications
Multi-Purpose Room
- Banquets for up to 300 are contracted through Food Service
- In-house sound/video projection available. Theatre-style screen mounted from the ceiling above the alcove.
- All events must be registered and approved before scheduling
- Services can be contracted and space can be reserved by the Office of Student Activities and Union Services two weeks prior to the event
4th Floor Conference Rooms
- 7-9 rooms - capacity ranges from 20-50 people
- Space can be reserved through the Office of Student Activities and Union Services at least five days prior to use for meeting use only
- All rooms must be set up to the specifications on the back of each door. Failure to do so will result in a 10.00 fee per room each time. This fee will be collected within 10 business days of assessment and checks need to be payable to Student Activities and Union Services.
- Wireless Access Point present Internet with New Paltz Login
First Floor Lounge
- This space can not be used from 11:30 AM-1: 15 PM and from 6:00-7:00 PM
- Prior to scheduling, events must be registered and approved by the Office of Student Activities and Union Services and the club's advisor
- Wireless Access Point present Internet with New Paltz Login
Other Student Union spaces and policies
Student Union Tabling Policy
Tables in the Student Union need to be reserved in advance in the Office of Student Activities and Union Services. Tabling space is located on the first floor of the Student Union outside the First Floor Lounge. There are four vendor tables available per day. Groups are limited to one table per organization/department. Only one department may table per day. Due to space limits each table can only have two seated participants.
Display Cases
Display Cases can be reserved on the first business day of each month prior to the month the space is to be used (for example, a November display case would be reserved on October 1). There are a limited number of display cases. Organizations are limited to one display case reservation per semester. Materials must be removed from display cases on the last day of the month. Items left will be discarded on the first day of the new month, and the Office of Student Activities will not be responsible for them. Display cases currently can be locked to secure items.
Students Posting of Information and Guidelines for Providing Information
- Any person or persons, organization and/or affiliation advertising events, providing information, student campaigning for positions related to SA, UGA. NRHH and/or RHSA, and or informing campus community, or distributing publicity must follow the following policy for posting of information.
- All flyers, advertisements and postings must be approved by the Office of Student Activities. Failure to obtain the Student Activities approval stamp will result in the removal of your postings.
- All publicity must be sponsored and approved by organizations within SA, UGA and/or RHSA or supported by such governing boards.
- No promotional material will be approved if alcohol is advertised in such a manner as to promote high-risk or underage drinking.
- All posters must state "Sponsored by (your organization)."
- SA sponsored organization flyers must state "Sponsored or Funded by the Student Association."
- To distribute information to residence halls, a maximum of two-piece per hall can be distributed by dropping off materials to the information center on the 1st floor of the SUB.
- Posters may be hung up in windows where tacks strips are located. Wooden stanchions are not permitted for the hanging of posters. The tack strips are located in the vestibule facing Haggerty Administration Building and inside the 1st floor lounge windows.
- Nothing is to be taped to anything in the Student Union Building.
- All other locations on campus for the purpose of providing information can only be displayed on interior and/or exterior bulletin boards. The maximum of 2 pieces of information are allowed per bulletin board. Please be considerate and do not overlap our exceed 11x17 with your postings.
- The Office of Student Activities and Union Services will approve table tents for food service areas. Food Service reserves the right to limit the number of table tents displayed at one time.
- Please be advised that the office of Student Activities and Union Services must acknowledge all distributed information in advance of posting and be provided a black and white copy.
- Do not post publicity information unless you have a confirmation number for the space. Your promoting of an event does not confirm or allow for you to have the space you are promoting.
- The use of chalk, washable paints; crayons, markers, pens, pencils, carvings, etchings, sketches or any other forms of graffiti are not permitted on campus property.
- Student groups are responsible for taking down all flyers posted in academic buildings and around campus on the outside bulletin boards at the conclusion of the approved event.
- Any violation to the above policy will result in a charge for clean up.
- SA Graphics, in SUB 419, has desktop publishing and duplicating services available.
- Information that involves political campaign activities visit the SUNY New Paltz Policy on Political Campaign Activities.
