Student groups and university departments can reserve non-academic space throughout the university on both the North and South Campuses.
Completed Space Request Forms must be received by Student Unions 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. Student Unions 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.
For information about digital signage in the Student Union, please view our Digital Signage Policy.
For food events (excluding informal gatherings), an EH&S Food Permit form must be submitted to EH&S at least 2 weeks prior to the event date. This will allow sufficient time for the Erie County Department of Health to review and process a food permit for the event.
UNIVERSITY-SPONSORED AND STUDENT ORGANIZATION SPONSORED EVENTS
In-Person Event Review and Approval Process
This process will be used campus-wide for all programs and activities hosted by campus departments, academic programs, and student groups. For student groups, the initial review will be conducted by the Office of Student Unions prior to sending to Environment, Health and Safety (EH&S) to review. All requests should be submitted at least 14 days in advance. Commercially packaged snack items (e.g., granola bars, candy, chips, popcorn, crackers, Whole (uncut) fruit, dried fruit, trail mix, nuts) do not need to go through the food permit process for approval.
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.
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.
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.
For student clubs and organizations needing classroom technology, please make this request as a part of the formal submission process on UBLinked.
If technology issues arise after you have opened the cabinet, please contact the UBIT Help Center at 716-645-3542 or visit the UBIT Website.
Most student groups and organizations must use the Ticket Office, 221 Student Union (716-645-2353).
An organization wishing to cancel a confirmed space reservation must notify Student Unions 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.
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.
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.
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.
Coming soon - photos and floor plans of available space.
Weekly reservable showcases are located in the Student Union, unless noted otherwise.
Groups are limited to two weekly display case reservations per semester.
Submit requests for Summer Student Unions Use
Submit requests for Fall/Winter/Spring Student Unions Use
Submit requests for Summer Classroom Use
Submit requests for Fall Classroom Use
Submit requests for Winter/Spring Classroom Use
Be sure to include all event details, and to answer YES to needing space reserved.
Use the +Add Additional Dates for weekly events. Please add each date you are looking to host a meeting.
*If you do not have access to the +Create Event button, then you currently do not have permission to request space for your group. If that is an error, please email UBLinked@buffalo.edu to see what you need to do to change those permissions.
Please note that non-University groups may not reserve classroom and general campus space through the Student Unions. Interested in hosting an event on-campus, please consult with University Events.