Event Policy

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The University at Buffalo has the capacity to hold events varying in size and scope. Individuals and organizations must follow the established regulations to assist in the planning process, as well as the proper protocol for holding an event using University space.

Policy Information

  • Unit: Student Unions
  • Date Established: 01/30/2020
  • Date Last Updated: 01/30/2020

Policy Statement

The University at Buffalo allows student organizations, faculty and staff to utilize University owned space to hold events. The Student Unions office receives all formal requests for the use of university facilities. A minimum notice of fourteen days is required. More notice is required if the event involves a contract.


University organizations planning events requiring contracts must submit their reservation requests at least four weeks in advance of the proposed event. A written confirmation of the space reservation should be in the possession of the requestor prior to committing to a contractual obligation.


All events held on campus must be scheduled in locations that are accessible, or specific provisions must be made by the requesting organization to make the event accessible.


  • It is the responsibility of the requesting organization to actively enforce room capacities and to comply with safety codes and procedures as required by the University’s Environment, Health, and Safety department.
  • If the capacity of a facility is exceeded or if other safety regulations are not enforced, the requesting organization may be prohibited from further utilization of University facilities or grounds.

Cancellation / No Show Violation

  • An organization wishing to cancel a 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 also be charged the cost of the room/rooms reserved.
  • Groups that are continuous “no shows” will have their reservation privileges reviewed.


  • 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.


Student Unions

  • Respond to all event inquiries promptly
  • Clearly communicate with clients

Event Planners

  • Respect university property, facilities and personnel
  • Pay invoices in a timely manner


  • Submit a formal request to the Student Unions Reservations Coordinator at least fourteen business days prior to your event. More notice is required if the event involves a contract.
  • Ensure accessibility and safety requirements are followed.


For additional information, please contact:

Student Unions

Student Life

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

Phone: (716) 645-2055