Planning an Event: Resource and Guidelines for Law Student Organizations

O’Brian Hall – Law student groups and organizations are welcome to reserve School of Law spaces within O’Brian Hall for their meetings and events.  Generally, academic use and special events will be given priority over non-academic use.  Otherwise, room reservations will be given on a first-come, first-serve basis.  To request space in O’Brian Hall, please complete the Event Registration Form.

Law Library Spaces – Law student groups and organizations may also reserve space within the Law Library.  To request space in the Law Library, please reach out to the Law Library’s Student Services Librarian, Austin Waters via email at bawaters@buffalo.edu.  You can also submit the Event Registration Form, and then OSA can connect you with the Student Services Librarian.

Other University Spaces – If you are interested in utilizing a University space outside of O’Brian Hall, please see UB’s Event Space Reservations webpage.  Generally, you should submit the Event Registration Form prior to requesting University space so that we can ensure that your proposed dates are not in conflict with other events.

Off-Campus – Hosting an event off-campus involves many factors and will likely include contracts with the venue or vendors.  It is important to note that students may never sign a contract on behalf of a student organization, the School of Law or University.  If your student organization is recognized through the Student Bar Association (SBA) (law-sba@buffalo.edu), then you will work with them to secure the outside venue.  If your organization is not recognized through SBA, then you will work with the Office of Student Affairs (law-studentlife@buffalo.edu). You should submit the Event Registration Form prior to requesting University space, so that we can ensure that your proposed dates are not in conflict with other events.

For all on-campus events, serving or selling food is governed by the University’s Food Permit Policy.  That policy is managed by the Office of Environment, Health & Safety (EH&S).  A food permit is required for any student organization event unless it is within an applicable exception.  To obtain a food permit, you must complete the EH&S application, which they ask to be submitted at least two (2) weeks prior to your event.  A copy of the food permit must be available at the event.

In general, the exceptions applicable to student events include food prepared by Campus Dining and Shops (Three Pillars, Big Blue/Little Blue Food Trucks), commercially packaged snack items (i.e. granola bars, candy, chips, popcorn, crackers, dried fruit, trail mix, nuts), whole uncut fruit and traditional baked goods from a commercial kitchen (i.e. donuts, muffins, cookies, etc.).  Importantly, food (including baked goods) prepared at home is not allowed to be distributed or sold on campus.

The Food Permit Policy is not applicable to off-campus events.

Per University rules, serving alcohol at on-campus events must be done through a properly licensed caterer.  The University’s preferred on-campus caterer is Campus Dining & Shops’ Three Pillars Catering.  If Three Pillars Catering is unavailable for your event, they may grant special permission to utilize a properly licensed outside caterer.  There are special requirements that must be adhered to when serving alcohol (i.e. servers, providing non-alcohol options, serving food, etc.) and Three Pillars Catering will work with you to ensure your event is in compliance.

Student organizations wishing to serve alcohol at an event in Law School space must obtain prior approval from OSA. Requests will be considered on a case-by-case basis. In general, OSA discourages alcohol at the following in-building events: student organizational recruitment events and student only events.

For off-campus events, there may be other factors that you will have to consider while planning your event.  This could include whether your proposed venue has rules or restrictions for serving alcohol, such as designating it as a 21+ event.  Also, depending on your funding source, there may be limits on how much your organization can spend on alcohol.

Due to the special considerations surrounding alcohol, OSA must be notified if you intend serve alcohol at your event and you must make arrangements at least four (4) weeks in advance.

If you plan to spend funds, you must take your budget into consideration and receive prior approval.  It is important to note that students may never sign a contract on behalf of a student organization, the School of Law or University.

If your student organization is recognized through SBA (law-sba@buffalo.edu) and you are spending or collecting money for your event, you must first complete a Requisition Request.  If you are spending your own money and seeking reimbursement, make sure to keep original receipts.  If you are collecting money (selling merchandise, raffles, or fundraisers) you must fill out the Ticket Event Data form at least 10 business days prior to event, as the SBA E-Board will need to sign forms and fines may be imposed if late.  After the event, bring all original receipts and event documentation (flyer, email, or event page) to SBA Treasurer Room 207, in order to pay the vendors.  You may also email event documentation to law-sba@buffalo.edu with the subject line "Attn: Treasurer."  You should consult SBA if you have any questions about funding or the related processes.

If your organization is not recognized through SBA and you are spending or collecting money for your event, you must email the Office of Student Affairs (law-studentlife@buffalo.edu) a proposed budget request.  After the event, you will need to email all original receipts and event documentation (flyer, email, announcement, and attendance list) to the Office of Student Affairs.

