Reserving a Facility
(Applicable ONLY for UB Students, Faculty, Staff for University sponsored events)

The Procedure

If you are planning an event the Special Events Office should be your initial contact; a tentative hold will be put on the room which will best fit your needs. This office acts as a liaison for all service departments which MUST be informed of all events on campus (regardless of its nature; i.e. Facilities Maintenance for tables, Security to monitor movement on campus). 

An Events/Facilities Reservation Form must be filled out in full and signed (this form is required for ALL STUDENTS, FACULTY and STAFF). Forms are to be obtained from the Student Programming Office or the Special Events Office. Please make sure you enter all the necessary items needed. Please include an agenda, account number and a guest list if applicable. 

The Events/Facilities Reservation Form must be filled out in full and returned to the Special Events Office 2 weeks prior to your event. There are no exceptions to the reservation procedures. For every single event an individual should be designated as the event chairperson and must be present throughout the whole event. The event chairperson is the only individual who will be authorized to communicate any changes.

Facilities Usage

In keeping with the University’s policy, we do not charge rent to University groups/individuals using facilities on campus for University related events. Student clubs/organizations must be registered with Student Programming to qualify for this privilege. Please note that this privilege is for University sponsored events ONLY.

Decorations

If you are having an event and wish to decorate, please keep the following in mind for ALL campus facilities:

• Exit doors must be kept clear of any obstructions that might impede egress, and must also be kept clear of any hangings or draperies that might otherwise conceal or obscure the exit door.
• No open flame devices shall be used.
• All decorations and tablecloths must be fireproof to comply with State regulations.
• Tape or nails may not be used on walls.
• The tack strip is to be used in the Social Room for decoration purposes, NOTHING should be hung directly on walls or chandeliers.
• Rooms and adjacent lobby areas are to be left as neat as possible and returned to their original set-up.
• At the conclusion of the event, please remove all literature and materials brought to the event.

Academic Reservations

All academic classes will continue to be processed through the Registrar’s office in Student Administrative Services.

Cancellations

If a special event is canceled (and/or allocation of funds was not approved) and the sponsor or agent fails to notify the Special Events office at least 72 hours in advance of the scheduled program , the sponsor is liable for all charges and fees.