Please submit all paperwork at least 30 days prior to the event.
Step 1: Submit the FUSE form
To avoid delays, make sure the form is completely filled out including the Department Chair's signature
Step 2: If technology is needed for the event, the requestor must submit a ticket to IMS via the Team Dynamix portal.
Step 3: In compliance with our Child Protection Policy, if non-student children under the age of 17 will be present at the event, the requestor must contact Internal Controls to confirmed that they are certified to have children at the event. For more information, see this link.
Step 4: Conference services must approve the following events with:
- Outside speaker
- Outside vendor
- Admissions charge
- Food (Catering must be done through SUNY New Paltz)
Step 5: If tables are required at the event, the requestor should submit a work order to Facilities.
Other important information:
Building Access Exception Form
Please review the Free Speech Policies
All event/meeting coordinators who have reserved non-card access academic space during the weekend (i.e. Lecture Center and Coykendall Science Hall classrooms) will be responsible for unlocking and locking up the building, and all rooms under that reservation. In addition to submitting the FUSE form to the Office of Records and Registration, the Building Access Exception form and your Astra room confirmation PDF must be submitted to the University Police Department on the day of your event in order to pick up the keys for the weekend event/meeting. The name on the room confirmation PDF must match the person who is requesting the key(s).
Please note that your event reservation is not official and cannot be advertised with a location until an Ad Astra room confirmation email has been received by the requester.
