Policies

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. Fees charged for 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 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. Note that examples given are not all-inclusive. The determination of priority and group type will be made by the Office of Event Services. Academic classes may not be held in the Reitz Union. Dates for accepting reservations requests are generally published during the summer semester.

Groups wishing to place a hold on an alternate date as a backup option or as they continue their planning conversations may hold up to two alternate dates for a maximum period of 30 days. Failure to confirm the desired event date within that time frame may result in all holds being cancelled.

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

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

All events scheduled to occur at the Reitz Union should plan to occur within the operating hours of that facility. Groups are allowed access to their reserved space at the start and end times listed on their reservation. Groups may be granted access to a special event space such as the Grand or Rion ballrooms for up to two hours prior to the event start time for set up or rehearsal purposes and up to one hour of cleanup time after the event ends if the space is available. Requests for additional set up/rehearsal time or access outside of building hours must be submitted at least three weeks in advance and will be evaluated on a case-by-case basis. Our ability to accommodate additional hours of access is based on time, staff availability, and resources. Extended Hours Access fees may apply for any additional access that is granted. When an extension of hours is granted, the time designated will include the program start and end time plus time for set up and clean up. Attendees will only be provided access within these designated times.

Recurring meetings or activities such as General Body Meetings, Executive Board Meetings, Interviews, etc. are limited to no more than five locations in the Reitz Union per night and no more than two times per week.

Rental rates are subject to change without notice. The Office of Event Services forwards billing paperwork to the Business Office monthly. 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 will be sent an invoice 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. They will be sent an invoice after 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.

Sales Tax:

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.

Outstanding Invoices:

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.

The Office of Event Services recognizes that multiple organizations and entities sometimes collaborate to hold events. All events are subject to the Fronting policy found on the Policy Hub.

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.

The event permit request is designed to help organizations run their events smoothly and to identify what areas of campus need to be notified about a specific event.

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 Student Activities & Involvement GatorConnect. It is the responsibility of the organization’s President to designate officers in the organization who can submit permit requests. For any questions regarding student organization event permits please email permits@ufsa.ufl.edu

University Departments and Non-University Entities: An event permit is sometimes needed for events coordinated by a University Department or non-University entity. The Office of Event Services, in conjunction with Business Affairs, will make the final determination regarding permit requirements. Event permits can be submitted through Business Affairs GatorConnect.

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. 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.

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-up 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 damage that results from groups attempting to move these items on their own will be the responsibility of the organization sponsoring the event.

Any request for 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.

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.

BALLROOMS:

Must be cancelled at least 6 weeks prior to 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.

ALL OTHER EVENT SPACES:

Must be cancelled at least 72 hours prior to the event date.

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.

AV LABOR:

Must be cancelled at least three weeks prior to 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.

Palm & Pine Catering is the onsite catering service available at the Reitz Union. The Palm & Pine catering team can be reached at (352) 392-3463 or gatorcatering@compass-usa.com.

Exclusive Catering Option:

• Palm & Pine Catering is the exclusive catering provider for events in the Grand ballroom, Rion Ballroom, Matthews Suite, and Arredondo Café, as well as events with alcohol service, and those necessitating full-service arrangements (china, linen, etc.).

Events with Alcohol:

• Palm & Pine Catering is the exclusive catering provider for events with alcohol.
• Events serving or selling alcohol must abide by the University’s Alcoholic Beverages Policy which can be found on the Policy Hub.
• A request to serve alcoholic beverages must be submitted through the appropriate event permitting process.
• Alcohol is only permitted in designated and pre-approved areas.
• The Reitz Union 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 Palm & Pine 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.

Additional Options for Smaller Events (40 guests or less):

• Meetings and events occurring in meeting rooms on the Ground, 2nd and 3rd Levels, the Senate Chamber, the Auditorium/Gallery, the Game Room, or the Arts and Crafts Center have additional options for activities involving minimal food service such as continental breakfasts, small luncheons, and student organization general body meetings. The Reitz Union Office of Event Services must be informed of all food service plans at least 3 days prior to the event.
• Event organizers are permitted to order food for delivery from a UF approved caterer or provide store-bought, pre-packaged, non-perishable food and beverages.
• All beverages must comply with the Exclusive Beverage Pouring and Representation Rights Agreement found in the Food and Beverage Policy.
• Deliveries should be scheduled to the Reitz Union Circle (655 Reitz Union Drive) and the event organizer should meet the delivery driver at that location to receive the order and transport it to the reserved location.
• Caterers and pizza vendors are not permitted to deliver food directly to the event space.

Prohibited Practices:

• Individuals and groups are prohibited from “potluck” style events consisting of items prepared at home or that require refrigeration, heating, or similar temperature control to preserve food quality and safety.
• Individuals, groups and UF Approved Providers (other than Palm & Pine Catering) 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.
• Individuals, groups and UF Approved Providers (other than Palm & Pine Catering) are not permitted to use hot plates, crock pots, open flame burners, canned heat (Sterno), chafing fuels, or similar methods or products.

