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Special Events at ESF

Special Events Coordinator

  • Lauren Gibbs
    Special Events Coordinator
    (315) 470-6889/6589

The Office of Physical Plant & Facilities can provide equipment and services to help you plan your special event on campus.

A “special event” is any event on campus that requires a room setup that differs from the standard setup found in that space, involving either rearrangement of furniture, or additional furniture/equipment.

Setup/Equipment requests must be submitted to the Physical Plant office at least 10 business days in advance of the event date.


ESF Students, Faculty and Staff

Most spaces on campus can be reserved through ESF Spaces, the College’s online room reservation system.

Each location listed on ESF Spacesincludes details on what features come standard for the space.

Event Hosting by Entities Unaffiliated with ESF

If you are a non-ESF affiliated organization seeking to host an event at SUNY-ESF, please contact the Special Events Coordinator directly for information.

IMPORTANT NOTE: Gateway Center Event Space is scheduled differently than other spaces:

Once you reserve a space for your event, if you need anything different in the room other than the standard setup, you must submit a separate setup request to the Special Events Coordinator.

Room Setups, Capacities, and Equipment

Physical Plant can provide the following items for your on-campus event:
  • Rectangular Tables (30” x 72”)
  • Folding Chairs
  • Wooden Easels
  • Foam Poster Boards (48” x 96”)
  • Wooden Stands for Poster Boards
  • Mobile Coat Racks

Other Items to Consider When Planning your Event

  • Catering
    Any licensed catering service or restaurant may provide catering to your event. Homemade or home-prepared food of any kind is prohibited from being served at on campus events.
  • Alcoholic Beverages
    Prior approval from the Vice President for Administration is required for ALL events that wish to serve alcohol at an on campus event. An Application for Permission to Use, Serve, and Distribute Alcoholic Beverages (Alcohol Request Form) must be submitted by the sponsoring organization/department/entity for each event at least six weeks prior to the event.

    NOTE: Be sure you adhere to campus policies, including: Alcohol Use Distribution Policy, and Alcohol and Other Drug Use Policy.
  • Parking Arrangements
    On campus parking is always limited, and requests for special arrangements should be discussed directly with the University Police Department.
  • Presentation Technology & Audio/Visual Equipment
    You should first check the ESF Spaces page to learn what A/V equipment comes standard in the space where you will hold your event. Any request for specific equipment not already in the space should be discussed directly with the Campus’ ITS department.