Reservations

Welcome and thanks for choosing the Charles W. Hunt College Union for your upcoming event. We will do our very best to accommodate your needs.

Please note that the reservation links below may only be used by SUNY Oneonta Faculty, Staff, and Students (requires a login). Non-college group requests must go through the permit process and can be discussed with the Union Director.

Also, reservation requests can only be made on behalf of departments of the college or recognized clubs and organizations. Individuals and unrecognized organizations may not utilize campus facilities.

Our staff is always willing to discuss your specific needs and make proper recommendations but if you wish to proceed online, please consider the following items to make sure you get the best room for your needs while maximizing space and personnel needs. Our reservations coordinator is Cindi Northrop. She can be reached by telephone at 436-3722 or by email at northrcj@oneonta.edu.

• What type of event are you holding?
  In general, the meeting rooms are only useful for meetings or webinar usage and not for special events. On the same note, the performance spaces are best utilized for special events and do not make good meeting spaces. Obviously, there are times when you may need to utilize a performance space for a large meeting but please think carefully before making your choice.
  
  
• How many people are you realistically expecting?
  We have rooms with capacities as low as 20 and as much as 1000. Just as you want to make sure you have enough room, please make sure you don’t have too much room. Not only is it a poor use of space but the energy level for your event will suffer if there are few people in a large space.
  
  
• What kind of setup do you need?
  Not all rooms can accommodate all room setup styles. Different setup styles also affect the room capacity (if you add tables you need to reduce the overall number, …) Also, as we have made enhancements to the facilities, some rooms have changed and some setups you have used in the past are no longer preferable, or, in some cases, even feasible. The Hunt Union staff will, of course, always assist you in exploring or identifying alternative arrangements.
  

With those factors in mind, here are the various kinds of setups you have to consider (the Room listing will tell you whether or not we can do that setup in that room):

	Conference Style – depending on the room, this is either a hollow square or a hollow racetrack – this is best for meetings where all participants share but will also work for small presentations
	Classroom Style – good for presentations to small groups or for giving exams where participation is limited and there is a main presenter
	U-Shaped – good for presentations to larger groups where the facilitator needs to interact with everyone face to face
	Auditorium or Lecture Style – best for performances and large presentations (maximizes space)
	Banquet Style – good for meals and presentations where group work might be needed. We can seat 8-10 people at a standard round depending on needs. We also have some smaller tables that can be used for receptions (generally with limited seating).

If none of these work, we can consider a custom setup. Please make an appointment with our reservations coordinator to discuss.

In addition to the theater, we have two types of rooms; meeting spaces and performance areas. In general, we will not accept meetings in performance spaces and vice versa but there are always exceptions. If a setup type is available in that room, the capacity is listed and the standard setup in bold. Otherwise, it will say n/a.

* Requires permission of Yella’s Manager/Sodexo
** Unless specifically requested, we will use existing rectangular tables
***The Lounge is normally setup informally with soft seating and a few workstations.

We also have space available in lobbies and foyers that may be reserved by contacting our reservations coordinator. These are only for information tables and receptions and may not be setup with large amounts of chairs, …

We have many types of furniture and specialty items, please read through this to make sure you are requesting the correct item and/or have to make any special requests:

Tables – In general, we have five different table types to utilize in varying amounts but, if needed, we can scrounge up some additional types

• Banquet Tables – these are 8’ long by 3’ wide and we have over 100 of these available depending upon other campus events.
  
  
• Round Tables – these are 8’ in diameter and can seat 8-10 depending on how cozy you wish to get
  Conference Tables – these are 5’ long by 1.5' wide.
  
  
• Small Rounds – these are wooden and 4’ in diameter. In general, these are only available in The Waterfront.
  
  
• Reception Tables – these are 3’ in diameter and are made for standing at.
  
  
• Chairs – in general, when chairs are requested, they are the hard plastic stackable kind. If you need a special chair for the stage or elsewhere, please make sure to note that. We have a limited number of padded chairs and stools for use in these cases.

Music Stands – we have a very limited number on hand in the Hunt Union. If you need more than two, you will need to make arrangements to borrow them from the Music Dept and have them delivered.

Piano – There are pianos in The Ballroom and The Waterfront but if you plan on using them, you should arrange to have them tuned as they are only tuned for special events and not on a regular basis.

Audio/Visual – we have a limited amount of equipment in-house (combination of SA, Hunt Union, and Instructional Technologies) so we can handle most needs but you may need to request additional equipment from Instructional Technologies. We will advise if this is the case. Faculty/Staff presence is required for use of Instructional Technologies equipment.

Some food/catering notes:

• Catering requires a minimum of 2 weeks advance notice to guarantee service.
• Only finger foods are allowed in rooms with carpets (Glimmerglass, Catskill). No Meals are allowed to be served in these rooms and people are discouraged from bringing in their own (say from Yella’s).
• The Hunt Union does not allow the serving of Red Punch as it stains everything it touches. Sorry.
  

Single Room (single or multiple date) Request Form

Multiple Room (single or multiple date) Request Form