All students — as well as student organizations and groups — are expected to comply with campus policies, rules and regulations, as well as federal, state and local laws.
If you want to demonstrate on campus, make sure you understand how UB protects the rights of demonstrators, while ensuring respect for the entire campus community. This document provides parameters for picketing and assembling on campus, as well as designated areas for public assemblies.
Please see the Picketing and Assembling information in the Student Code of Conduct (page 19; Article 4B, section C, #4) for details.
Maintaining public health and safety is of the utmost importance for all organized events on campus. Guidelines established by the university may be found at www.buffalo.edu/coronavirus and must be followed. Additionally, during times of public health concern, picketing and assembling will be limited to outdoor spaces, as specified by Student Unions.
In addition to following UB policies, students must also comply with SUNY rules. This document explains the rules, and offers additional clarification regarding freedom of speech, assembly, picketing and demonstrations on campuses (including procedures and penalties for violations).
To permit the appropriate scheduling of facilities, and the observance of requirements for financial responsibility, all requests for use of any type of University space or grounds — other than that required for scheduled academic, intramural and intercollegiate activities — must be presented to Student Unions.
All requests will be reviewed by the Reservations Coordinator. The request for space is accepted or rejected on the basis of space availability, necessary services, review of the event for propriety, and timely and properly executed documents and authorization.
In a case where clear determination of acceptance is not possible, the request will be referred to the Director of Student Unions, who will make a determination regarding the appropriateness of the request.
The University’s use of all facilities shall have preemptive priority. Academic use of space shall have preemptive priority over non-academic use. The exercise of preemptive priority where commitments have been made can only be authorized by the Office of the President.
While we recognize the importance of organized events—including events in the Student Unions—we are also committed to protecting the health and safety of the UB community.
UB’s Student Unions have reduced occupancy in all of our rooms, in accordance with social distancing guidelines. We encourage virtual events. Reservations are currently being processed in conjunction with guidance received from public health officials and officials at UB. Thank you for your patience during this time.
All events must have a University sponsorship, and the sponsoring group must accept financial responsibility for damage to University property and/or inordinate cleaning.
If fees are charged for an event, all financial accounting must be processed through an approved University accounting agency. The University will require 50 percent of any net revenue to be returned to the University. That portion of the net revenue returned to the University will be held in a university holding account for the balance of the academic year in which the revenue was received. If the organization creating the revenue experiences a loss in any subsequent events during the same academic year, the loss will be offset by any accumulated revenues held in the holding account established for the organization. At the end of the academic year, any amount remaining in the holding account will be treated as University revenue.
A. Faculty and Staff Requests
An academic or administrative unit must obtain appropriate sponsorship through a department chair, director, dean or vice president.
B. Student Club and Organization Requests
A student club or organization must obtain sponsorship (authorized by the signature of an appropriate officer on this form) from a recognized student organization (Undergraduate Student Association, Graduate Student Association, Medical School Polity, American Student Dental Association, Student Bar Association, Graduate Management Association and School of Pharmacy Student Association) or such other student groups as certified by the Office of the Vice President for Student Life as those representative bodies.
C. Special Events
Events which either
a.) project an attendance of more than 100, or
b.) demonstrate by their scope and nature, possible risk to the health, safety or welfare of the participants or to the campus population, will be referred to Student Unions to apply for permit status.
In recognizing its community service role, the University will consider requests from individuals and groups who have specialized needs. University facilities and grounds (State property) cannot be used for profit or personal gain; however, not-for-profit activities may be permitted if the criteria below are satisfied:
A. The purpose of the activity is consistent with the general objectives of the University.
B. The group or individual must obtain sponsorship of the proposed activity through a University at Buffalo academic department, administrative office or recognized student group (as indicated above).
C. Groups or individuals not sponsored by an academic unit, administrative office or recognized student group as set forth in previous section must execute an approved contract.
D. All information and promotion bearing the name of the University must be reviewed by the Office of Trademarks and Licensing prior to release.
E. The user may be required to pay to the University all costs incurred by the University as a result of the event (e.g., University Police and University Services personnel, material, etc.) including damages, if any, and must be willing to sign a contract to this effect. The contract will include appropriate requirements for the event.
Please see the Event Policy for more information.
Organizations are charged for use of Student Unions space, equipment and services according to the fee schedule. The Reservation Coordinator is responsible for billing the appropriate organization following use of Student Unions facilities.
If a bill remains unpaid after the initial billing period, follow-up statements are sent to the organization every 30 days thereafter. Accounts 90 days past due will lead to a suspension of the organization’s reservation privileges.
Please see the Advertising Policy for more information.
The Student Unions staff will monitor noise levels and have the right to request organizations to lower noise levels. Failure to do so may result in loss of current and future reservations.
Only one portable sound system may be used between the Student Unions Social Hall and Special Events area. The in-house system may be used in the Social Hall if a portable system is being used in the Special Events space. The request for sound will be taken on a first come, first-served basis.
Bands are approved by Student Unions on a per event basis. Drums are not permitted in any open area in the Student Unions. Non-Percussive bands are approved by Student Unions on a per event basis. The outdoor stage is the only outdoor space allotted for bands at the Student Unions. Student Unions will take the following into consideration while reviewing reservation requests:
Pianos in closed reservation rooms may be used in conjunction with confirmed events. The UB community may enjoy use of the piano in the Social Hall unless the sign indicates a noise conflict within the building.
For the safety of the users of the building, bicycles, rollerblades, scooters, skateboards, electronic self-balancing boards and other wheeled recreational vehicles may not be ridden in the Student Unions. Bicycles are not permitted in the buildings. For your convenience, bike racks are located outside the main entrance of the Student Union.
The Student Unions assume no responsibility for lost or stolen articles. Lost and found articles can be turned in at the Welcome Center on the first floor of the Student Unions.
If you lose something on campus, check one of these lost and found locations.
Due to the COVID-19 Pandemic and to promote social distancing, individual club rooms will not be available this semester. Instead, we are offering a “Club Suite” on the 1st floor of the Student Union that will have 4 separate pods for club use.
*Report to Welcome Center to Check-In