Additional Considerations:

• Event coordinators are responsible for ensuring their location is reserved for the appropriate time to include setup and cleanup of food and beverage items and for reserving appropriate numbers of tables to support those items.
• Event coordinators are responsible for ensuring all food and beverage items have been discarded properly in waste receptacles or removed from the location, including outdoor locations.
• The Reitz Union reserves the right to charge a cleaning fee if personnel are required to provide clean-up services and/or if furnishings are damaged or soiled.
• Individuals/entities who have reserved space through REVELXP to tailgate on the Reitz Union North Lawn during home football games must utilize a caterer from the limited list of approved caterers for this event type.
• Palm & Pine Catering and University of Florida Business Services have the first right of refusal regarding requests to serve cultural/ethnic food. If approval is granted for outsourced food/beverage, that caterer must be on the list of Approved Caterers. They must also comply with the Exclusive Beverage Pouring and Representation Rights Agreement found in the Food and Beverage Policy on the Policy Hub.
• Events organized by or co-sponsored with Reitz Union, Inter-Residence Hall Association (IRHA) and/or Student Activities & Involvement (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 Reitz Union, IRHA and/or SAI. All other events will be referred to Palm & Pine Catering to reserve the appropriate food, equipment, and staffing.

Audio-visual equipment including, but not limited to projectors, wired/wireless microphones, podiums, etc. may be reserved through the Office of Event Services for use in Reitz Union facilities. More elaborate lighting systems are available for rent but availability of these is limited, and they must be operated by Office of Event Services staff. Arrangements for these systems 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 support the audio-visual needs of 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.

Office of Event Services staff will maintain control of volume levels for all audio-visual equipment 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.

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.

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

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

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.

If you are planning a film festival, movie night, meeting, or other event where a movie will be shown you may need to obtain public performance rights (PPR) to do so. PPR are the legal rights held by film distributors or producers over the showing of a movie outside of one’s home. The rights-holder can grant others the temporary right to show the movie by selling them or granting them a Public Performance License (PPL).

 You need a PPL if the movie showing is open to the public or in a public space where access is not restricted. Therefore, PPL is required for a showing of a movie by an organization at a special event.

A PPL is not required if you are privately viewing the movie in your home with family and friends or if you are an instructor showing the movie in class to officially enrolled students as part of the course curriculum and in a classroom not open to others.

The UF library acquires media to support academic curriculum and as such some documentary and educational films purchased by the library include PPR. A list of videos in the UF library collection with PPR already included can be found by searching the Library’s catalog for videos that contain the exact phrase “Public performance rights were purchased with this film”. These can be shown in a non-classroom setting so long as no admission is charged to participate.

 Subscription based services such as Netflix and Amazon are memberships with detailed agreements for use which may prohibit public performance. Individuals and organizations should consult the membership agreement to determine whether PPR is included.

Individuals and organizations are responsible for obtaining the PPR and are responsible for any associated costs. There are two ways to obtain permission or a license:

1. Contact the copyright holder directly or contact the distributor.
2. Contact the licensing service representing the particular studio or title (this will generally be required for all feature length films). Some of the companies that provide (for a fee) a PPL are listed below:
3. Criterion Pictures USA
4. Kino International
5. Modern Sound Pictures
6. Motion Picture Licensing Corporation (MPLC)
7. New Yorker Films
8. Swank Motion Pictures

Additional information and resources can be found at http://guides.uflib.ufl.edu/copyright/video.

TABLING:

Individual organization tabling is permitted in the Reitz Union Outdoor Tabling Area, North Terrace, and North Lawn, Newell Hall, Plaza of the Americas, and Turlington Plaza. Each organization may table up to 10 times in a 30 day period (month), per location. At your organization's table, you must not:

• Use amplified sound 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.

The Reitz Union 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.

INCLEMENT WEATHER:

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

BANNERS:

There are 10 banner locations on campus (6 at the Reitz Union, 4 at Plaza of the Americas. Reservations must be made through the Reitz Union Office of Event Services 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 be made 30 days in advance. All banners must be removed by 5 p.m. on the last day reserved.

Banners must meet the following specifications:

• Be hung from the banner poles using the 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 rope marked to be visible day and night. No wire may be used.
• Recommendations:
  • Use exterior house paint to prevent rain/sprinklers destroying banner text.
  • 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.

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.

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.

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:

• There may be locations or methods for hanging banners or other décor inside your event space. Please contact the Office of Event Services to review options.
• 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 University of Florida allows the use of trained service animals by individuals with disabilities in all public areas at the university.

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.

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 Ballroom stage 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.