Frequently Asked Questions

On-Campus Departments/Recognized Student Organizations are able to follow the timeline below:

• Meetings – one year in advance
• Events – up to three years in advance for major university events/initiatives; 1 year in advance for smaller programs

External Clients are able to reserve a space up to one year to the day for any facility on campus. We recommend booking the following year directly after the billing for your most recent event is complete to ensure the space is available!

• Yes! We offer free guest Wi-Fi on campus. For departments sponsoring large numbers of guests, you may create accounts for your guests ahead of time using the CCSU Guest Sponsor portal.
  This is a courtesy service to guests of CCSU because we recognize the popularity/necessity of the Internet and have extended this option for the convenience of our visitors. If you are on campus for a prolonged period of time or for a supported function, please contact the IT Help Desk at 860.832.1720 or techsupport@ccsu.edu if you require additional access.

• Yes, please click the External Client tab for more information about the event planning process and the forms we will need prior to hosting your event on our campus.

• At CCSU we offer a wide range of facilities that can be rented out by the half day or full day. Click on the Event/Meeting Spaces tab to see locations, pictures, and the Room Rates/Fees tab for pricing for all facilities on campus!

• Yes! In compliance with the Americans with Disabilities Act of 1990, CCSU is committed to ensuring that all of our facilities are accessible to individuals with disabilities. If any member of your group has special needs, please inform your Event Coordinator a few days to a few weeks prior to your event so we can ensure to accommodate all of your attendees.

• No! All we ask is that you give your Event Coordinator an estimate of how many guests will be parking on our campus. Then we will let you know the closest parking lot/garage to the facility your group will be utilizing and we will notify the police to ensure that space is saved for your group.

• Due to the University’s contract with Sodexo Food Service, no outside food is allowed in our facilities without an approved Food Service Waiver coordinated through the Central Reservations Office.
• It is understood by both Central Connecticut State University and Sodexo, that there are occasions when the provision of ethnically authentic food products and services are required for the successful programming of ethnically and culturally sensitive social events of the respective campus organizations.
  
  Given the complexity and necessity of providing these products within the guidelines set forth by the University, Sodexo agrees to assume responsibility for such products and services by subcontracting from appropriate vendors who will serve as sub-contractors in the context of University guidelines and who will be subject to the following provision. Sodexo will make every effort to secure business agreements with a limited number of such sub-contractors having the capability to provide ethnically authentic specialized food products and menu items that are determined by Sodexo to meet the needs of the campus event, and that are unable to be prepared by Sodexo. These products will be procured from the sub-contractor and delivered in the appropriate state of preparation for each event. Sodexo, in turn, will provide all equipment, service staff, appropriate accompaniments, and facility arrangements for these events.
  
  The sub-contractors will be responsible for demonstrating possession of a certificate of insurance, a Health Department license, and evidence of complying with OSHA requirements.
  
  Central Connecticut State University will be held harmless for all claims, damage or liability, concerning the management of such food service programs.
• Both the University and Sodexo Food Service recognize that from time-to-time, members of the campus community may find it appropriate to celebrate informally through office parties and other such informal activities, which may not be covered by the above subcontracting provision. On those limited occasions when neither formal programming, nor the numbers of participants (25 or less), nor the need to use kitchen facilities, warrant the implementation of the sub-contracting provision (which may be withdrawn at the discretion of CRO), outside food/beverages will be allowed only with the following provisions:
  • They are not part of the formal programming of the organization or group, and accordingly are not advertised.
  • There is no use of kitchen facilities.
  • The number of participants is limited at 25 or less.
  • The host organization or group will clean up after such an informal event.
• The location for bake sales is in the Student Center Lobby. All goods for sale must be homemade and not on consignment from commercial bakeries. For example, any goods that are in store-bought containers, or purchased from grocery stores are not permitted. No direct solicitation is permitted. The cleanup of the area is the responsibility of the organization having the sale.
  
