All users must comply with Office of Event Services and University of Florida (UF) rules, regulations and policies www.regulations.ufl.edu. Users must also comply with appropriate state and federal laws, and fire and police department rules and regulations.
All reservations must be made via our online reservation form.
In order to allow sufficient time for the planning of your event, requests for space should be based on the following minimum advanced notice:
|Priority Tier||Requests Received Beginning||Event Dates Accepted|
|Tier 1||2nd week of August 2020||Fall 2020 Semester – April 30, 2023|
|Tier 2||4th week of August 2020||Fall 2020 Semester – April 30, 2023|
|Tier 3||3rd week of September 2020||Spring 2021 Semester – April 30, 2021|
|Tier 4||2nd week of October 2020||Spring 2021 Semester – April 30, 2021|
|Tier 5||1st week of November 2020||Spring 2021 Semester – April 30, 2021|
Student Organization: Any meeting or event sponsored by a student organization that is registered with Student Activities & Involvement.
University Department (Level I):Any meeting or event coordinated by a UF department where no funds are collected in the form of admissions, registration, or donations.
University Department (Level II):Any meeting or event coordinated by a UF department where a ticket, registration, conference, admission, vendor, or similar fee is charged or a donation is requested from participants.
Non-university:Any meeting or event coordinated by a for-profit or non-profit group that is not associated with the University of Florida, or an individual requesting space for private use.
Must be cancelled by 12:00 noon the day before the event (12:00 noon on Friday for events occurring Saturday, Sunday, or Monday).
First and Second Offense
Must be cancelled at least two weeks in advance of the event date.
Appeals to have reservation privileges reinstated will be reviewed by the Reitz Union Board of Managers and the Office of Event Services Director.
Student Government (SG) Funded Student Organizations:
Non-SG Funded Student Organizations:
Groups with outstanding bills owed for more than 60 days will be restricted from reserving additional space until such bills are paid in full.
Groups with outstanding bills owed for more than 120 days will be suspended from reserving additional space until such bills are paid. In addition, any future reservations will be cancelled and the group will need to resubmit a room reservation request once all outstanding payments have been received and their account restrictions have been lifted. A hold may also be place on the contact person’s University records.
Exceptions will be made for general meetings of registered UF student organizations where food is being provided for group members only. Large events such as assemblies or banquets, or events that are open to the public will require food to be catered by Classic Fare Catering. Student Organizations wishing to serve ethnic food should meet with a representative from Classic Fare Catering to determine their options.
Events organized by or co-sponsored with IRHA and/or RPB that plan to serve carnival type foods (i.e. popcorn, sno cones, cotton candy, etc.) are permitted to use the carnival food equipment owned by IRHA and/or RPB. All other events will be referred to Classic Fare Catering to reserve the appropriate food, equipment and staffing.
Student groups providing their own food for general meetings must comply with the following policies:
Approved foods: Student Groups will be permitted to bring in nonperishable snacks and beverages (must be Pepsi products, including Aquafina bottled water), and similar “store-bought” prepared foods such as cookies and birthday cakes.
Prohibited Food Items: Student Groups are prohibited from “pot-luck” type items that require refrigeration, heating, or similar temperature control in order to preserve food quality and safety. Items such as pizzas, deli trays, and other prepared or hot foods are prohibited as these are readily available from approved Classic Fare Catering at market prices.
Locations: Food items noted above will only be permitted in public lounge areas, meeting rooms and the auditorium. Outside food is prohibited in the Grand Ballroom, Rion Ballroom, Arredondo Cafe, Matthews Suite and Food Court.
Use of Building Facilities: Student Groups will not have access to University or Reitz Union food preparation facilities or related equipment and supplies, including but not limited to: kitchens, refrigerators, ice machines, ovens, and/or stoves. Use of hot plates, crock pots, open flame burners, canned heat (Sterno), chafing fuels, or similar methods or products by students or student groups is prohibited at all times.
Cleanup: Student Groups are responsible for cleaning up following activities where food is brought in. All trash should be disposed of appropriate trash receptacles located in the room or surrounding area. Student Engagement’s Office of Event Services will assess cleaning charges or deposits if personnel are required to provide clean-up services and/or if furnishings or facilities are damaged or soiled.
