Pick A Location

Pick A Location

University Facilities Available for Rent 

Reservation Guidelines & Priority Scheduling

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.

 

See General Policies for further polices and guidelines.

Event and Permit Request Process

1) Where to File Event and Permit Requests

Event Organizers looking to reserve space in one of these venues, including Primary Outdoor Spaces, should contact the venue as a first step. The staff managing these venues will assist the Event Organizer with any additional event or permit requirements.

  • All other event or permit requests – are submitted to the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System (https://businessaffairs.ufl.edu/events/).

2)  When to File Event and Permit Requests

To avoid delays which could negatively impact a User’s ability to host an Event on campus, event and permit requests must be filed with the correct Permitting Authority as early in the planning process as possible. At the latest, event and permit requests for proposed Events which could meet the criteria for an Event requiring a risk review (see Section 3(a) above) must be submitted to the correct Permitting Authority 30 business days in advance of the proposed Event date. All other event or permit requests must be submitted to the correct Permitting Authority 15 business days in advance of the proposed Event date.

3)  Responsibilities of Event Organizers

Users submitting an event or permit request must identify a specific individual (an “Event Organizer”) who will serve as the liaison between the University and the User. Event Organizers are responsible for:

  • Submitting the event or permit request through the Event Permitting System to the correct Permitting Authority;
  • Answering Event-related questions posed by University officials prior to, during, or after the proposed Event;
  • Attending the proposed Event; and
  • Notifying the University officials of any material changes to the Event details after the permit has been issued including, without limitation, a change in the number of invitees or expected attendees, a change in the chosen caterer, a decision to serve alcohol at the Event, or a change to an Event’s invited speaker(s) list.

Users must notify the Permitting Authority immediately upon the substitution of one Event Organizer for another.

4)  Process after an Event or Permit Request has been Filed

Permitting Authorities will review Users’ event or permit requests as quickly as possible. Permitting Authorities will inform Users whether their event or permit request has been approved, denied, or if more information is required via the Vice President for Business Affairs or Vice President for Student Affairs Event Permitting System. Event or permit request forms will not be approved unless and until the User has complied with all applicable University regulations and policies. Users must also comply with specific requirements and scheduling procedures of the University venue where they wish to hold their event.

 

See University Space Policy for more details on policies and regulations.

Contracts / Agreements processed by UF Procurement Services:

Use the Agreement Intake Form for Departments if you have an agreement that requires review and signature of UF Procurement Services. (For all contracts that are from venues NOT on the list above.)

Form can be found by following these steps: myUFL > Main Menu > myUF Market Admin > myUF Market > Agreement Intake Form for Departments

They will return the agreement to you fully executed. Examples of when to use this form include:

  • When there is a no cost agreement
  • For loan equipment
  • An event paid on PCard
  • Agreement on behalf of an organization such as 4-H

For Venues that have a Non-Refundable Deposit and a Cancellation Clause in their Agreement/Contract; Procurement will require an Attrition/Cancellation Letter signed by your Dean, Director or Chair.

Sample Language for the letter is below:

The [department name] is hosting/attending a [event type] at the [vendor name] in [vendor location] on [event date]. The expenses associated with the [event type] will be paid for using [fund code] funds (or grant name if applicable). This letter confirms that in the event the [event type] is cancelled or falls short of its projected attendance, the [department name] agrees to be financially responsible for all cancellation or attrition charges assessed by the vendor under the contract. 

Further, it is understood that cancellation and attrition charges cannot be assumed using State appropriated funds or some grant funds. We will use fund code ___ to pay for any cancellation or attrition charges.

The [DEPARTMENT] agrees to be financially responsible for paying a non-refundable advanced payment/deposit of [$amount] for [EVENT/SERVICE] on [DATE]. The expenses associated with the [EVENT/SERVICE] will be paid for using the [FUND CODE or GRANT NAME IF POSSIBLE]. The [DEPARTMENT] understands that the contract stipulates that deposits and advanced payments will not be refunded if [DEPARTMENT] cancels the contract without cause.

Please also note that the college cannot use 101 funds to pay for food at the event – you will have to find another source of funds for the payment (food on 101 fund is allowed only in very limited cases).