J. Wayne Reitz Union
Educating Leaders for a Global Community
General Terms and Conditions for Use
Use of event space at the J. Wayne Reitz Union (JWRU) is subject to the following terms and conditions. Please read carefully as failure to follow these policies may result in additional charges and/or suspension of reservation privileges for JWRU facilities.
Table of Contents
General Use Policy
All users of the JWRU facilities must agree to comply with 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.
Reservation Guidelines
All reservations are accepted on a first come, first served basis. Priority is given only to regular University and/or JWRU functions based on the University calendar, such as orientation, JWRU films, Gator Nights, etc. All reservations must be made in writing via our on-line reservation form at www.union.ufl.edu/eventservices or in person at the Event Services Office, located in 101 JWRU, between 8:00 a.m. and 5:00 p.m., Monday through Friday.
In order 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 – Submit request at least 1 week prior to the event.
- Ballrooms/Auditoriums/Arredondo Room/Large Outdoor Events – Submit request at least 2 weeks prior to the event.
Group Categories
Fees charged for the use of JWRU facilities and services are determined by the type of group or organization requesting space and the type of event being held. Please read all of the following definitions carefully to determine the appropriate category for your group and event. Note that examples given are not all-inclusive. The final determination of group and event types will be set by the JWRU Event Services office based on information provided in the reservation request. Please be sure that all information provided is accurate, as any misrepresentation will result in an adjustment of related fees and may result in the loss of reservation privileges for space in the JWRU.
- Student Organization
- Events coordinated by a student organization which is registered with the Center for Student Involvement
- No admission or registration fees are charged (such as general meetings, rehearsals and auditions). If a fee is charged, the event is categorized as University Sponsored
- Event provides a direct benefit to the student organization
- University Department
- Events coordinated by UF departments where all attendees are UF faculty, staff or students (such as meetings, staff training and lectures)
- Events coordinated by UF departments where no registration or admission fee is charged. If a fee is charged, the event is categorized as University Sponsored
- Note: JWRU facilities are not available for use for academic classes
- University Sponsored
- Events coordinated by a UF department or a registered student organizations in which more than 25% of attendees are not UF students, faculty or staff (such as conferences).
- Events coordinated by a UF department or a registered student organization in which an admission or registration fee is charged (such as conferences and banquets)
- Non-University
- Events organized by individuals (such as wedding receptions, birthday and graduation parties)
- Events organized by non-profit organizations (such as fundraisers, silent auctions)
- Events organized by any non-UF entity (such as proms, corporate parties)
- Note: Events in this category require the purchase of a non-refundable Special Event Liability Insurance policy through the University of Florida.
Co-Sponsorships and Fronting
The JWRU recognizes that events are sometimes co-sponsored by multiple organizations and entities; however, student organizations and UF departments shall not use their privileges for access to JWRU space and services inappropriately to "front" for a non-university group or commercial vendor in order to avoid or reduce expenses and/or provide access to campus for those entities. Student organizations and UF departments are not to reserve space for events which they are not directly sponsoring, financially responsible for, actively involved in, and present at. All instances of "fronting" for off-campus groups or commercial vendors will result in an adjustment of all related fees to the non-university rate and may result in the loss of reservation privileges for space in the JWRU.
Cancellations and No-Shows
Be sure to cancel any rooms that you do not plan to use as soon as possible so that these spaces may be made available to other groups. Cancellations made after the deadline or no shows will be subject to cancellation fees.
- Meeting rooms – must be cancelled by 12:00 noon the day before the event (12:00 noon on Friday for events occurring Saturday, Sunday, or Monday).
- Late cancellations and no shows for meeting rooms will be subject to a cancellation fee of $10 for student organization and UF department events and the actual room rental for UF sponsored and non-UF events.
- Ballrooms/Auditorium/Arredondo Room/Large Outdoor Events – must be cancelled at least two weeks in advance of the date of the event.
- Late cancellations and no shows for ballrooms, the auditorium, the Arredondo room or large outdoor events will be subject to a cancellation fee for all groups equal to the actual room rental rate or $30 for areas with no room rental charges.
All reservable spaces are monitored for attendance and no shows are reported to the Event Services Office. After three reported no shows in one semester, Event Services reserves the right to cancel the remaining meeting room reservations for the group. Repeated no shows and/or cancellations may result in the suspension of reservation privileges for JWRU facilities for one or more semesters.
Backup Reservations
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.
Payment/Billing
Any individual or group with a past due balance will be denied use of the JWRU until such obligations are met. Specific billing requirements are as follows:
- SG Funded Student Organizations:
Student Organizations that are funded by Student Government must secure funding from SG Finance and provide Event Services with the blue Authorization to Purchase form 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 student government 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 the JWRU with their PeopleSoft chartfield (department ID, fund number, program code and account) 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. - 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. No deposit is required to guarantee the reservation. Acceptable forms of payment are cash, check (payable to the University of Florida), MasterCard or Visa.
Room Assignment
The JWRU reserves the right to assign or reassign rooms, as needed, based on the most efficient use of space for maximum benefit to the University community. An attempt will be made to reach the contact person listed on the reservation via email or phone in advance.
Time Restraints
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 Event Services Office to ensure that the room will be available at that time. Additional charges may apply to groups that do not adhere to their reservation times.
Catering
All food must be catered by Classic Fare Catering or purchased from vendors in the JWRU. Classic Fare Catering can be reached at (352) 392-3463 or www.classicfarecatering.com. Events in the Arredondo room, room 404, and the Micanopy room have minimum catering requirements of $300, $150, and $100 respectively. Student Organizations wishing to serve food should meet with a representative from Classic Fare Catering to determine their options.
Alcohol Policy
The sale and/or service of alcohol on UF property is subject to the approval of the University President. To receive permission from the President's Office, complete the Alcohol Approval Form at www.president.ufl.edu/alcoholApprovalForm.pdf.
- Alcohol is not permitted during regular business hours, which are Monday through Friday from 8:00 am to 5:00 pm.
- No alcohol is permitted in the common areas or outside areas of the JWRU.
- The Event Services office 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 JWRU. If the sponsoring organization cannot provide individuals for this purpose, arrangements can be made with the JWRU 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.
- Functions 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
- 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. The complete UF Alcohol Policy can be found under the Public Functions link at www.regulations.ufl.edu.
Room Configurations
Information concerning room setup (i.e. stage, tables, chairs, audio-visual equipment, etc.) for the Rion Ballroom, Grand Ballroom, the Auditorium, the Arredondo room and large outdoor events should be given to the Event Services Office no less than two weeks prior to the event. Failure to provide this information within this time frame may result in the cancellation of the event.
Any changes to your setup must be kept to a minimum and should be made no later than two business days prior to the event. Our ability to accommodate last minute changes is based on 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.
Groups shall not rearrange moveable walls or furniture in any of the JWRU rooms. Any damages that result from groups attempting to move walls or furniture on their own will be the responsibility of the organization sponsoring the event.
Audio-Visual Services
Audio-visual equipment including, but not limited to, LCD projectors, overhead projectors, slide projectors, TV/VCR, wired/wireless microphones, floor podiums, etc. may be reserved through the Event Services office. More elaborate sound and lighting packages can be arranged but availability of these packages is limited. Arrangements for these packages must be made at least two weeks prior to the event. Please note rental fees are charged for some equipment. Contact the Event Services office for pricing information. If the JWRU A/V Services department cannot provide assistance for your event then a list of alternative vendors who may be able to provide support can be obtained from the Event Services Office.
Groups may bring their own basic audio-visual equipment at no additional charge, with approval from the Event Services office; however, JWRU staff will not assume responsibility for the set up or troubleshooting of such equipment and this equipment cannot be connected to JWRU sound systems.
Amplified music such as a live band or DJ is allowed in the following rooms only: Rion Ballroom, Grand Ballroom, and Auditorium. The Arredondo room is limited to voice amplification for speaking only; amplified music (such as a DJ or a band) is prohibited.
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 JWRU receives noise complaints, the group may be asked to stop the music at that time.
Internet Access
The JWRU has wireless internet access through most of the facility. 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 from the Event Services office by providing their name, phone number and email address. The JWRU strongly encourages UF departments coordinating events where internet access will be needed for a large number of people to make those arrangements through their respective department. For more information visit www.bridges.ufl.edu/training/instruction-guides.html and scroll down to GatorLink Password Management.
Outdoor Events
The JWRU does not provide stages for the North Lawn. Stages for the North Lawn can be reserved through UF Physical Plant at 392-1121.
Amplified sound is prohibited on the North Lawn on weekdays during class time and Monday-Thursday evenings. Limited amplification is allowed on the Colonnade and Amphitheater with prior approval and will be monitored by JWRU A/V Services staff.
Decorations
All decorations require approval from the Event Services office at least two weeks prior to the event. 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 JWRU 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 machines and bubble machines
- Items with Restrictions:
- Banners can be hung by JWRU productions staff in both the Rion and the Grand Ballrooms for an additional fee. Deliver the banner to the Event Services office 24 hours prior to the event.
