Community Organization Events

Welcome to the Events Management Office!

All inquiries and requests for use of university facilities and services by community organizations must be planned through the office of Events Management. Our office will act as coordinator for use of all university facilities and services for approved conferences and events. A New York State Revocable Permit will be issued to any community organization requesting to use university facilities. The revocable permit will be issued by the Office of Events Management. The revocable permit must be approved by the Procurement Office before a community organization is permitted to use facilities on campus.

All community organizations must provide proof of insurance and submit a copy of their current certificate of liability/general liability insurance with limits no less than two million dollars ($2,000,000) per claim and two million dollars ($2,000,000) in the aggregate. The certificate must name the State and University as additional insureds.

To ensure that your request is processed in a timely manner, please submit and complete the Event Application to begin the planning process. If you have any questions, please contact our office directly at 716-878-6114 or eventmgt@buffalostate.edu. Thank you.

Alcohol Policy

  • New York State prohibit anyone under the age of 21 from purchasing/Consuming alcohol.Each member of the campus community must take responsibility for obeying the law.Alcoholic beverages may be sold on campus only by licensed and insured vendors as provided in these guidelines.
  • Open alcoholic beverage containers are prohibited in all outdoor and indoor areas of the campus except as provided below.Bringing alcoholic beverages to any event is prohibited.
  • Residence hall students who are 21 or over may consume alcoholic beverages in their living areas. All other residence hall areas shall be alcohol free.
  • Campus departments and sponsored campus/community groups may serve alcoholic beverages under the condition that at least one faculty or staff person shall supervise the event to ensure compliance with state and local laws and the university's alcohol guidelines.
  • The United Students’ Government shall forward approved major student events where alcohol will be sold to the dean of students for review of the qualifications of potential alcohol vendors and approval of the planned use of alcohol.
  • Whenever alcoholic beverages are served, non-alcoholic beverages and food shall also be made available.
  • Alcoholic beverages may be served only in conjunction with the program. They shall not be used as the main attraction of the event.
  • Students who unlawfully use, possess, manufacture, or distribute alcohol will be subject to the university’s disciplinary procedures.

Penalties

  • Penalties may include probation, suspension, expulsion, and referral for criminal prosecution. A penalty of $50 per offense for any person under the age of 21 who is in possession of an alcoholic beverage with the intent to consume it.
  • A person under the age of 21 who presents falsified or fraudulently altered proof of age for the purpose of purchasing, or attempting to purchase, alcoholic beverages is guilty of a violation and is subject to a one year probationary period and fine. 
  • A person who uses a falsified driver’s license for the purpose of purchasing, or attempting to purchase, alcoholic beverages may have his or her driver’s license suspended.

Specific questions regarding campus regulations and alcohol-related events should be addressed to the dean of students.Please contact Events Management at 878-6114 with questions or to obtain copies of the necessary forms. 

Catering

Buffalo State prefers catering services provided on campus are carried out in a safe and healthy manner.  For more information go to Buffalo State Catering.

Before catering with the new system watch this video on how to use it. 

Equipment

Events Management maintains a small inventory of the following equipment:

Tables, Chairs, Easels, Tall and Table Top Stanchions, Tents

Requesting use of the above equipment is done while completing the Event Application Form. Equipment is loaned on a first-come-first-served basis.

It is the community organization's responsibility to see that the equipment is set-up and broken down properly. Tables are stacked in sets of ten (10) with the legs folded and facing upwards. Chairs are stacked in piles of 50 with the "Property of Events Management" label facing upwards. All tables and chairs should be stacked on table and chair carts. Broken equipment should be set aside so that it can be identified for repair or replacement. 

If extra instructional resource equipment (i.e. extension cords, C.D. players, projectors, screens, etc.) is needed, faculty/staff members should include the request in the Event Application and direct any questions to Events Management.

Use of services of outside vendors are welcome. However, these vendors must provide the Events Management Office with a valid and current insurance certificate in order to conduct business at Buffalo State.