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Campus Event Planning
Information for AU Faculty and Staff

Events planned by University faculty and staff must be coordinated by the requesting department. Please see, below, procedures for planning events on campus during the academic year and during the summer months.

Off-campus event planners should be directed to our Conferences & Special Events website.

Contact:
Office of Summer Programs
Alfred University
Carnegie Hall
1 Saxon Drive
Alfred, NY 14802
607.871.2612
607.871.2045 (FAX)
Email

Melody McLay, Director

Facilities Rental Fees

If campus facilities are to be used by an outside group and you are making arrangements on their behalf, they have to pay a rental fee for use of the space. (See AU Facilities Rental Fees.)

If the space is to be used by a University employee for AU business, there is no rental charge. 

If the space is to be used by a University employee for personal use, most of the rental fees would be discounted 50%. Exceptions: full fees must be paid for use of the Knight Club and the Saxon Inn breakfast room and conference room (the standard employee discount is available for Saxon Inn guest rooms), and the fee for Howell Hall would be waived for employees who agree to follow the instructions on the attached Howell Hall procedures document.

For further information regarding facilities rental fees please contact Melody McLay or Kristen Karl.


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Events Held During the Academic Year

If you wish to hold an event on campus anytime from mid-August through Commencement in May, it is your responsibility to make all arrangements for the event. (See next section for information re: events held during the summer.)

Make arrangements for housing at the Saxon Inn or at local hotels/motels, arrange for food service and reserve spaces on campus such as classrooms, conference rooms, Powell Campus Center, Nevins Theater, etc.

  • Saxon Inn reservations should be made by calling the Inn at 607.871.2600.
  • Powell Campus Center spaces and Howell Hall should be reserved through Nancy Banker.
  • Olin Building classrooms and conference room can be reserved through Judy Scott.
  • Additional spaces on campus should be reserved through the appropriate building reservation contact person.

Room set-ups for the Campus Center should be requested through Nancy Banker.  All other room set-ups should be requested from the Physical Plant department via email. (There will be a charge for Physical Plant set-ups. They will ask for an account number to use for billing purposes.)

Audio-visual equipment should be requested as follows: 

If you wish to have alcohol served at your event, you must obtain it from the University and make arrangements with the University to have a bar set up. It is important to make these arrangements well in advance – a month or more ahead of time.  Procedures are as follows:

  • Fill out an alcohol request form & submit it to the Student Affairs Office at least three weeks prior to the event.
  • If the alcohol request is approved a University representative will be in touch with you to discuss details and bar arrangements and, depending upon the location of the event, will let you know whether or not you will have to pay $75 for a special liquor permit.

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Events Held During the Summer

If you wish to hold an event on campus anytime from mid-May (after Commencement) through mid-August, you must first clear your plans with the Director of Summer Programs. At this time you should also let her know whether or not your group will need to be housed and fed on campus. She will check to see if there are any conflicting programs taking place during the time period you have selected.  If not, she will approve your plans and place your event on the A.U. Master Summer Calendar. (Note: If you are planning a wedding, you must contact Kristen Karl to make arrangements for that event.)

After you get approval from the Summer Programs Office, you should make arrangements for housing and food and reserve other spaces on campus such as classrooms, Powell Campus Center, Nevins Theater, etc.

  • Saxon Inn reservations should be made by calling the Inn at 607.871.2600.
  • Campus residence hall, suite or apartment housing arrangements should be made with Melody McLay, Director of Summer Programs.
  • Powell Campus Center spaces and Howell Hall should be reserved through Nancy Banker.
  • Olin Building classrooms and conference room can be reserved through Judy Scott.

Room set-ups for the Campus Center should be requested through Nancy Banker. All other room set-ups should be requested from the Physical Plant department via email. (There will be a charge for Physical Plant set-ups. They will ask for an account number to use for billing purposes.)

Audio-visual equipment should be requested as follows: 

If you wish to have alcohol served at your event, you must obtain it from the University and make arrangements with the University to have a bar set up. It is important to make these arrangements well in advance – a month or more ahead of time.  Procedures are as follows:

  • Fill out an alcohol request form & submit it to the Student Affairs Office at least three weeks prior to the event.
  • If the alcohol request is approved a University representative will be in touch with you to discuss details and bar arrangements and, depending upon the location of the event, will let you know whether or not you will have to pay $75 for a special liquor permit.

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Event Contacts

Executive/Professional Training Sessions/Retreats, Weddings, Banquets and Reunions - Kristen Karl, Manager of the Saxon Inn, 607.871.2852, Fax 607.871.2650, email.

Summer Conferences, Seminars, Workshops and other Academic Programs that take place on campus from mid-May through mid-August - Melody McLay, Director of Summer School and Summer Programs, Office of Summer Programs 607.871.2612, Fax 607.871.2045, email.

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