Event and Reservation Policy

• Unit: Student Unions
• Date Established: 01/30/2020
• Date Last Updated: 07/30/2026
  

• Events requiring contracts must be submitted at least 60 calendar days in advance. 
  • Events involving complex contracts, external vendors, performers, significant financial commitments, or additional University approvals may require additional advance notice.

Space confirmation must be secured before signing or committing to contracts.

• Events must be scheduled in accessible locations whenever possible. 
• If a space is not fully accessible, the requesting organization must make appropriate accommodations.

• Room capacities must be strictly enforced by the sponsoring group. 
• All events must comply with University safety codes and Environmental Health & Safety requirements.

Failure to comply may result in:

• Immediate event intervention 
• Loss of future reservation privileges

Recognized Student Organizations

• Must be officially recognized and compliant with University-wide recognition policies, as well as their recognizing agent’s policies. Must sponsor events and accept responsibility for rental, cleaning, equipment, and/or damages caused in the reserved space.

University Departments

• Event revenue and fees must be processed through approved University accounting channels. 
• Must sponsor events and accept responsibility for rental, cleaning, equipment, and/or damages caused in the reserved space.

University Departments may be billed the full cost of reserved space for late cancellations or no-shows.

• Invoices are issued following events as applicable. 
• Unpaid balances receive follow-up notices every 30 days. 
• Accounts 90 days past due may result in suspension of reservation privileges.

• Respond to event inquiries 
• Communicate policies and expectations 
• Coordinate space usage and services 
• Invoice and receive payments and maintain records

• Receive and review all requests in a timely manner. 
• Coordinate with campus partners 
• Confirm or deny reservation requests 
• Assist and troubleshoot user support for reservations

• Resolve escalated or complex reservation request decisions

• Respect University facilities and personnel 
• Ensure accessibility and safety compliance 
• Pay invoices in a timely manner

• Student organizations recognized by the University at Buffalo
• University departments 
• Faculty and staff 
• Sponsored non-University groups and individuals

Individual faculty or staff members may not reserve space for personal use, informal gatherings, or independent activities, even if they are employed by or affiliated with a university department. Space requests must be made by an eligible sponsoring entity (a recognized student organization or university department) and must support the official academic, administrative, or operational business of that entity.

University space administered by Student Unions may be reserved only by eligible sponsoring entities, defined as:

• Recognized student organizations or 
• University departments or administrative units

All reservations must be officially sponsored, mission-aligned, and actively overseen by the sponsoring entity.

Employment by, affiliation with, or membership in a sponsoring entity does not by itself establish eligibility to reserve space.

Recognized Student organizations may request space that:

• Are officially sponsored by the recognized organization 
• Support or advance the organization’s stated purpose or activities 
• Are planned, hosted, or overseen by the organization

Recognized Student organizations may not request space for:

• Personal gatherings or individual use 
• Activities unrelated to the organization’s mission 
• Events where the organization is listed solely to secure space access

University departments may request space that:

• Are officially sponsored by the department 
• Directly support the department’s academic, administrative, or operational functions 
• Are planned, hosted, or overseen by the department

Departments may not request space for:

• Personal meetings or informal interest groups 
• Activities unrelated to the department’s mission or responsibilities 
• Events where the department is listed solely to secure space access

For a request to be approved, the sponsoring recognized student organization or university department must:

• Be actively involved in planning and oversight 
• Accept financial and operational responsibility for the event 
• Designate a responsible representative accountable for compliance with University and Student Unions policies 
• Complete an attestation confirming that the request is an official activity of the sponsoring entity

Requests that cannot demonstrate active sponsorship, as documented through the required attestation affirming the activity as an official function of the sponsoring entity, may be denied or revoked.

Misrepresentation of sponsorship or purpose — including listing a student organization or department solely to obtain access to space — is prohibited.

Violations may result in:

• Denial of the request 
• Cancellation of the reservation 
• Assessment of applicable fees 
• Review or suspension of future reservation privileges

All reservation requests are reviewed by Student Unions based on:

• Eligibility of the sponsoring entity 
• Completion of required attestations 
• Space availability and logistical requirements

The University regulates space requests based on eligibility, sponsorship, safety, and accountability. Approval or denial of requests is not based on the content, subject matter, or viewpoint of proposed events.

Requests that cannot clearly demonstrate eligibility or sponsorship may be delayed for clarification, denied, or escalated to the Director of Student Unions.

Events may require additional approvals based on objective operational needs (e.g., food permits, custodial support).

*Events involving complex contracts, external vendors, performers, significant financial commitments, or additional University approvals may require additional advance notice. Space confirmation must be received before entering into any contractual agreement.

Written confirmation of space must be received before entering into any contractual agreement.

Current annual open reservation dates and applicable submission timelines are maintained on the Student Unions website and may be updated as needed. Please refer to the Non-Academic Event Reservations webpage for the most up-to-date information.

1. Recognized Student Organizations 
2. University Departments

Preemptive priority after commitments have been made may only be authorized by the Office of the President.

For additional information, please contact:

For the purposes of this policy, the following definitions apply:

Activities that are part of the University’s formal instructional program, including credit-bearing courses and associated instruction scheduled through the Registrar’s Office.

A formal acknowledgment completed by the sponsoring entity confirming that the requested activity is an official function of the organization or department and that all policy requirements, including sponsorship responsibilities, will be met.

All activities and events that are not part of the University’s formal instructional program. This includes, but is not limited to, meetings, programs, events, and services requested by recognized student organizations or University departments and coordinated through Student Unions.

An individual designated by the sponsoring entity who serves as the primary point of contact and is accountable for ensuring compliance with all applicable University and Student Union policies and procedures.

Any academic activity scheduled through the Registrar’s Office as part of the University’s credit-bearing curriculum. Registrar-scheduled activities are considered academic space use and are not coordinated through Student Unions.

A student organization that has completed the University’s official recognition process and is in good standing with the appropriate governing body.

The formal endorsement of an event or reservation request by a recognized student organization or University department for the purpose of accessing non-academic space through Student Unions. The sponsoring entity must:

• Be actively involved in the planning and oversight of the event 
• Accept full financial and operational responsibility for the activity 
• Designate a responsible representative accountable for compliance with all University and Student Union policies 
• Complete required attestations affirming the activity is an official function of the sponsoring entity

An official administrative or academic unit of the University authorized to conduct business and sponsor activities on behalf of the institution.

Any student government, formal university department, or approved affiliated entity that will assist with the annual registration process and act as a liaison for appropriate university policies.

This document serves as the consolidated Event and Reservations Policy for University at Buffalo Student Unions.