Reservations Policy

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

The University at Buffalo is committed to providing students, faculty and staff with affordable, attractive and accommodating space to utilize for events, assemblies, meetings, etc.

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.

Reservation requests are completed via UBLinked for student clubs and organizations or via spacerequest.buffalo.edu for departments.

All requests will be reviewed by the Reservations Coordinator who will accept or reject 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.

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.

An academic or administrative unit must obtain appropriate sponsorship through a department chair, director, dean or vice president.

Only student clubs and organizations that are considered in compliance with the University-Wide Recognition Student Club and Organization Policy may request space through Student Unions.

Special events are events which either:

• Project an attendance of more than 100, or
• 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 for additional conditions for approval

Please see the Sponsorship and Advertising Policy

• Receive all reservation requests
• Review requests using proper discretion; coordinate and designate the use of space
• Communicate with necessary parties to fulfill reservations

• Determine the appropriateness of reservation requests in extenuating circumstances

Present your reservation requests to the Reservations Coordinator in Student Unions.

For additional information, please contact: