Faculty and Staff Events

In our effort to maintain high and consistent standards for all events held at Buffalo State, Events Management has been established to aid you with the processes that are necessary to hold programming on campus. Events Management adheres to all University and State Regulations with scheduling facilities for your event. We will assist you in making the necessary arrangements such as parking, audio visual, maintenance services, security, and event equipment.

Facilities at Buffalo State are used primarily for academic classes. Once academic classes have been assigned and Orange Events (the University's major institutional events) have been scheduled, Events Management will process requests for additional activities and events on a first-come-first-served basis.

Reservation Process for Faculty/Staff

Space Request Form

  • Facilities booked by the Events Management Office should be requested using the Event Management Space Request Form in 25Live (Buffalo State login required, be sure and enable pop-ups if you don't see the Log In button). Instructions are available on the IT Knowledge Base.
  • If you have a complex event or need assistance with the form, contact Events Management at 716-878-6114 or by email. 
  • All events submitted are in a in tentative state. Events Management will email a confirmation once your submission has been approved or contact you to schedule a meeting to discuss logistics.
  • Campus departments/offices wishing to plan a large-scale event should begin by immediately completing a paper Event Application.

Please note: Campus Departments planning to host an external organization, will be solely responsible to attend the event and will be required to sign an agreement with the Events Management Office.

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:

Rectangle, round and bistro tables, folding chairs, easels, & floor stanchions 

Requesting use of the above equipment is done while completing the Event Management Space Request Form in 25Live (Buffalo State login required, be sure and enable pop-ups if you don't see the Log In button). If you need to adjust or add an equipment request to an existing room booking, please contact Events Management at 716-878-6114. Equipment is loaned on a first-come-first-served basis.

It is the Campus Department's responsibility to see that the equipment is set-up and broken down properly. 

IT Equipment Loan
(716-878-4535)

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.