To obtain a license from the Division of Alcoholic Beverages and Tobacco, contact the district office at 240 NW 76th Drive, Suite B or call (352) 333-2515 at least three weeks prior to the event.
Groups may bring their own basic audio-visual equipment at no additional charge, with approval from the Office of Event Services; however, our personnel will not assume responsibility for the set up or troubleshooting of such equipment and this equipment cannot be connected to house sound systems. AV Services does not provide, troubleshoot issues, or operate laptop computers. A limited number of adapters are included with use of a projector; however, it is recommended that individuals provide their own adapter to connect to the projector. Without prior testing, we cannot guarantee compatibility with or proper adapters to connect to our projectors.
Non-amplified music such as piano or a cappella singing in meeting rooms should be kept to a low volume so as not to disturb meetings in adjacent rooms. If the Office of Event Services or the Building Supervisor receives noise complaints, the group may be asked to reduce the volume or end the program.
Organizations tabling in outdoor locations may display a video or provide music at their table as long as the sound does not exceed normal conversation levels and is not heard more than 3′ from the table.
Amplified recorded or live music on the Amphitheatre or North Lawn are limited to Fridays between 6 pm and 10 pm and Saturdays or Sundays between 9 am and 10 pm.
AV Services staff will maintain control of volume levels for all audio-visual packages they operate in order to protect the equipment and respond to noise complaints during events. All audience members and event participants assume all risks involved in exposure to high sound levels.
Any Office of Event Services, Student Engagement, and/or University Police Department (UFPD) personnel has the authority to manage sound levels and, therefore, may require a permitted event to turn down the volume to a reasonable decibel level appropriate for the venue and event.
Items with Restrictions:
The Rion and Grand Ballroom stages can be constructed with a wheelchair accessible ramp. Arrangements for the ramp can be made through Student Engagement’s Office of Event Services. At least two weeks advance notice is appreciated.
The Office of Event Services does not have the authority to waive parking fees or fines assessed by UF.
To request alcohol at a student organization event please email email@example.com.
Requests for banner locations can be be made through Student Engagement’s Office of Event Services.
If your Student Organization is Student Government funded, Student Activities & Involvement must be involved in all contact with agents for speakers, negotiations, offers, and the completion of the contract. A verbal offer on the phone is considered binding. Student organizations may not legally do contracts with outside vendors. The contract process must begin at least 20 business days (4 weeks) in advance.
For non-Student Government funded organizations you may work with Student Legal Services to review contracts.
If you are approached about a “co-sponsorship” by non-university groups or commercial vendors, please contact Student Engagement’s Office of Event Services to have the inquiry reviewed on a case-by-case basis. Do not reserve meeting rooms for these vendors. Your organization must be the main sponsor and the headliner on all promotional materials (i.e. the Reitz Programming Board presents…). Promotional materials may be reviewed by Student Engagement’s Office of Event Services.
Submitting an Event Permit
Permits need to be submitted AT LEAST 3 weeks (15 business days) in advance. Note that only officers of an organization listed in GatorConnect will be able to submit a permit.
After a permit is approved, an automated email will be sent to the officer who submitted the permit. As a reminder, a permit request does not reserve any space for an event – you will need to go through the office that manages the space.
For any questions regarding event permits please email firstname.lastname@example.org
Approved Fundraising Activities on Campus
Fundraising Activities not Allowed on Campus
The use of animals for research, teaching, or exhibition is closely regulated by the federal government. High standards exist for the care and use of animals at UF. To ensure compliance with all regulations, policies and standards in place to protect animal welfare, Institutional Animal Care and Use Committee (IACUC) members review all requests for approval to use vertebrate animals. Failure by any individual to adhere to these standards can jeopardize the University of Florida’s entire animal use program.
Organizations are responsible for all University Police (UPD) and other related expenses (approximately $365 for UPD).
Requests for tabling reservations can be be made through Student Engagement’s Office of Event Services.
Contact the Office of Event Services to inquire about available space for your event. Be prepared to provide a preferred event date, time, number of attendees, seating style, and other specific event needs.
If providing own coverage, the policy must meet the following requirements: