Facility Rental Information – University at Buffalo Division of Athletics
The University at Buffalo Athletics Department (UB Athletics) offers a variety of event spaces for UB registered student organizations, campus departments, community groups, and external organizations.
Scheduling Priorities
UB Athletics schedules facility usage based on the following priority order:
- UB Athletics contests, events, and practices.
- UB departments, student groups, and club events.
- External group rentals.
Reservation Guidelines
- Rules and Standards: All events must comply with NCAA, MAC, and UB regulations. Events deemed harmful to the university’s image or facilities will be rejected at UB’s discretion.
- Submission Timeline: Complete and submit the online Athletic Facility Request Form at least 30 business days before the event.
- Approval Process: Once submitted, UB Athletics will confirm availability and arrange a consultation (in person or by phone) to discuss contracts, insurance, and event logistics, including setup, equipment, staffing, and breakdown.
- Final Agreement: After all details are confirmed, a Revocable Permit For Non-Commercial Use of University Facilities will be sent to the client.
Event Requirements
- Insurance and Compliance:
- A certificate of insurance naming the University at Buffalo as an additional insured must be provided. General Liability insurance of one million dollars ($1,000,000) for each occurrence and two million dollars ($2,000,000) in the aggregate. Such policy shall name the State of New York and the State University of New York as an additional insured and shall contain a provision that the State University of New York shall receive at least thirty (30) days written notice prior to material change, cancellation or expiration of such policy.
- If the event involves minors, the client must be in agreement with SUNY Buffalo’s Child Protection Policy (Exhibit E of the revocable permit).
- Costs and Payments:
- An estimation of costs will be provided before contract is created to ensure Event Agreement.
- A final invoice with all charges will be emailed within 30 days after the event, with payment due by the indicated date. Payment can be made via check payable to: University at Buffalo Athletics Department.
Event Expenses
UB Athletics determines required staffing and equipment based on the event's size and nature. Additional costs may include:
- Setup and breakdown staff
- Security (UBPD)
- Parking and transportation
- Custodial services
- EMS support
- HVAC and electrical services
- Video production
- Ticket office services
- Sports information services
- Equipment rental and administrative fees
How to Reserve
- Complete and submit the online Athletic Facility Request Form.
- UB Athletics will follow up to confirm space availability within five business days and to discuss event details.
UB Athletics is committed to providing professional support and state-of-the-art facilities to ensure the success of your event. We look forward to hosting you!
