Event Scheduling Policies

The following policies have been adopted to facilitate the best possible use of facilities.

Current Fisher students and employees should see event scheduling information here (login required). Faculty requesting a classroom change for full semester academic classes should submit their request to the Registrar's Office.

All others should submit reservation requests to reservations@sjf.edu for consideration. Non-affiliated groups may be required to provide evidence of adequate insurance coverage. You may purchase insurance through Tulip.

• All activities must be aligned with the following: 
  • Facilities Use Policy [pdf] 
  • Fire and Life Safety Considerations [pdf]
• Academic courses have first priority in classroom space.
• A minimum advance notice of two working days is needed for most reservations.
• Any reservations requiring audio/visual or food services must be completed 3 full working days in advance.
• All food and beverage orders must be catered by Fisher Dining Services, unless otherwise approved. Exceptions must be cleared by the general manager of Fisher Dining Services.
• Organizations/individuals must cancel a reserved space that will not be used at least 24 hours in advance.
• All scheduled events must end at least one half-hour before the building closes in order to permit clean-up by the sponsoring organization.
• It may be necessary to relocate a function in order to best use the facilities available. If this is necessary, all parties will be notified as far in advance as possible.
• Technical service, complex set-ups, equipment rentals, and food services may involve direct charges to the organization/individual placing the reservation.
• Persons using space are responsible for leaving the room in a neat and orderly state. Persons who leave a disorderly room will be liable for a service charge for resetting the room in addition to any normal charges that would be applicable. Continual misuse of facilities may result in a restriction of reservation privileges.
• Nothing may be sold and no funds may be solicited at unreserved locations.
• Provisions must be made for the safety of persons attending an event on Fisher property. It is the organization/individual’s responsibility to make sure that safety regulations required by Fisher are met. Fisher reserves the right to approve all physical arrangements for safety.
• Use of Fisher facilities does not imply an endorsement of an organization, its events, or its objects by the university.
• All activities must be in complete accordance with all federal, state, and local statutes.
• All groups must adhere to the policies and procedures set forth by the Events and Reservations Office and St. John Fisher University campus policies.
• All payments should be sent to SJF Business Office 3690 East Avenue, Rochester, NY 14618. Acceptable forms of payment are by check or fund transfer.
• The Athletic Department scheduler oversees and approves all athletic facility usage and schedules. Each event is considered individually so there may be exceptions to this general procedure.
• No individual student can reserve a space in the athletic facility. During operational hours, one court will remain open for recreation. The fitness center is available to the general student population.
• Captains of teams cannot reserve a space for a captain's practice in the off-season as this is against NCAA policy.