- Candles may be used as part of table centerpieces only and must be housed in glass containers.
- Unsecured helium tanks cannot be brought into the main part of the building. If helium is needed for ballroom decorations please contact the Event Services Office for the proper procedures.
Damages to Facility or Equipment
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.
Rental Equipment From Outside Vendors
Notify the Event Services Office two weeks prior to the event of any rental equipment, such as staging, tents, plants, flowers, balloons, dance floors, 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 for a particular day and time.
- Dance floors rented for the Grand Ballroom must not have a depth larger than 18' and must be placed in specific areas of the room. Inform Event Services of the dance floor size so that adequate space is made available in the set up of the room.
- Plants and small trees must be self-contained with a tray to keep water and soil off the floor.
- Tents may be placed on the North Lawn only. A list of local vendors can be obtained from the Event Services Office or the Office of Student Activities. UF Physical Plant must be contacted by the chosen vendor to mark underground utilities prior to tent set up. Other restrictions may apply and can be discussed with the vendor.
Load-In/Out and Storage
The JWRU does not have a shipping/receiving department and therefore cannot receive shipment of event materials. Materials and equipment must be removed by the end time listed on the confirmation. Limited storage space may be available for the days directly surrounding the event and must be reserved in advance through the Event Services office. The JWRU is not responsible for the safety and security of any equipment or materials stored in its facilities. The JWRU loading dock or the circular drive near the ground floor entrance may be used for loading materials in and out of the building. The service elevator is 3'8"w x 6'8"d x 8'h and has a maximum weight capacity of 4000 pounds. Carts can be provided free of charge and they can be obtained by making a request at the Information Desk on the first floor or the Hotel Desk on the ground floor.
Animals
Animals other than those required for personal assistance, i.e. seeing-eye guide dogs, are not permitted in the JWRU.
ADA Compliance
Assisted listening devices are available for use in some locations and can be arranged in advance through the Event Services office or on the day of the event by contacting the JWRU Information Desk. The Rion and Grand Ballroom stages can be constructed with a wheelchair accessible ramp. Arrangements for the ramp can be made through the Event Services office. At least two weeks advance notice would be appreciated.
Lost and Found
Found items will be retained for a reasonable period and may be retrieved from the JWRU Information Desk.
Security
The Event Services Office or the Office of Student Activities may require events to be monitored by University Police officers. All personnel costs associated with such monitoring will be the responsibility of the organization sponsoring the event.
Parking
The Visitor Welcome Center and Bookstore parking garage is located at the JWRU. 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 392-8048. The JWRU does not have the authority to waive parking fees or fines assessed by UF.
Busing
If you have chartered buses to transport your guests to and/or from the JWRU please inform the driver(s) that loading and unloading is prohibited in the JWRU circle drive. The driver(s) must use McCarty Drive in front of the McGuire Theatre and Dance Pavilion for loading and unloading passengers.
Special Terms and Conditions for Student Organizations
Reservation Timeline
Student organizations that are registered and in good standing with the Center for Student Involvement (CSI) may make reservations for conferences and other special events at any time. Limitations apply to reservation requests for regularly scheduled meetings. For more detailed information contact Event Services at (352) 392-1645.
Program Planning Form/Permit
All student organizations are REQUIRED to complete the Program Planning Form online at www.union.ufl.edu/involvement/studentOrgs/permit/ for any on-campus event other than a meeting. All required signatures must be obtained and the completed form returned to the Office of Student Activities for final approval at least two weeks prior to the event. Failure to obtain the permit or final approval will result in the cancellation of your event.
Food from Outside Vendors
Student organizations may only give away food from off campus vendors at events on the North Lawn after 6:00 pm.
Special Terms and Conditions for Non-University Users
Reservations
The JWRU 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.
Insurance
Non-University groups must purchase Special Event/Activity Liability Insurance from UF. The only exceptions to this requirement are events coordinated by other government offices/agencies. The application will be completed by the Event Services office approximately three weeks prior to the event. This non-refundable premium must be pre-paid and the rates are based on the type of event and the number of people attending. A rate schedule may be obtained from the Event Services office. Checks should be made payable to the University of Florida.
K-12 Schools
The JWRU requires that one chaperone be present for every 12 students in the group. The chaperones must remain with the students at all times. Please explain to students that they are expected to behave maturely and to respect the building and grounds. Vandalism will not be tolerated.