  A three-day per week limit is allowed for a bake sale. One bake sale per day in lobby is ideal to prevent excess competition. Blue Chip card access is available only at tables 1,2,5 & 6.

• Yes! This can be accommodated through your planning with the Central Reservations Office. In order for some facilities to open early/close late, there may be a labor fee assessed. Please see the Room Rates/Fees tab for pricing.

• Yes! We encourage our clients to do a walk-through prior to booking the space with our office. It allows the client to fully envision what their event can look like with what we have to offer. Walk-throughs must be scheduled ahead of time and will not be accommodated without an appointment. To schedule a walk-through, please call 860.832.1964 and speak with one of our Event Assistants.

• Please hand-deliver or mail all deposits to:
  • Central Connecticut State University
    Attn: Central Reservations Office – ­­­­­[Your Event Coordinators Name]
    Student Center, Room 115
    1615 Stanley St.
    New Britain, CT 06053
• All deposits/payments must have your reservation number indicated in the memo line of the check.

• During the intake and event planning process, your Event Coordinator will request you to confirm the billing information for your program. No changes can be made to the billing of your program less than 30 days from the program date. No changes will be accepted after the program has occurred.
• We encourage departments/student organizations to work with the Bursar’s Office to deposit any monies collected from an external sponsor directly to their department accounts. In this case, the University Third Party Involvement Form will still need to be completed.

• VirtualEMS – Online reservation system; Used for booking meeting rooms, lobby table space, and small program space (campus departments only)
• TheLink@CCSU – Event request system for student organizations
• Call the Central Reservations Office (CRO) at 860.832.1964.
• Visit the Central Reservations Office (CRO) in the Student Center, Room 115.

• When hosting an event with ticketing, we ask you tell your Event Coordinator that you will need to use our ticketing service CENtix (hyperlink). The staff that oversee our CENtix box office will be in touch once your request has been submitted and processed.

• Within the Student Center, you can submit your event posters to the Information Desk for approval. They will then stamp and display your poster on the correct board. Poster size should not exceed 11x17”.
• To have your event poster displayed on the TV’s around campus, please submit the PDF or JEG to your event coordinator.

• Yes! You will need to notify the Central Reservations Office during your planning process so that they can request a Food Service Waiver from Sodexo on your behalf. Food trucks will need to provide the following:
  • Certificate of insurance
  • Health Department License – City of New Britain
  • State of CT permit
  • Evidence of complying with OSHA requirements

• We can accommodate this request at the discretion of the Chief Administrative Officer. Please discuss with your Event Coordinator.

• Campus Departments/Student Organizations
  • Large scale, university-wide recurring events: up to 3 years in advance.
  • Meetings: up to 1 year in advance.
• Student Organizations: Must reactivate at the end of each spring/summer through The Link prior to booking space for their club meeting/event.
• External Clients: Must pay the final invoice for their most recent event before booking it again for the next fiscal year.

• In general, you should be prepared to pay fees for:
• Set-up and break-down (if outside of the normally staffed business hours or if we are “fitting your event in” in between another large event)
• Custodial (if outside of the normally staffed business hours or the event is determined to need more staffing)
• Catering
• CCSU PD (if necessary)
• Student staffing (if outside of normally staffed business hours or additional staffing is needed to operationally support the program)
• Depending on the specific needs of your event, some of the above fees may not apply. For a full list of fees and pricing please select the Room Rates/Fees tab.

• Large scale events/events with service orders: Must be cancelled a minimum of three (3) business days prior to the event date. Call the Central Reservations Office at 860.832.1964. If you have ordered food/beverages through Sodexo, you will need to call Sodexo directly as well to cancel your order with a staff member – 860.832.3765.
• Small meetings/programs without service orders: Must be cancelled within 24 hours of the event date. Failure to cancel 3 or more times can lead to a suspension from facilities per the Central Reservations Office. Call the Central Reservations Office at 860.832.1964.