Venue

Please Read

Welcome to the new Venue Contract Review/Creation wizard:

This form is intended for club officers to use, to request creation or review of a contract between the University at Buffalo Student Association Inc. ("SA") and any venue that your club may wish to use. Do not use this form if you will be purchasing food from the vendor - use SA's Catering Contract form instead.

Please fill out this form to submit a contract for review or request SA generate a new contract. Note that this process generally take about 2-3 weeks depending on what the contract is for and other factors.

The club's Treasurer or President MUST request funds for the expenditure described in the requested contract, and the request for funds must be approved by the SA Treasurer in the SAFE system before the contract may be released. 

Contract Timeline:

  1. Request funds through SAFE (if there is a cost associated with this contract).
  2. Initial submission via this form
  3. Initial review by SA Staff
  4. Markups/Changes made (5-7 business days)
  5. Submitted to SA's lawyer for review if necessary (minimum of 1 week)
  6. Submitted to Campus Life for review if over $2,500 (may take up to 2 weeks)
  7. A contract may be executed on behalf of SA (including for any SA club) only if such contract is executed by the SA Treasurer and either the SA President or SA Vice President. No one else may sign any contract on behalf of SA or any SA club. SA E-Board approval is not guaranteed.

*All time frames stated are estimates. No turnaround time is guaranteed.

What do you need to know before you continue?

  1. Will the event include any of the following (if so, you’ll need additional insurance, contact Mark Sorel):

A parade, March/Walk | Aircraft or hot air balloons | Alcohol | Animals | Any activity by third party telemarketing, direct mail or internet advertising firms | Carnivals with mechanical amusement rides | Contact sports | Events lasting more than 5 days | Events with more than 500 people in attendance at any one time | Fireworks | Motorcycle runs or Automobile rallies |Political Rallies | Requirement to name performer as an Additional Insured | Rock, Hip-Hop or Rap performances with attendance greater than 500 | Rodeos

  1. Contact info for yourself and your club’s onsite contact (if it’s not you)
  2. What is the estimated attendance?
  3. Event:  Name, Description & Location
  4. Venue contact info
  5. Will there be outside catering?
  6. What time:
    1. You can access the venue?
    2. The event begins/ends?
    3. You be out of the venue?
  7. The legal name and address of the vendor (must match the person or entity receiving payment as presented on their W9)?
  8. Is there already a W9 on file? (check with SA finance department)
  9. Attach any documentation that your venue provided, like a contract.
  10. What is the venue rental fee?
  11. Will SA be providing any equipment, and if so, what?
  12. Will the venue be providing any equipment, and if so, what?
  13. Are there any other terms or conditions to this deal (i.e., coat check, security, etc.)?

Download a PDF copy of "What you need to know"

Will the activity associated with this contract include any of the following (if none apply, please continue):
Will the activity associated with this contract include any of the following (if none apply, please continue):
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Based on the answers above, this event will require additional insurance. An email will be sent to you with instructions on how to start the process of securing insurance for this event.
Based on the answers above, this event will require an approved Alcohol Request before we can process this contract. A copy of the Alcohol Request form can be picked up at the SA office. Please still submit this contract request even if the Alcohol Request form has not yet been submitted.
Finance - If there is a cost associated with this contract, you must already have an approved request in the SAFE system before the contract can be processed.(*)
<strong>Finance</strong> - If there is a cost associated with this contract, you must already have an approved request in the SAFE system before the contract can be processed.
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Request funds through SAFE first

Enter your Contact Info

Please choose your club from the list!
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You must enter a valid UB email address that ends in "@buffalo.edu"
Please enter a valid US phone number in the format of: (123) 456-7890
What position do you hold within your club(*)
What position do you hold within your club
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Are you going to be the club's onsite contact person?(*)
Are you going to be the club's onsite contact person?
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You must enter a valid UB email address that ends in "@buffalo.edu"
Please enter a valid US phone number in the format of: (123) 456-7890
What position does the onsite contact person hold in the club?(*)
What position does the onsite contact person hold in the club?
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Event Info

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Will you be bringing in outside catering?(*)
Will you be bringing in outside catering?
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Please note, we require 2 weeks to process contracts. The calendars will not allow you to select a date that is closer than 2 weeks from today.
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Payee Info

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Is there already a W9 on file(*)
Is there already a W9 on file
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Arrangement Info

Did this venue issue a contract or other paperwork?(*)
Did this venue issue a contract or other paperwork?
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Will SA be providing any equipment?(*)
Will SA be providing any equipment?
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What gear will you need SA to Provide?(*)
What gear will you need SA to Provide?
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Will the Venue be providing any equipment?(*)
Will the Venue be providing any equipment?
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What gear will the Venue provide?(*)
What gear will the Venue provide?
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Submit this form:
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