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To best meet the diverse needs of the university community and to maximize utilization of facilities, a priority system will be adhered to for all reservation requests. Note that examples given are not all-inclusive. The determination of priority will be made by the Office of Event Services staff. Dates for submitting reservation requests will be published below. Academic classes may not be held in the Reitz Union.

All reservations must be made via our online reservation form.
To allow sufficient time for the planning of your event, requests for space should be based on the following minimum advanced notice:

• Tabling – Submit request at least 1 week prior to the event.
• Meeting rooms/Auditorium/Arredondo Cafe – Submit request at least 1 week prior to the event.
• Ballrooms/Large Outdoor Events – Submit request at least 3 weeks prior to the event.
• Events requiring large quantities of equipment or advanced AV support and labor must submit requests at least 3 weeks prior to the event.

Tier 1

• Complex, annual events that impact the entire university and require coordination with the overall university calendar and extensive advanced planning such as new student orientations, Convocation, welcome activities, Commencement events, Homecoming activities, Student Senate meetings, Student Government elections, student recruitment activities, faculty senate meetings, and other events as approved by the Office of Event Services.
• Campus wide events sponsored by the Reitz Union, GatorNights, GatorDays, Accent, and SGP.

Tier 2

• Complex events coordinated by a registered student organization or university department that require substantial advanced planning such as major activities related to cultural month celebrations (such as Black History Month), sorority and fraternity recruitment, superior accomplishment award ceremonies, conferences, and similar events as approved by the Office of Event Services.
• Complex events coordinated by non-university entities that require substantial advanced planning and have been approved by the Office of Event Services to submit requests at this level.

Tier 3

• All other events, meetings and rehearsals coordinated by registered student organizations.

Tier 4

• All other events coordinated by university departments or university affiliated groups.

Tier 5

• All other events coordinated by groups or individuals that are not associated with the University of Florida.

Priority Tier	Requests Received Beginning	Event Dates Accepted
Tier 1	2nd Monday of August 2021	Fall 2021 Semester – April 30, 2024
Tier 2	4th Monday of August 2021	Fall 2021 Semester – April 30, 2024
Tier 3	3rd Monday of September 2021 2nd Monday of February 2022 3rd Monday of September 2022	Spring 2022 Semester – April 30, 2022 May 1, 2022 – December 17, 2022 Spring 2023 Semester – April 30, 2023
Tier 4	2nd Monday of October 2021 2nd Monday of March 2022 2nd Monday of October 2022	Spring 2022 Semester – April 30, 2022 May 1, 2022 – December 17, 2022 Spring 2023 Semester – April 30, 2023
Tier 5	1st Monday of November 2021 1st Monday of April 2022 1st Monday of November 2022	Spring 2022 Semester – April 30, 2022 May 1, 2022 – December 17, 2022 Spring 2023 Semester – April 30, 2023

Fees charged for the use of facilities and services are determined in part by the type of group or organization requesting space and the type of event being held. Please read the following definitions carefully to determine the appropriate category for your group. Note that examples given are not all inclusive. The final determination of group and event type will be made by the Office of Event Services staff. Please be sure that all information provided is accurate, as misrepresentations may result in an adjustment of related fees and/or the loss of reservation privileges.

Student Organization: Any meeting or event coordinated by a student organization that is registered with Student Activities & Involvement.

• Examples: Student organization weekly meetings; student conferences; student performances; guest speakers; banquets

University Department (Level I):Any meeting or event coordinated and funded by a UF department where no funds are collected in the form of admissions, registration, sponsorship, or donation.

• Examples: Departmental meetings, assemblies, awards ceremonies, training sessions, guest lecturers and etiquette dinners

University Department (Level II):Any meeting or event coordinated and funded by a UF department where a ticket, registration, conference, admission, vendor, or similar fee is charged or a donation is requested from participants. Also including events where fees are assessed through sponsorship, associations, or services exchanged.

• Examples: State/regional/national conferences; donor recognition banquets; luncheons

Non-university:Any meeting or event coordinated and funded by a for-profit or non-profit group, or an individual requesting space for private use.

• Examples: Proms; corporate dinners or receptions; fundraisers; wedding receptions; graduation parties

The Office of Event Services recognizes that events are sometimes co-sponsored by multiple organizations and entities; however, groups shall not use their privileges for access to space and services inappropriately to “front” for other groups in order to avoid or reduce expenses and/or provide access to campus for unauthorized groups. Groups are not to reserve space for events which they are not directly sponsoring, financially responsible for, actively involved in, and present at. Instances of “fronting” will result in an adjustment of all related fees to the appropriate rate category and may result in the loss of future reservation privileges.

Groups are allowed access to their reserved space at the times listed on their reservation. If your group needs additional time to decorate or set up for your event, please notify the Office of Event Services to ensure the room will be available at that time. Additional charges may apply to groups that do not adhere to their reservation times.

The Office of Event Services reserves the right to assign or reassign specific event locations, as needed, based on the most efficient use of space for maximum benefit to the University community. If a reservation is reassigned to another location an attempt will be made to reach the contact person listed on the reservation via email or phone in advance. Weekly meetings will be assigned to the Auditorium, Chamber, or meeting rooms. The Arredondo Cafe, Grand Ballroom, Matthews Suite, and Rion Ballroom are intended for special event use, not recurring meetings.

The use of all tobacco products is prohibited on the entire University of Florida campus. Learn more here.

The Office of Event Services or Student Activities and Involvement may require events to be monitored by Division of Student Life staff and/or UFPD officers. All personnel costs associated with such monitoring will be the responsibility of the organization sponsoring the event.

Given the high demand for space at the Reitz Union, the Office of Event Services cancellation and no-show policy is designed to maximize utilization of space by discouraging non-use of reserved space. It is important to cancel any reserved room(s) that will not be used as soon as possible so that those spaces may be made available to other groups. Cancellations must be made through our online request system using your account access or by emailing the Office of Event Services at eventservices@ufsa.ufl.edu. Reservable spaces are monitored for attendance and use, and all no shows are recorded by Reitz Union staff. Repeated no shows and/or late cancellations may result in the suspension of reservation privileges.

MEETING ROOMS/AUDITORIUM/ARREDONDO CAFE:

Must be cancelled by 12:00 p.m. the day before the event (12:00 p.m. on Friday for events occurring Saturday, Sunday, or Monday).
 
First and Second Offense

• A warning email will be sent to the offending organization after each offense.
• Subject to a cancellation fee equal to actual rental rate.

Third Offense

• Subject to a cancellation fee equal to actual rental rate or $35 for areas with no rental charges.
• All remaining reservations for the current semester will be cancelled.
• Organization will be placed on probation for the following (non-summer) semester.
• While on probation, organizations are permitted to use and request space; however, the first late cancellation or no show that occurs while on probation will result in suspension of reservation privileges and cancellation of remaining reservations.

BALLROOMS/LARGE OUTDOOR EVENTS:

Must be cancelled at least two weeks in advance of the event date.
 
First Offense

• Subject to a cancellation fee equal to actual rental rate or $45 for areas with no rental charges.

Second Offense

• Subject to a cancellation fee equal to actual rental rate or $45 for areas with no rental charges.
• All remaining reservations for the current semester will be cancelled.
• Organization will be placed on probation for the following (non-summer) semester.
• While on probation, organizations are permitted to use and request space; however, the first late cancellation or no show that occurs while on probation will result in suspension of reservation privileges and cancellation of remaining reservations.

AV LABOR:

Must be cancelled at least two weeks in advance of the event date.
 
All Offenses

• Subject to a cancellation fee equal to actual labor rate.

Appeals to have reservation privileges reinstated will be reviewed by the Office of Event Services Director and/or the Reitz Union Board of Managers.

When space is reserved for use as a back-up location in case of inclement weather, regular charges will apply, regardless of whether the space is used, unless back up space reservation is cancelled by deadlines noted above.

Rental rates are subject to change without notice. The Office of Event Services forwards billing paperwork to the Business Office at the end of each month. Specific billing requirements are as follows:

Student Government (SG) Funded Student Organizations:

• Student Organizations that are funded by SG must secure funding from SG Finance three weeks prior to the event. Failure to do so may result in the cancellation of your event.

Non-SG Funded Student Organizations:

• Student Organizations that are NOT funded by SG must provide a complete billing address at the time the reservation is made. An invoice will be sent following the event and payment must be received within 30 days.

