FAQs & Additional Info

Organizations that are recognized by USG are bound by SUNY student government financial guidelines. Under those rules, groups must use only funds provided by USG for events and activities. Fundraising is forbidden, however, there are several other approved campus sources for additional funds that a group can apply for. Each has its own requirements and deadlines. Check their web pages (linked below) to see if your event or activity qualifies for a grant.

Events at places where alcohol is served

If your organization is planning on holding an event off campus at a venue where alcohol is present, there are a few extra steps that are necessary in order to have your event approved by the college administration and United Students Government. Please remember, USG funds can not be used to purchase alcohol under any circumstances!

You must submit an Alcohol Authorization Request Form to the Buffalo State Dean of Students Office to serve alcohol at an event.

The Dean's Office will forward your request to USG.

To decide how to proceed in planning your event answer the following question follow the appropriate steps below; Is your organization planning on serving alcohol at this event?

YES

Step 1:  Fill out an event submission on Bengal Connect at least five weeks prior to the date of your event.

Step 2:  Use the link above to access and submit your request for authorization to the Dean of Students Office. This also must be done five weeks before the event.

Step 3:  The form will be forwarded to the following committees/departments for approval:

  • USG Rules & Regulations Committee
  • USG Executive Board
  • USG Senate
  • The Dean of Students

Please Note: The USG Treasurer will sign all contracts with the venue once your paperwork is approved.

Step 4:  Once the Alcohol Authorization Request is approved, your purchase orders for the event will be approved. Make sure you allot your organization enough time to have all purchase orders approved prior to the event.

NO

Step 1:  Fill out an event submission on Bengal Connect two weeks prior to the date of your event.

Step 2:  Inform your contact person at the venue that you will need a written letter to USG stating that no alcohol will be served to the students at this event.

Step 3:  Ask the advisor of your organization to complete a letter on appropriate letterhead explaining they know of the event and understand fully that the students of the organization are not to be served alcohol.

Step 4:  Bring all completed paperwork to the USG Business Office in Campbell Student Union 105F.
Please Note: The USG Treasurer will sign all contracts with the venue once your paperwork is approved.  

Step 5:  Once the required paperwork is submitted, the purchase orders for the event will be approved. Make sure you allot your organization enough time to have all purchase orders approved prior to the event.

To ensure the health and safety of all, only caterers that can provide a copy of their NYS Health Department Permit as well as a W-9 form listing their EIN# for payment may be used for campus events, meetings, or functions. Organizations must also store and serve the catered food following all NYS Health and Safety Guidelines. Organizations can borrow serving and holding supplies from USG (contact the USG Program Coordinator at least a month prior to the scheduled and approved event). If organization needs to purchase some supplies for the proper serving and holding of the catered food, follow the instructions for How to Buy Goods or Services.

Making Your Own Meals?
Due to the concern for health and safety, public “potluck” dinners and other events where members and visitors prepare food will not be approved by USG. A club can hold a "members only" event of this sort, but that event cannot be advertised or made open to the public.

USG Organizations are not allowed to receive donations in the form of money. Organizations are allowed to receive non-monetary goods or services such as food donations.

USG Organizations are not allowed to collect, receive or hold any money or goods on behalf of any charitable organization. USG Organizations are allowed to hold an event where a charity is present, but the charity is responsible for collecting the donations.

Fundraising and raffles may not be conducted by USG Organizations. Fundraising is considered sales of any sort (bake sales, candy sales, etc.) and any collection of money that is not regulated event admission. Raffles where a ticket is being sold for a drawing for a prize are not permitted. USG is bound by the regulations for SUNY student governments funded by activity fees and is not allowed to do fundraising of any sort whether it is for the organization itself or a charity. We do not condone fundraising by any of our organizations funded or non-funded. If an organization is found to be fundraising you may lose your funding and/or recognition as a USG Organization.

Every USG organization is required to record attendance at events funded through the activity fee and to report that attendance the next business day after the event. 

Event Pass and Check-In App

Through the Bengal Connect website, USG provides a way to record attendance using phones and tablets. It has two elements: individual students have a personal Event Pass and event organizers use the Check-In App to read and record the Event Passes.

NOTE: The Check In App can only be used for events or activities that have completed the USG approval process through Bengal Connect. This is the only way that the required Access Code can be created.

  • The Event Pass: Students can find their Event Pass at the top of their Profile menu after they have signed in on BengalConnect.com. The pass is in the form of a QR code that can be accessed on a phone, saved on the phone, or printed out and carried as a hard copy. On a phone, the pass can be accessed (and saved) most efficiently using the CORQ Mobile App.
  • The Check-In App: Event organizers must download the Campus Labs Event Check-In App (free) to a phone, iPad, or tablet. The user will input an event Access Code (found on the event’s registration page on Bengal Connect) and then log in. They are then able to use the device’s camera to read the Event Pass of each student attending the event. Afterward, an attendance report can be generated and turned in to the Business Office. If a student attending an event cannot access their Event Pass, you can enter their student email address to check them in and record their attendance.

Due to NYS copyright laws, colleges and universities are not able to show movies and films for public viewing unless they meet ALL requirements of the "Education Exemption", which are listed below for your convenience;

  • A teacher or instructor is present, engaged in face-to-face teaching activities.
  • The showing takes place in a classroom setting with only the enrolled students attending.
  • The movie is used as an essential part of the core, required curriculum being taught. (The instructor should be able to show how the use of the motion picture contributes to the overall required course study and syllabus.)
  • The movie being used is a legitimate copy, not taped from a legitimate copy or taped from TV.

USG, nor any other department on campus, can give you direct access to the licensing rights to show a movie on campus. What you can do is list your event as "Organization Only" on Bengal Connect making the event accessible to strictly members of your organization and NYS copyright laws do not apply because the film/movie is not being advertised or distributed publicly.

Currently, No tickets may be sold or admission charged in advance or at the door for student events. The United Students Government and the Student Leadership and Engagement offices have been researching companies to facilitate this service on campus and are currently awaiting for the campus and SUNY to review and approve a proposed company. More information to come in Spring 2025.