Before signing any contracts, Purchasing and Contract Services must review, approve, and have final sign-off of contacts. UB faculty, staff and students should not sign any contracts.

In compliance with SUNY and university policies, UB event planners need to work with Financial Management to have approved event fees for any departmentally-sponsored function for which a fee is charged to participants. Please review the Departmental Events procedures as you start to plan your event. 

All campus events where food is served or sold must have an approved Food Service Permit. The only exceptions where a food permit is not required are:

1. If the food is prepared by Three Pillars Catering.
2. For Informal gatherings (10 people or less): The gathering occurs naturally with little to no planning. No items have been purchased for this event.  Individuals consume their own food. Attendees did not receive a formal invitation (e.g. work group, study group, friends meet up at the library).
3. For events that are serving commercially packaged snack items (e.g. granola bars, chips, etc.)
4. For events that are serving traditional baked goods (e.g. donuts, cookies, cake) that do not contain custard, cream or cheese.

If alcohol will be served, a liquor license is required. Three Pillars Catering, UB’s exclusive on campus caterer, will secure a liquor license for events where they have been contracted for catering services and alcohol is requested. The function location and menu, including substantial food and non-alcoholic beverages, must be submitted 30 days in advance of the event date to complete the liquor license application. 

University Communications has implemented and provided the university with detailed brand guidelines and tools to help align with UB’s Branding. You can also consult the Branding Quick Guide.

Trademarks and Licensing manages the proper use of the University at Buffalo’s name, logos and signature marks to protect the integrity of the university’s identity, brand and reputation. All employees and students, as well as outside vendors, must work with our representatives to create branded apparel or other merchandise with any UB lockup, mark or name.

Event planners who wish to initiate contact with the news media, or who receive news media inquiries, should first coordinate with University Communications.

Event planners may arrange to use a tent for an event at UB on approval by space owners and Environment, Health and Safety. All tents erected on UB property must comply with the Fire Codes of New York State and National Fire Protection Association (NFPA) Standard 102. The Office of Environment Health & Safety (EH&S) must approve all tents being erected and their location. Event planners should complete the tent space request.