UF Departments:

• Departments must provide their 15 digit PeopleSoft chartfield (department ID, fund number and program code) when completing the room request form. To obtain these numbers contact the accounts payable person in your respective department. Rental fees will not be charged to the department until after the event. Departments charging the rental fees to concessions funds or Foundation accounts should indicate as such on the room request form and will be direct billed after the event. An invoice will be sent following the event and payment must be received within 30 days.

Non-University Groups:

• Non-University Groups must provide a complete billing address at the time the reservation is made. Full payment of all rental fees is due two weeks prior to the event unless other billing arrangements have been made. No deposit is required to guarantee the reservation. Acceptable forms of payment are cash, check (payable to the University of Florida), MasterCard or Visa.

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 placed on the contact person’s University records.

All organizations wishing to claim a tax exemption must provide appropriate verification at the time a reservation is made. When a reservation is made a group’s tax status will be determined, this status can be updated before the event occurs. A group’s tax status will not be changed after an event takes place in cases where a 3rd party provides payment for a specific event. For example, a taxable student organization makes a reservation and holds an event. The event is charged sales tax based on the tax status of the student organization. If a UF department (non-taxable organization) later decides to pay for the organization’s event the taxes will not be waived because the event was originally charged tax based on the tax status of the organization making the reservation and holding the event. Some examples of tax exempt organizations include UF departments, SG funded student organizations and tax exempt businesses with a tax exempt certificate.

All food served at functions within the Reitz Union must be purchased through Classic Fare Catering. Classic Fare Catering can be reached at (352) 392-3463 or on their website.

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 SAI 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 SAI. 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, the Chamber, 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. The 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.

Events serving or selling alcohol must abide by the University’s Alcoholic Beverages Policy. The complete policy can be found under the Public Functions link at www.regulations.ufl.edu (2.019). The sale and/or service of alcohol on UF property is subject to the approval of the University President. To receive permission, complete the Alcohol Event Approval Form.

• Alcohol is not permitted during regular business hours, Monday through Friday from 8:00 am to 5:00 pm.
• Alcohol is only permitted in designated and pre-approved areas.
• The Office of Event Services must be informed that alcohol will be served at least three weeks prior to the event.
• The sponsoring organization must arrange for an individual(s) to monitor event exits to ensure that attendees do not take alcoholic beverages into the common areas of the Reitz Union. If the sponsoring organization cannot provide individuals for this purpose, arrangements can be made with the Classic Fare Catering office at an additional cost.
• The University Police Department will be notified that alcohol will be served and may require security personnel to be present for the event at an additional charge to the group.
• Events at which alcoholic beverages are sold require a liquor license issued by the Division of Alcoholic Beverages and Tobacco. The sale of alcoholic beverages is defined to include, but not limited to, the following activities or conditions:
  — An admission fee to the event is charged
  — Cups are sold
  — Tickets are sold
  — Donations are collected by the group, or any of its members, sponsoring the function
  — Cash or anything else of value is collected

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.

Information concerning room setup (i.e. stage, tables, chairs, audio-visual equipment, etc.) for the Rion Ballroom, Grand Ballroom, and other large events should be given to the Office of Event Services no less than two weeks prior to the event. Final placement of furnishings and equipment is at the discretion of the Office of Event Services and may be influenced by safety regulations and/or concerns. Failure to provide this information within this time frame may result in the cancellation of the event. Room rental costs include one room set up per day. Requests for additional set ups in a single day will be evaluated on a case by case basis and may result in additional charges. Groups shall not rearrange moveable walls, furniture, podiums, or audio visual equipment in any of the locations. Any damages that result from groups attempting to move these items on their own will be the responsibility of the organization sponsoring the event.

Any changes to your setup should be made no later than two business days prior to the event. Our ability to accommodate last minute changes is based on time, staff availability, and resources. Requests for such changes will be evaluated on a case by case basis. Complicated room setups and last minute changes may result in additional charges.

Audio-visual equipment including, but not limited to projectors, wired/wireless microphones, floor podiums, etc. may be reserved through the Office of Event Services for use in Reitz Union facilities. More elaborate sound and lighting packages are available for rent but availability of these packages is limited and they must be operated by Office of Event Services staff. Arrangements for these packages must be made at least two weeks prior to the event. There may be costs associated with certain audio-visual equipment. If the Office of Event Services is unable to provide assistance for your event, then a list of alternative vendors who may be able to provide support can be provided.

