Central Reservations & Event Management

Special Reservations requires all groups requesting to rent Hunter College facilities to fill out a rental questionnaire at least 60 days before the program. A $95.00 administrative fee is mandatory with all rental requests. All advertising must contain the phrase: “THIS PROGRAM IS NOT SPONSORED OR AFFILIATED WITH HUNTER COLLEGE.” An event organizer seeking  to serve wine or beer must obtain a temporary beer/wine permit from the New York State Liquor Authority in advance of the event. The temporary beer/wine permit must be displayed during the event and turned in to Special Reservations after the event.

Payment

A deposit is due upon signing of the contract, and the balance must be FULLY paid 30 days before the event. CERTIFIED CHECKS, BANK CHECKS, and MONEY ORDERS are accepted. Company checks are not accepted unless authorized. Fees are not refundable.

Public Safety

Public Safety must be notified for all events: Contact Joseph Foelsh (212) 772-4521 for details. Public Safety must approve before any event plans and the contract may be finalized.

Technicians

The senior technician, Kevin Campbell, will determine the number of technicians needed for any program. Technical fees are $50.00-$85.00/hour (five hours minimum per tech). For Audio Visual rental and handling fees, contact Kevin Campbell (212) 772-4788. Please call Mr. Campbell as soon as your date is confirmed to coordinate technical plans and requirements. Technicians must be allowed at least one hour before the start of the program for equipment setup and one hour after the program to strike. You must submit a written itinerary and plan to the senior technician 30 days before the program.

Insurance

We require proof of $1 million liability insurance for each occurrence, $5 million aggregate. Please submit the original certificate of insurance to Special Reservations at least 10 days before the event. The insurance policy must include Hunter College, The City University of New York (CUNY). The Dormitory Authority of the State of New York (DASNY), the City of New York, and the State of New York must be listed as additional insured.

Event Hosts & Ushers

Please hire an event host through Special Reservations for all booked events. Event host fees are $25.00/hour with a five-hour minimum. Under certain circumstances, we may determine that ticket takers/ushers are needed to help manage your event. The Special Reservations team will decide the number of ticket takers/ushers needed. Head ushers bill at $16.50/hour with a five-hour minimum.

Athletic Space Rentals

We may request a $1,000 refundable housekeeping deposit after receiving the information regarding your event. Contact Joseph Foelsh (212) 772-4521 from the Public Safety Office to discuss arrangements and payment. The group is responsible for hiring a lifeguard for pool usage and must supply Special Reservations with current certifications. Athletic-event sponsors/planners are responsible for hiring their own EMT/Trainer. The Special Reservations Office requires proof of trainer certification before finalizing our contract.

*All fees are subject to change per the contractual agreement.