Policies for Student Government Organizations

The SBI policy states that:

  1. The SBI Ticket Office shall serve as the Revenue Control service for ticket and merchandise sales your organization.
  2. This includes all sales such as:
    1. Merchandise Sales including but not limited to:
      1. Hats
      2. T-shirts
      3. Sweatshirts
      4. Mugs
      5. Banners
      6. Other tangible objects
    2. Ticket Sales (any event) including but not limited to:
      1. Parties
      2. Dinners
      3. Movie Nights
      4. Auctions
      5. Conferences
      6. Tournaments
      7. Raffle sales
    3. Exceptions to this policy are merchandise other than apparel in which the price is less than $5. For example:
      1. Flowers
      2. Candy
      3. Jewelry
      4. Baked Goods
      5. Donations (NOTHING IS RECEIVED in return.)
      6. Co-sponsorship Grants

NOTE: Any and all funds collected from these exempted events must be deposited through your student government or the SBI Business Office in 341 Student Union.

Procedures for all merchandise and ticket sales events

  1. Pick-up an SBI Ticket Office Event Data Form at
    1. Your student government
    2. Sub-Board I
    3. The SBI Ticket Office
    4. subboard.com/tickets
  2. Complete the form.
  3. Have the form signed by one of your GOVERNMENT OFFICERS.
  4. Schedule an Event Set-up Meeting with a member of the SBI Ticket Office Management Team by calling our office at 645-2353.
  5. Appointments are scheduled between 10am–4pm, Monday through Friday and must be made at least 10 business days prior to the Event Date or Date of Sales. For each Event setup less than 10 business days before the Event Date or Date of Sales there is a $10 Late Fee per day. For each merchandise sale setup less than 5 business days before date of sale there is a $10 Late Fee per day.
  6. Bring the signed SBI Ticket Office Event Data Form to your SBI Ticket Office Event Set-up Meeting.
  7. At the SBI Ticket Office Event Set-up Meeting you will set a closing date. All final deposits and unsold merchandise/tickets must also be brought for counting; as this is part of the closing procedure. For each event and merchandise sale closed after the set closing date there shall be a $10 per day fee up to $50.
  8. At the SBI Ticket Office Event Set-up Meeting you will receive additional guidelines specific to either Merchandise Sales or Ticket Sales. ALL SALES ARE IN U.S. FUNDS ONLY.
  9. These specific guidelines are outlined below.

Procedures for merchandise sales only

  1. May be sold on Consignment. Consignment means that you will sell the merchandise independently. In order to do so, you must sign a contract for personal liability of the dollar value of the items to be sold. This process is explained in further detail later in this document.
  2. May not exceed a period of 6 months. This time limit exists because you are allowed the privilege of not charging sales tax. This means that the sale must be for a fixed period of time only.
  3. All sales must be documented with receipts by the conclusion of the sale period
  4. All merchandise that has not been sold may be; given away, destroyed, or resold. If merchandise is resold the sales dates can start no earlier than 60 business days after the closing date of the previous sale.

There are two options for selling merchandise:

  1. Collect the funds prior to ordering the merchandise.

    1. Schedule an Event Set-up Meeting with the SBI Ticket Office at least 5 business days prior to the first day of sales.
    2. Bring the signed SBI Ticket Office Event Data Form to your Event Set-up Meeting.
      1. We need the price that is being asked for each item and an estimated date of arrival.
      2. Pick up a Receipt book at the SBI Ticket Office.
    3. Collect the money for the merchandise and give each purchaser a receipt
    4. Set a second appointment with the SBI Ticket Office. At the second meeting you will deposit funds collected.
    5. When you receive the merchandise from the vendor, make the third and final appointment with the SBI Ticket Office.
      1. Bring a copy of the receipt from the merchandise vendor that clearly states how much merchandise was purchased.
      2. Bring the merchandise so that it may be counted and verified against the vendor receipt.
      3. Sign the Consignment Contract
    6. Distribute merchandise
    7. All funds will be deposited into your account within 2 weeks of the close of the sale