Groups may bring their own basic audio-visual equipment at no additional charge, with approval from the Office of Event Services; however, the Group will be responsible for the set up and troubleshooting of such equipment and this equipment may not be able to connect to house sound systems. Groups must provide their own laptop computer and personnel to operate it. 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.

The use of amplified sound such as voice, background music, and video/movies is permitted in the following Reitz Union indoor locations: Arredondo Cafe, Auditorium, Grand Ballroom, and Rion Ballroom. Live musical performances by individual performers or groups are limited to the Amphitheatre, Grand Ballroom, North Lawn, and Rion Ballroom. Some locations have time restrictions. Specific audio-visual equipment required to properly support these activities may have additional costs or may need to be provided by an outside vendor.

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 Sound may be used during properly permitted Events at the Amphitheatre or North Lawn on the following days and times: Mondays through Fridays 6 pm to 10 pm, Saturdays and Sundays 9 am to 10 pm.

Office of Event 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 JWRU personnel, 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.

The complete Amplified Sound policy can be found in the Use of University Space Policy.

Individual organization tabling is permitted in the Outdoor Tabling Area, North Terrace, and North Lawn. Large tabling events should reserve and plan to use all three locations. The Amphitheatre or North Lawn may be a suitable location for a special event depending on event size and needs. Final determination of proper location for the event will be made by the Office of Event Services. Limitations apply to amplified sound in these areas.

Wireless internet access is available throughout the Reitz Union. If a wired connection (gaming, content streaming, etc.) is required for your event please notify the Office of Event Services at least three weeks in advance so arrangements can be made. UF faculty, staff, and students will need their Gatorlink username and password to access the internet. Non-university persons can obtain a guest username and password by accessing the UF Visitor wireless network upon arrival and providing the requested information.

All decorations require approval from the Office of Event Services at least two weeks prior to the event. Magnets are available for checkout to use for hanging decorations from ceiling tiles or on ballroom divider walls. All magnets must be returned immediately following the event or financial charges will apply.
All equipment, decorations, etc. provided by the group must be removed immediately following the event. Additional charges may be applied to your group if removal of items or extensive cleaning by staff is required.

Prohibited items:

• Taping, stapling, gluing or otherwise attaching items to any walls, doors, curtains, windows, posts, columns, floors or ceilings
• Glitter and confetti
• Fog, mist, or bubble machines

Items with Restrictions:

• Banners can be hung by the Office of Event Services for an additional fee. Deliver the banner to the Office of Event Services at least 24 business hours prior to the event.
• Candles may be used as part of table centerpieces only. Every candle must be enclosed in a glass container that is at least one inch taller than the height of the flame. Additional safety measures may be required at the discretion of the Office of Event Services.
• Unsecured helium tanks cannot be brought into the main part of the building. If helium is needed for ballroom decorations, please contact the Office of Event Services for the proper procedures.
• Helium balloons are not permitted in the atrium or outside any areas adjacent to the atrium.
• Strobe lights may be used during an event as long as signage is posted at the entrance doors warning participants about the lighting effects used during the performance.
• Plants and small trees must be self-contained with a tray to keep water and soil off the floor.
• Any painting of signage or props must take place outdoors and efforts should be made to protect underlying surfaces from spills and overspray.

The user is responsible for the cost of repairs to the facility and repair or replacement of equipment in the event of any damage caused during the event. The user may incur additional charges if future events are affected by the damage.

Notify the Office of Event Services two weeks prior to the event of any rental equipment, such as staging, tents, plants, flowers, linens, balloons, audio-visual equipment, etc., obtained for your event. The area you have reserved may be in use prior to and/or immediately following your event, and it may be necessary to schedule these deliveries and pickups for a particular day and time.

The University of Florida allows the use of trained service animals by individuals with disabilities in all public areas at the university. Additional information can be found here.

Assistive listening devices are available for use in some locations and can be arranged in advance through the Office of Event Services or on the day of the event by contacting the Building Supervisor.

The Grand and Rion Ballroom stages can be constructed with a wheelchair accessible lift or ramp. Arrangements can be made through the Office of Event Services. At least two weeks advance notice is appreciated.

Additional ADA information can be found here.

The Office of Event Services is not responsible for any lost, stolen or damaged property belonging to users of the facilities. All items found will be turned in to the Reitz Union Information Desk on Level 1. Items will be retained for a reasonable period and then forwarded to the University Police Department.

The Visitor Welcome Center and Bookstore parking garage is adjacent to the Reitz Union. Parking fees apply Monday through Friday, 7:30 a.m. to 4:30 p.m. Reserved parking can be arranged for conferences and special events by contacting the Transportation and Parking Services administrative office at 352-392-8048 or submitting a reservation request.

The Office of Event Services does not have the authority to waive parking fees or fines assessed by UF.

If you have chartered buses to transport your guests to and/or from the Reitz Union please inform the driver(s) that loading and unloading is prohibited in the Reitz Union circle drive. The driver(s) must use McCarty Drive in front of the McGuire Theatre and Dance Pavilion for loading and unloading passengers.

• All advertisements must have the student organization logo represented; marketing materials cannot reference the sale, consumption or distribution of alcohol or illegal drugs.
• Posters and flyers may only be placed on public bulletin boards around campus (no trees, walls, doors, cars, etc.). Posting of materials in on-campus housing facilities requires permission from the Department of Housing and Residence Life.
• No organization may leave stacks of printed materials unattended, distribute materials inside university buildings, and/or force materials on individuals or throw on ground. Additional information related to Advertising can be found in the Temporary Signage Policy.

Alcoholic beverages may be served or sold at an on-campus function sponsored by a student organization only in limited situations. Prior written approval from the Division of Student Life is required and can be obtained through the event permitting process in GatorConnect. View the University of Florida Alcohol Policy for more information.

Any requests for amplified sound usage must be cleared through the event permitting process in GatorConnect. Amplified sound is generally prohibited in academic areas Monday through Fridays. Amplified sound may be used during properly permitted events at the following outdoor locations, days, and times:

• Reitz Union Amphitheatre and North Lawn: Mondays through Fridays 6 pm to 10 pm, Saturdays and Sundays 9 am to 10 pm.
• Turlington Plaza and Plaza of the Americas: Mondays through Fridays 6 pm to 10 pm, Saturdays and Sundays 9 am to 10 pm.
• Flavet Field: Mondays through Thursdays 4 pm to 10 pm, Saturdays 9 am to 11 pm, Sundays 9 am to 10 pm.

  Additional information related to Amplified Sound can be found in the Use of University Space Policy.
  

There are 10 banner locations on campus (6 at the Reitz Union, 4 at Plaza of the Americas). Reservations must be made through Office of Event Services online reservation system. An event permit is not required for student organization banners. Organizations may reserve banner space for up to 5 days in a 30 day period (month). Reservations can only be made 30 days in advance. All banners must be removed by 5 pm on the last day reserved.

Banners must meet the following specifications:

• Be hung from the banner poles using existing ropes and hardware.
• Banners must be 10 feet wide and no more than 8 feet tall and be hung between the pre-installed banner poles.
• Be constructed of heavy cloth, vinyl, or plastic, properly sewn and vented. Banners must have grommets to attach the banner using the clips provided.
• Banners should not touch the ground. Any banner that is too large or is sagging will be removed.
• Have all guy rope marked to be visible day and night. No wire guys may be used.

  Recommendations:

  • Use exterior house paint to prevent rain/sprinklers destroying banner test.
  • Use light colored banner materials so the text may be easily seen.
  • Prevent wind damage by cutting several vents in your banner.

    Additional information on banners can be found in the Temporary Signage Policy.

A contract is needed any time an individual or business is being paid to perform a service. This includes but is not limited to: Bands (any musical performance), Lecturer/Speaker (any person presenting a lecture), DJ, , Instructors (yoga, dance), etc. A facility agreement may be needed when reserving a campus location.

If your Student Organization is Student Government funded, the Office of Event Services must be involved in the completion of the contract and signature of campus facility agreements. A verbal offer on the phone is considered binding. Student organizations funded by Student Government may not legally sign 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. The non-Student Government funded organization will sign the contract.

TYPES OF CONTRACTS:

1. UF Engagement Agreements are utilized as the sole contracting document with external vendors who either do not have their own contracts or where the cost of the artist is under $5,000 The UF Engagement Agreement may also be used where the cost of the artist is above $5,000 and the vendor does not have their own contract. The UF Engagement Agreement is a binding agreement between the University of Florida and the entity performing a service.
2. UF Facility Agreements are internal agreements that are sent from facilities/venues on campus. These may include but are not limited to the following venues: Curtis M. Phillips Center for the Performing Arts, University Auditorium, Stephen C. O’Connell Center, Emerson Hall, Ben Hill Griffin Stadium
3. External Contracts/Riders are supplied by the vendor and require additional review/potential edits based on what the University of Florida can agree to. A completed UF Engagement Agreement will always be attached to an External Contract.
4. Invoices will be issued if a vendor is selling a product. Invoices will be paid through a Purchase Order (PO) and no contract is needed. External invoices and agreements for products that are not performance-based will need to go through the University of Florida Procurement process. Student Government funded organizations should contact Student Government Finance for any questions related to invoice processing.

UF ENGAGEMENT AGREEMENT PROCESS (SG FUNDED ORGANIZATIONS ONLY):

1. Identify and contact individual or business (vendor) you wish to perform a service for your event. Gather information on cost and confirm their availability for the event date and time.
2. Submit information for SAR into Docutraq to secure funds.
3. Once SAR has been approved by your organization, vendor will receive an email from SG Finance to get established as a UF Supplier. Vendor needs to submit all vendor and tax identification forms to be approved. Student Organization should connect with vendor to encourage them to complete the supplier setup process as quickly as possible. This process can take several weeks.
4. Submit event permit into GatorConnect, if necessary. Watch for comments on the permit and provide additional information if requested. {link to Permit info}
5. Complete contract questionnaire and send to permits@ufsa.ufl.edu. Provide additional information if requested.
6. If the amount is over $5,000 and the entity performing the service has their own contract, then send that document to permits@ufsa.ufl.edu.
7. The Engagement Agreement documents cannot be signed until the event permit is approved and the vendor has been approved by the UF Supplier team.
8. Once the SAR has been moved to “ready for contract”, the Office of Event Services staff will prepare the Engagement Agreement and present it to the appropriate UF administrator for signature. Once signed it will then be sent to SG Finance who will forward it to the vendor for signature. The vendor must return the countersigned Engagement Agreement prior to the event date.
9. All payments to vendors are completed NET 30. Contact Student Government Finance with any payment related questions.

FACILITY AGREEMENT PROCESS (SG FUNDED ORGANIZATIONS ONLY):

1. Identify and contact the campus venue you will use for the event. Gather information on cost and availability for the event date and time.
2. Submit information for SAR into Docutraq.
3. Submit event permit into GatorConnect, if necessary. Watch for comments on the permit and provide additional information if requested.
4. If the facility contact sends your organization a facility agreement, then review it for accuracy, and send it to permits@ufsa.ufl.edu. Provide additional information if requested.
5. Office of Event Services staff will review the facility agreement and present it to the appropriate UF administrator for signature. Once signed it will then be sent directly to the facility.

Collaboration with other stakeholders and organizations on campus is recommended and promotes University partnerships. A Co-Sponsorship Agreement Form is recommended for proper communication and administration of your co-sponsored events. This form can be found in GatorConnect as part of the permitting process.

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.

All student organization events or programs (excluding general organization meetings), that take place on University grounds, require an Event Permit obtained by completing a request through GatorConnect. The purpose of this permit request is to help student organizations run their event smoothly and to identify what areas of campus need to be notified about a specific event. It is the responsibility of the organization’s President to designate officers in the organization who can submit permit requests.

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.

• Log into GatorConnect
• Select My Organization on the top
• Choose which organization you are submitting a permit for
• Click on Create a New Permit on the left-hand side
• Choose your permit type and complete all required fields
• Review and submit permit
• Check back to answer any questions from the Office of Event Services or campus partners in the notes section

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 permits@ufsa.ufl.edu

Use, possession, display, or storage by any student organization of any explosive device, pyrotechnic device or fireworks is prohibited on all land and buildings owned, leased, or under the control of the University of Florida. The use of fireworks displays or special effect production will be considered on a case-by-case basis by through the submission of an event permit in accordance with the Fire Safety for Public Outdoor Display of Fireworks Policy by Environmental Health & Safety (EH&S) and must be approved by EH&S and the venue. The approval process takes about 4 weeks.