Once your event is confirmed by OSA, we will add it to our internal calendar to help avoid scheduling conflicts.  We will also route your event details and promotional materials to be posted to the School Information Portal (SIP), the weekly Docket email, the lobby monitors and Facebook, as appropriate.

Refer to the Promoting Your Event Checklist for information and recommendations about promoting your event.

When creating promotional materials, consider who it is that you want to attend your event or program. Is it for members of your organization? Are there alumni who you would be interested in having attend? Is the event open to undergraduate students or the general public? Once you identify who you want to be there, you can create a plan for how you will invite them.

If you need help with creating promotional materials or a promotional plan, please set up an appointment with OSA at law-studentlife@buffalo.edu.  When creating your promotional materials, we recommend including the title of the event, date, time, location, speaker information, and contact details.  Once your event is confirmed by OSA, please share the Canva link to the file with the following settings: Anyone with this link can edit, to law-studentlife@buffalo.edu or submit your promotional materials to law-studentlife@buffalo.edu, so that we may route them as appropriate.

Please see the Notices and Flyer Guidelines below for helpful information regarding hanging print notices and flyers in O’Brian Hall.

The law school uses Canva to create many of its promotional materials, and we highly recommend you do too! It is free and easy. Sign up here!

If you create materials in Canva, please share the link to the file with the following settings: Anyone with this link can edit, to law-studentlife@buffalo.edu. This will allow the Student Affairs team to resize the document as necessary to help promote your event on the first floor and law library monitors. 

If you are using a QR code, please use the free QR code generator within Canva. First, click  "Apps" on the side panel of Canva. Then, search "QR code generator" within "Apps."

Posting print notices and flyers in well-trafficked areas of the School of Law is a great way to promote your event and get the word out.  To help maintain an orderly appearance, and to comply with maintenance and facility requirements, the following guidelines have been adopted for posting notices and flyers in O’Brian Hall.

• Notices and flyers are permitted to promote law student organizations, programs, and activities.
• Any notices and flyers should include the title of the event, date, time, location and who can attend, as well as the name and contact information for the sponsoring organization(s). The content and design must be consistent with a professional school environment.
• Generally, and to allow sufficient space for all organizations, all notices and flyers should not exceed 11” x 17”.  If you wish to hang a larger notice or flyer, please contact OSA for permission.
• 1^st Floor – Posting is permitted on the designated bulletin boards only, by permission of OSA.  Posting is not allowed on the bricks around the 1^st Floor elevator bank.
• 2^nd through 7^th Floors – Posting is allowed on the bricks around the elevator banks, and on office doors or bulletin boards with permission of the respective occupant. Note that the 5^th Floor elevator bank does not have bricks and posting is not allowed there.
• Law Library – Posting is allowed in the 5^th Floor Student Lounge.  All other posting, including inside glass cases, requires permission of the Law Library’s Student Services Librarian, Austin Waters (bawaters@buffalo.edu).
  
• Student Elections – For Student Bar Association elections (officers and class directors), OSA will designate an area on the 1^st Floor where each candidate will be permitted to post one campaign flyer.  Candidates may post campaign flyers elsewhere in the building consistent with the general guidelines.  For other student elections, candidates should contact OSA for specific instructions and coordination.
• No posting is allowed on painted walls, woodwork, wooden columns, lockers, windows, bathroom or classroom doors, stairwells, or inside bathrooms or elevators.
• All notices and flyers should be removed a soon as reasonably feasible after an event ends.
• Foam mounted posters on easels are permitted in the 1^st Floor lobby through permission of OSA.
• Notices and flyers in violation of the above guidelines will be removed and disposed of without notice to the person or organization.

Public Performance Rights (PPR) must be obtained for any media shown by a student group (movies, documentaries, tv shows, etc.). To obtain PPR rights, you must submit your proposed title to the Law Library’s Student Services Librarian, Austin Waters (bawaters@buffalo.edu) a minimum of three weeks prior to your event. This allows time to contact our PPR Liaison. Submissions not sent in three weeks prior to the event may not be approved. 

Each semester, numerous events are organized by student groups in the law school. Please understand that your fellow student groups are also diligently planning their events, aiming to secure suitable dates and times. To ensure a smooth experience for everyone, we strongly advise against overlapping events that target a similar audience. OSA puts in considerable effort to prevent such overlaps and promptly notifies you of any conflicting events. However, you can play a crucial role by submitting your event details to OSA as early as possible. This proactive step allows us to better coordinate the scheduling and avoid any unintentional clashes. 

When creating an event, please consider who you would like in attendance. This question helps the law school promote your event to an accurate audience. While completing the events form you will be asked if the following groups are invited:

• JD/LL.M. law students
• Undergraduate law students
• Law school community (faculty, staff)
• Law alumni
• UB community (i.e. faculty, staff, students)
• Buffalo legal community
• General public