Welcome to Facilities Rental. Our staff work with students, staff, faculty and off-campus organizations to coordinate events to be held on the campus. We also serve as the liaison between those hosting the event and the SUNY Old Westbury staff needed to ensure the event's success. Our goal is to provide you with a pleasant experience before, during and after your rental. Available locations vary from collegiate, manicured and pristine to natural, rustic and serene. Potential venues on this beautiful, 604-acre campus include classrooms, multi-purpose rooms, conference rooms, both indoor and outdoor athletic facilities, theaters and recital space, scenic roadways, open green meadows, and wooded trails.
Any internal group wishing to use campus facilities must complete and submit an Internal Event Request Form. A student group seeking to hold an event on campus must receive initial approval from the Office of Student Activities; a faculty member will receive event approval from the Office of Academic Affairs; and a staff member will obtain approval from their immediate supervisor. For additional guidelines, refer to Policy B-01 – Use of University Facilities for an Internal Event.
Any External organization who wishes to rent University facilities must submit an External Organization Request Form. Based on the information provided, we will determine availability, review the request with the Permit Committee and upon approval, draft a permit and assess fees. The permit and invoice will be returned to the permittee (group requesting use). For additional information, refer to Policy B-02 – Use of University Facilities for External Events. Under SUNY’s Commercial Use Policy, the campus is permitted to rent its facilities to commercial organizations so if you would like to plan an event in any of our beautiful campus venues, contact us.
All events will be scheduled and coordinated in the University's calendar reservation system called Q Ware. This interactive system will allow users to request campus resources, including dates, times and venues. Facilities Rental staff members will serve as the administrators of Q Ware, review requests and make changes to authorize to the next level. Requestors will be able to follow the progress and be notified of any updates.