The UF Food Contract states the Reitz Union and surrounding areas are restricted to using Aramark/Classic Fare Catering Refer to the Reitz Union Policies for additional information. Other campus locations may allow different food providers. For a complete list of Approved Catering Vendors visit UF Catering.

The sale of any food by student organizations is prohibited. Any food given away must be prepared in kitchens inspected by the Health Department (i.e., restaurants or caterers) so you may not bake anything in your home kitchens and give it away.

Fundraisers are allowed on campus in a limited way. For fundraising events that are held on campus, all funds raised must be donated to a charitable cause or be used for educational purposes (conference travel, programs, competition, lectures or forums, etc.). If you have other ideas for a fundraiser outside of the list below, please contact someone in Student Engagement’s Office of Event Services.

Approved Fundraising Activities on Campus

• Penny Voting
• Silent Auctions
• T-shirt, button, hat, etc., sales (only if item is personalized for event or student organization)
• Collection of dues for student membership (for non SG-funded organizations only)
• 3-5K Run or Walk
• Walkathon
• Face tattoos or painting (organization must work w/ the University Athletic Association if for an athletic event)
• Photos w/ famous people (UF faculty, sports figures, president)
• Dunking booths

Fundraising Activities not Allowed on Campus

• Raffles or gambling
• Bake (or any food) sales
• Flea Markets
• Car Bashes
• Date Auctions
• Food Eating or Drinking Contests
• Live Animals or Petting Zoos
• Slip-n-slide or homemade novelties
• Haircutting (except for Locks of Love done by the Reitz Union Barbershop)
• Makeovers
• Credit card, telephone card, or discount card sales
• Product sales such as magazines, clothes, CD’s, or software, etc. (any commercial items not directly related to organization or event)
• Garage sales w/ donated items

The use of live animals on campus for entertainment purposes is strictly prohibited and will not be allowed. This includes but not limited to:

• Petting zoos or live animal displays
• Animal Rides
• Animal Races
• Shows involving animals

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.

Run/Walks on campus can happen on a first come, first served basis, via 5k registration day or submission of an event permit. They are limited to Saturdays or Sundays of non-home football game weekends. Organizations can select from the below pre-approved routes:

• The Boot
• Fraternity Row
• Southwest Recreation
• Stadium 3k

Organizations are responsible for all University Police (UPD) and other related expenses.

Staked tents are not allowed unless a proper dig permit is filed and approved with Facilities Services at least 2 weeks in advance.

Tabling is allowed in four locations : Reitz Union, Turlington Plaza, Newell Hall, and Plaza of the Americas. Each organization can request to table up to 10 times in a 30 day period (per month). At your organization’s table, you must not:

• Use amplified sound at either location except for a portable radio/laptop
• Use extension cords across walkways
• Block any pedestrian or vehicular traffic inclusive of building entrances
• Allow vehicles to be parked at the location

Requests for tabling reservations can be be made through the Office of Event Services online reservation system. An event permit is not required for student organization tabling.

The Reitz Union facilities are not available to non-university groups on a regular basis (i.e. weekly or monthly meetings). A tentative hold can be placed on space for 30 days. Failure to confirm the reservation within that time frame will result in the tentative hold being cancelled.

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 details.

Non-University groups are required to either provide proof of Event Liability Insurance coverage or the Office of Event Services will purchase a non-refundable University of Florida Special Event Liability Insurance policy (TULIP) directly. The application will be completed by the Office of Event Services approximately three weeks prior to the event. This non-refundable premium will be added to the reservation confirmation and is based on the type of event and the number of people attending. A rate quote may be obtained from the Office of Event Services.

If providing own coverage, the policy must meet the following requirements:

• General Liability per occurrence limits $1,000,000 on Bodily Injury and Property Damage
• The carrier must be licensed to do business in the State of Florida and possess at least an “A” A.M. Best rating.
• The policy must name as additional insureds:
1. The State of Florida
2. Florida Board of Governors
3. University of Florida Board of Trustees
4. The University of Florida
5. The J. Wayne Reitz Union

Schools should have an adequate number of chaperones present based on the age and quantity of students in the group. The chaperones must remain with the students at all times. Students are expected to behave maturely and to respect the building and grounds. Disruption and vandalism will not be tolerated.