Conditions for the Occasional Use of
University at Albany Facilities by Non-Commercial Entities
Stacy Stern
Assistant to the Vice President
Controller's Office
University Hall Room 212
1400 Washington Avenue
Albany, NY 12222
Phone: (518)-956-8130
Fax: (518)-956-8121
Revocable permits are issued for short-term use of University facilities by non-commercial organizations.
An applying organization must submit a completed Revocable Permit as well as an application for use of University Facilities. Organizations may be required to provide additional information concerning the proposed use of a University facility with their application. Requests for facility use are not to be considered approved until written confirmation for that specific request has been received by the organization and the Revocable Permit has been executed.
Please check with the venue manager of the facility you are interested in to confirm availabilty prior to beginning the Revocable Permit process.
In order to reserve a facility, an organization is required to:
1. Provide insurance covering the State of New York and the State University of New York in the event of personal injury or death arising out of the use of University facilities. The State of New York and the State University of New York must be named as Additional Insured on the insurance policy.
Additional Insured to be named as:
University at Albany, State University of New York
1400 Washington Avenue
Albany, NY 12222
The minimum coverage required is:
- General Liability in the amount of $1,000,000 combined (bodily injury and property damage) Single limit-each occurrence, $2,000,000 aggregate.
- General Liability for the SEFCU Arena and swimming pool in the amount of $2,000,000 combined (bodily injury and property damage) Single limit-each occurrence, $4,000,000 aggregate
- Automobile Liability (owned and non-owned vehicles) in the amount of $1,000,000 each occurrence.
- Worker’s Compensation and Disability Benefits- New York statutory requirements.
2. Observe established campus regulations and policies
3. Indemnify the University and its employees from any liability arising out of the actions of the organization in the use of the University facilities by the organization.
4. Reimburse the University for any damage (beyond normal wear and tear to the University facilities resulting from the use by the organization).
5. Compensate the University for the amount specified (as determined by space and services requested) in advance of the organization’s use of the University’s facility. A $50 application fee must accompany each application.
Public advertisements for proposed activities shall be submitted to the University for approval prior to their release. Charitable or public benefit organizations may charge an admission fee or accept donations subject to State and Federal governing laws. Where admission fees are charged or donations accepted, the organization shall make it known in all publicity notices that the proceeds are for the benefit of the organization and not the University at Albany.
Completed Revocable Permit Packets should be sent to the attention of Stacy Stern at the above address.
All revocable permits must be reviewed and approved by the University at Albany Controller. Revocable permits will only be considered if all accompanying documents, including the certificate of insurance, are included. Reservations will not be confirmed until a revocable permit has been issued. It is your responsibility to follow up to make sure that all materials have been received by the Controller's Office.
Once your revocable permit is approved, you may confirm event details with the venue manager for the area you are looking to reserve.
You are responsible for contacting and coordinating all aspects of your event with each responsible area manager including but not limited to, parking, catering, security, etc...
Questions regarding specific venues should be directed to the following:
| Facilities/Services |
Contact |
Phone |
| Alumni House |
Alumni House |
(518) 442-3080 |
|
Audio Visual Equipment Outside of the Campus Center |
Kyle Pulliam |
(518) 442-3649 |
| Campus Center and CC Audio/Visual Equipment |
Scott Birge |
(518) 442-5490 |
| Chapel House |
Chapel House |
(518) 489-8573 |
| Exterior Venues (walks/runs on campus grounds or parking lot use) |
Jennifer Watson |
(518) 437-3983 |
| Food Service |
Chartwells Dining Service |
(518) 442-5986 |
| Lecture Centers and Classrooms |
Ellen Weatherby |
(518) 442-5540 |
| Life Sciences Research Building |
Jessica Domery |
(518) 437-4414 |
| Parking |
Rose Dorsman |
(518) 442-3121 |
| Performing Arts Center & Page Hall |
Patrick Ferlo |
(518) 442-3995 |
| Residential Life / Summer Conferencing Housing |
Todd Jones |
(518) 442-5875 |
| Science Library |
Linda Reeves |
(518) 442-3568 |
| SEFCU Arena, PE Building, Bubble, Athletic Fields |
Cara White |
(518) 442-3336 |
| Swimming Pool |
Alisha Hennet |
(518) 437-3067 |
| Telecommunications |
Ron Thomas |
(518) 437-3800 |
| Teleconferencing |
Lisa Taylor |
(518) 956-8155 |
| Tent Permits |
Jennifer Watson |
(518) 437-3983 |
Please note that the SEFCU Arena Parking Lot may only be requested when the event holder is also booking the arena itself.
Please note that no external events will be booked during the first and last weeks of the semester, Fountain Day weekend and December and May Commencement weekends. Also, support services may be limited in the week preceding and following commencement ceremonies and around holidays and semester breaks. Please call to check event blackout dates prior to filing an application if your proposed event takes place during these windows.
