Non-Academic Event Reservations

There are a variety of spaces that you can reserve at UB, including indoor and outdoor space, and space on both North Campus and South Campus. Typically, anyone can apply to reserve space in the Student Unions, while student groups and university departments can also reserve non-academic space throughout the university.

Submit Your Request Early

Completed Space Request Forms must be received by Campus Life at least fourteen business days in advance. For special setups and equipment needs, please confirm event with the Student Unions Events Coordinator at least five business days before the event. Please submit your requests as early as possible for large events to allow adequate processing time. Campus Life will review all space requests on a “first come, first served basis.” Only completed requests, which include a signature from the requesting individual, will be accepted for review.

You May Also Need

Digital Signage

For information about digital signage in the Student Union, please view our Digital Signage Policy.

UBITName and password required

Food

For information, contact Three Pillars Catering (Campus Catering) at 716-645-2344
. Note that a Food Service Application is required for any event that serves food not ordered from Campus Catering.

Sound Production

Sound production services are available for events sponsored by the Student Association. Please contact SA Entertainment at 716-645-8547 to coordinate your service request.

Special Event Security

For any event you may be required to complete a Special Event Security Request Form. This form will be submitted to 150 Student Union (North Campus) and reviewed by University Police.

Technology and AV Equipment

For official UB Departments needing classroom technology, you can look up your classroom combination. If AV equipment is required as part of your event and you do not have a combination, please make a reservation with the UBIT Help Center by calling 716-645-3542. You can also request classroom technology access and get assistance by submitting an online request (UBITName Login required). Classroom technology requests must be submitted at least three days prior to your event. Any request with fewer than three days’ notice may not be honored.

Hours of operation for all AV reservations:

Monday — Friday: 8 a.m. to 9 p.m.

Saturday: 9 a.m. to 4 p.m.

Sunday: Closed (contact University Events at 716-645-6147)

Ticketing and Admission Charges

Most student groups and organizations must use the Ticket Office, 221 Student Union (716-645-2353).

Charges, Policies and Guidelines

Cancellation Policy

An organization wishing to cancel a confirmed space reservation must notify Campus Life and complete a cancellation form no later than two business days prior to the scheduled event. Student groups that fail to cancel their reservation or do not do so on time will be billed a cancellation fee of $30 per space and any applicable charges. University or non-University groups will be charged the cost of the room/rooms reserved. Groups that are continuous “no shows” will have their reservation privileges reviewed.

Facility and Service Charges

View the fee and rate information.

Rental Conditions

Please read the Rental Agreement Policy before completing the form. If any displays, signs or structures are to be erected on the campus, we may require a sketch or description of same. No signs or materials of any kind shall be attached to buildings, trees, poles, light standards, etc. Noise must be kept at appropriate level at all times.

Statement of Responsibility

Please read the Statement of Responsibility:

I (the form submitter), as the individual to be contacted for any matters and questions concerning this request, do hereby agree to accept responsibility for this event. I agree to adhere to the assurance that the facility requested will be used as stated in the request, that reasonable care will be taken to keep the event orderly, that reasonable care will be taken to enforce the rules and regulations of the University at Buffalo, and effort will be taken to consider the environment when planning and hosting this event.

Major Student Event

If you are planning on hosting a major event, please contact Campus Life.

Recognized student clubs and organizations receive first priority for space within the Student Unions, and can reserve this space (and non-academic space throughout the university) typically at no charge. Please note that there may be a charge for additional staff and/or tech support needed for large events.

Available Space

Floor Plans

View floor plans to learn what space is available.

Showcases / Display Cases

Weekly reservable showcases are located in the Student Union, unless noted otherwise.

  • Case 1: near Putnam’s on the first floor
  • Case 2: across from the Theater on the first floor
  • Cases 3, 4: located in the Knox Tunnel walkway between the Student Union and Knox Hall

Groups are limited to two weekly display case reservations per semester.

Important Dates

Date

Description

January 15

Submit requests for Summer Student Unions Use

March 1

Submit requests for Fall/Winter/Spring Student Unions Use

March 15

Submit requests for Summer Classroom Use

July 15

Submit requests for Fall Classroom Use

November 15

Submit requests for Winter/Spring Classroom Use

Need Help?

Campus Life

Student Life

University at Buffalo
150 Student Union, North Campus
Buffalo, NY 14260

Phone: (716) 645-2055; Fax: (716) 645-2371