All student organizations and clubs should request their room reservations with the Office of Student Leadership and Involvement. If you have any questions please contact the Student Leadership and Involvement office at 617.573.8320.
The following form is for events sponsored by Suffolk University Departments and Offices ONLY. Faculty and Staff: please use this form to reserve a Function room in the Donahue Building and for Lobbies in Sawyer and Donahue to be used for displays and tabling only.
Off-campus vendors can use this form to request tabling in the Donahue and Sawyer Lobbies for a flat rate of $100 per day.
* indicates required information.
|*First and Last Name:|
|* Name/Title of Event:|
|If 'Other' Please Specify:|
|* Preferred Date:|
|* Start Time:|
|* End Time:|
|* Access Time:|
|* Re-set Time:||
NOTE: Please indicate a minimum of 30 minutes for clean-up time if your event is catered
and refer to the section on food below
|* Preferred Location:|
|* Alernate Location:|
|* Audience Type:|
|Anticipated Attendance:|| Students
Staff / faculty
|* Head Count:|
|* Food Services and Catering:|| Yes No
1. If 'yes' please contact Sodexho Catering Services at (617) 305-6234
2. Include an additional 30 minutes in your reservation time (Re-set time)
3. Notify the department regarding clean up after your event
|Audio - Visual:|| Yes No
If 'yes' please contact Donahue Media Center at (617) 573-8168,
or the Sawyer Media Center at (617) 573-8484
|Alcohol Service:|| Yes No
If 'yes' please review the University Alcohol Policy
|* Room Set-Up:||
is there anything else
you'd like us to know?
By submitting this Function Space Reservation Request, as representative of the sponsoring organization, I have read, understand, and agree to abide by the policies pertaining to the use of campus facilities for the meeting(s) specified on this form. I understand that submission of this request does not guarantee approval of my meeting. Meeting space is not confirmed until you receive a confirmation from the Office of Student Leadership and Involvement within 3-5 business days of your submission.
When purchasing tickets for events, you must present your valid Suffolk ID. Tickets for most events can be purchased at the Hub Information Center, located in the Sagan Lobby, Donahue Building. There are no refunds for purchased tickets, and tickets must be purchased with cash or a RAM card. Tickets are non-transferable. Tickets for off-campus events must be purchased in advance. There will be no tickets sold at the door for events held at a venue off-campus.
When approved, students may invite guests to campus events. All guests attending Suffolk events must present a picture ID when requested by University staff. In addition, the Suffolk student hosting the guest must be present with the guest at all times. It is responsibility of the Suffolk student and his/her guest to act in accordance with University policies and he/she will be held responsible for his/her guest’s behavior. Inappropriate behavior will be reported to SUPD and/or Student Affairs for appropriate disciplinary action. Exceptions to this policy may be made on a case-by-case basis by the director of Student Leadership and Involvement or the department director overseeing the event.
It is the responsibility of the Office of Student Leadership and Involvement to ensure that advertising in administrative and academic buildings is appropriate, effective, and not redundant. For those reasons, the following policies apply:
All posters and flyers posted on unrestricted* campus bulletin boards must be stamped by a staff member in the Office of Student Leadership and Involvement. The Office of Student Leadership and Involvement will keep one copy of each advertisement for its records.
A maximum of 50 posters or flyers will be stamped per event for a registered student organization or University department.**
The stamped materials should be distributed among all administrative and academic buildings throughout campus—including NESAD, whose flyers may be sent via campus mail.
*Unrestricted bulletin boards are those NOT enclosed in a glass casing or designated by a department.
**For non-Suffolk organizations or sponsored events, the maximum amount of flyers posted is five (5) and they must be stamped. This amount will allow at least one advertisement on every bulletin board in the Archer, Donahue, Fenton, Ridgeway, and Sawyer Buildings. Please note the following: It is the responsibility of the organization or club to post and remove its own flyers at the determined date. Posters and flyers cannot be posted on any restricted bulletin boards, windows, doors, posts, elevator doors, or within elevators or bathrooms. If found, they will be removed.
If alcohol will be served at an event, the advertisement shall not mention the availability of alcoholic beverages.
University-affiliated departments and groups cannot post posters larger than 11” x 17” on bulletin boards.
Non-University groups cannot post posters larger than 8.5" x 11” on bulletin boards.
DO NOT post your advertisements over the advertisements of other departments or organizations. If no space is available on a particular board, you must wait until space opens up before posting your flyers. Advertisements posted over the advertisements of another group will be removed.
Flyers may not be posted anywhere in the Sawyer Lobby (upper or lower).
All publicity copy must include the following (as applicable): Full name and contact information of the sponsoring organization(s), nature of the program, short description of the event, date, time, location of program/event, and availability of transportation (or directions) if the event is held off-campus, admission criteria, if necessary, such as ticket price or Suffolk University ID requirement , rain dates and refund policy, if applicable.
In order to keep our advertising practices fair and consistent for all groups, the staff of the Office of Student Leadership and Involvement will monitor the campus bulletin boards to ensure that these policies are being followed. An organization that consistently violates these policies will have its advertising rights restricted.
All organizations are asked to distribute no more than 50 flyers evenly throughout the six main administrative buildings. The following distribution is recommended:
Fenton Building (and annex)—15
For your convenience, please keep in mind that we are happy to send NESAD and residence hall flyers through inter-office mail for posting.
In an effort to increase awareness and publicity of ongoing programs and services, the use of easels in Suffolk building lobbies has grown tremendously. To help alleviate the congestion caused by numerous easels in the Sagan Lobby of the Donahue Building, we ask that the Suffolk community adhere to the following guidelines: Please call the Office of Student Leadership and Involvement at 617.573.8321 to reserve an easel space in the Donahue Lobby. To display in the Sawyer Lobby, please contact Alisa Berman at 617.573.8301. No more than three easels are to be used in lobbies at any one time. Easels should not be used to advertise ongoing or generic services. They must be used for dated events. Easels may not block access to The Hub or its surroundings, elevators, door or entrance ways, and/or egress or emergency exits. ADA concerns must also be taken into consideration. Easels must be used for advertisements sized 24 1Ž2” L x 18 1Ž2” W and no larger than 36” L x 24” W. All easels must contain information required for flyers in the posting policy. In the event the number of requested easels exceeds the maximum of three, priority will be given to advertising those events scheduled to occur within the following week. A limit of three easels may be displayed in the Donahue Lobby and Sawyer Lower Lobby. For accessibility reasons, no easels are allowed in the Sawyer Upper Lobby. Posters on easels must be approved by the Office of Student Leadership and Involvement.
In an effort to maintain a welcoming environment in an open access area, video presentations must be informational and, when issue-oriented, must present both sides. Student organizations should have considered all copyright issues associated with public viewing of videos. In addition, videos must use appropriate language and be suitable for presentation in a public area at the discretion of the Office of Student Leadership and Involvement. Student organizations must submit requests and obtain approval to show issue-oriented videos from their program advisor in advance of securing lobby space. If approval is obtained, volume must be kept at minimal levels at all times.
All departments/organizations interested in posting in the residence halls should bring one of the flyers or posters to the Office of Student Leadership and Involvement to get stamped approval. Then, you may bring the stamped copy and flyers or posters to the Residence Life and Housing Office, located on the 7th floor of 73 Tremont Street. You will need a total of 50 copies to be posted in all approved bulletin boards in the halls. For security reasons, organizations may not post their own flyers in the residence halls - Residence Life and Housing will post all flyers within 48 business hours of when they are dropped off at the Central Office. If you have questions about posting flyers in the residence halls, please contact Residence Life and Housing at 617.305.2500 x 0.