  2. Order the merchandise prior to collecting funds.

    1. Schedule an Event Set-up Meeting with the SBI Ticket Office at least 5 days prior to the first day of sales.
    2. For the Event Set-up meeting:
      1. Bring the signed SBI Ticket Office Event Data Form.
      2. Bring a copy of the receipt from the merchandising vendor that clearly states how much merchandise was purchased.
      3. Bring the actual merchandise to be counted by SBI Ticket Office Management to be verified against the vendor receipt.
      4. Complete and sign a Consignment Contract that holds you personally liable for the dollar value of the merchandise to be sold.
    3. Take merchandise and begin selling. All customers must be given a receipt at the time of purchase.
    4. Make regular deposits to the SBI Ticket Office by appointment.
    5. Make an appointment with the SBI ticket office to close out the consignment. Bring any completed receipt books and any funds that have not yet been deposited.
    6. All funds will be deposited into your account within 2 weeks of the close of the sale.

NOTE: Because you are limited to a 6-month selling period, be careful not to order too much merchandise. You may end up losing more money than you make.

Procedures for ticket sales only.

Bring the signed SBI Ticket Office Event Data Form to your Event Set-up Meeting.

Choose any or all of the 3 ticketing options listed below.

  1. Pre-Sale.

    1. Having tickets sold at the SBI Ticket Office during regular business hours.
    2. The SBI Ticket Office provides the ticket stock at no additional cost to your organization.
    3. You will assist in the design of your ticket. The Event Name, Event Date, Location and price will appear on your ticket.
    4. All funds will be deposited into your account within 2 weeks of the close of the event.

  2. Consignment.

    1. A Consignment Sale occurs when a representative from your organization signs for personal liability of the dollar value of the tickets to be sold.
    2. This allows for you to sell tickets at your club office or classroom etc.
    3. This service is provided at no additional cost to your organization.
    4. You will assist in the design of your ticket.
    5. You must order a separate set of tickets for each price. We suggest that you keep your event as simple as possible by limiting different ticket prices.
    6. This allows each ticket to act as a receipt and no further documentation is required.
    7. Allow 3 days for the tickets to be designed and printed.
    8. The representative who signs the Consignment Contract must be the person to pick up the tickets.
    9. ALL Ticket Consignments must be closed at least 1 business day prior to the Event Date.
    10. All funds will be deposited into your account within 2 weeks of the close of the sale.

  3. Online

    1. Online Sale is available. NOT ALL EVENTS AND/OR MERCHANDISE SALES CAN BE SOLD ONLINE.
    2. This allows your organization to sell tickets over the internet, and allows the customer to use credit cards and print their own tickets.
    3. This service is provided at no additional cost to your organization, but there is a convenience fee to all and a mailing fee if the customer wishes to have their tickets mailed.
    4. The online design of your organization’s ticket will be different from the Box Office design, this is for operational reasons.
    5. A Sub-Board I Ticket Office Agent MUST attend all events where online printing is used. This is to assist the organization in using the hardware required for scanning those tickets. There is no additional charge for this service.
    6. If the Ticket Office is not notified of On-Site need at least 10 business days prior to the Event Date, we may not be able to secure a Cashier. This may lead to the proper hardware not being available.
    7. Allow 3 days for your event to appear on our website online.
    8. All funds will be deposited into your account within 2 weeks of the close of the sale.

  4. On-Site.

    1. Having tickets sold at the door the day of your event.
    2. We supply you with an SBI Ticket Office Cashier for On-Site Sales at no additional cost to your organization.
    3. If we are not notified of On-Site sales at least 10 business days prior to the Event Date, we may not be able to secure a Cashier.
    4. In the above case, you must cancel On-Site Sales or let customers in free of charge.
    5. If there is a cancellation of On-Site Sales or of the event itself, you must notify the SBI Ticket Office at least 2 days prior to the event.
    6. All funds will be deposited into your account within 2 weeks of the close of the sale.

NOTE: For conferences you will need to make an appointment with the SBI Ticket Office at least 2 months prior to the event. All mail-in registration forms should be sent directly to our ticket office. Mail in registration must end at least 1 week prior to the event.

Because your organization receives funding from Mandatory Student Activity Fees, you must follow the SUNY Trustee Guidelines for Revenue Control.

Guidelines

Office Hours

Monday – Friday
10 AM – 6 PM

Contact the Ticket Office

221 Student Union
University at Buffalo
Amherst, NY 14260
Manager: Lorenzo Guzman
Phone: (716) 645-2353
Email: sbi-to@buffalo.edu
Student Owned and Operated by Sub-Board I, Inc.