J. Wayne Reitz Union
Educating Leaders for a Global Community
Welcome to the Event Management Section of the Handbook for Student Organizations. The Department of Student Activities and Involvement has designed this section to help students plan the best events possible. It is intended that this handbook will assist students by providing an overall framework for planning new and creative programs and by alerting them to potential problems.
Contained within this section are descriptions of University, local and state policies and procedures relevant to planning programs for the University of Florida campus. The information contained herein is believed to be accurate at the date of publication, however the accuracy cannot be guaranteed. In case of any difference between the information contained and the current policy or procedure, the current policy or procedure shall be the one(s) which must be followed. The reader should confirm in advance any policies with the Office of Student Activities.
Student employees and student organizations shall not use their privileges for access to university space and services inappropriately. As an example, a student organization should never agree to reserve a meeting room for a non-university group or commercial vendor who would not have access to campus or for whom there would be a fee charged. If a non-university group of any type contacts your student organization about "co-sponsorship" for access to space or service, please contact the Office of Student Activities (352-392-1655) for guidelines and policies.
All student organization events or programs that take place on University grounds must receive a permit through the Office of Student Activities, with the exception of general organization meetings. Submitting a Program Planning Form should be the first step you take in planning a program or event on campus.
Prior to submitting an online program permitting form, all students with permitting access must first complete the Permitting Tutorial.
Permitting Tutorial - It is the responsibility of each officer with permitting access to complete the online tutorial. The tutorial is an opportunity to practice completing an online program planning form. Since the tutorial is only practice, we ask that the information provided not be related to an upcoming program. Once the permitting tutorial is completed, the officer will be able to submit online program planning forms. It is the responsibility of the organization president to designate officers in the organization who can submit program planning forms.
Online Program Planning Forms - The online program planning forms are accessed through the Center for Student Involvement website. On the left side of the screen, there is a category titled "Student Organizations." Under that category, click on the link titled “Permitting.” Here you will log-in with your GatorLink name and password. If you have not completed the program planning tutorial, you will be prompted to do so upon initial log-in. Once you have completed the tutorial, you will see a list of organizations for which you have permission to permit. Select the appropriate organization. You will be directed to a page that shows all program permits previously submitted for the organization. Scroll down to the bottom of the screen and click on the button that says "start new permit form." This will bring up the Student Honor Code page that must be read and completed. Once the submit button is clicked, the first page on the online program planning form appears. You should complete all fields and sections (including the designated contact person and contact information) and submit the form electronically. You will receive an email from a program planning administrator once the program has been given tentative or final approval. If the event has been given tentative approval, the email message you receive will instruct you to log back in and print out the form indicating tentative approval. You can then obtain all required signatures indicated on the form. Return the completed form with signatures to the Office of Student Activities, room 330 in the Union, to obtain final approval for the program. With all finalized program permits, the contact person will receive an email informing them that their permit is ready to pick up.
Please be aware that the submission of a program planning form does not reserve the program/event location. This is the first step to accomplish once you have received tentative approval for your program/event.
Banners Reservations for banner space will be approved no more than twenty (20) school days before the day the banner is to be hung. A student group may reserve a maximum of five (5) days of banner space per month. The organization requesting approval of the banner must defray its cost, and be responsible for the erection and removal of, and any damage caused by the banner.
To reserve banner space please submit a request at the front desk of the Office of Student Activities. Banners can be hung from the banner poles at the Plaza of the Americas and on the North Lawn of the Reitz Union. Banners may also be hung in housing areas as approved by the Assistant Director of Housing having responsibility over that area. The Director of Student Activities may approve other locations upon request.
Banners must:
Student organizations are responsible for knowing and adhering to the more specific terms of the banner policy.
Tabling Table space may be reserved for various locations on campus. There are designated locations at the Reitz Union, Plaza of Americas, and Turlington Hall. These spaces may be used for information distribution, fundraising activities in compliance with University guidelines, and membership recruitment. Tables must display a legible sign indicating the name of the organization and the tabling permit must be present at the table. If not, UPD reserves the right to ask your organization to leave the premises. Organization members must be present at all times to take full responsibility for the activity.
Organizations requesting table space for anything except a fundraising activity at the Plaza of Americas or Turlington Hall must submit a program planning form no later than 5 business days in advance and no earlier than 20 school days in advance.
If the table space is going to be used for a large tabling event you may reserve your table space earlier than 20 class days in advance. Student organizations may not reserve this table space for more than 15 days in a month.
Note: If you reserve table space at the Plaza you are only reserving the space. If you do not own your own tables you will need to contact the OSA Staff to rent tables and chairs. The rates are affordable and can be found here. If you are tabling at the Reitz Union tables and chairs are provided and set up for you at no cost. For table space at the Reitz Union, organizations must submit a request to the Reitz Union Event Services, 101 JWRU, no later than 10 business days in advance. Table space for fundraising activities also requires a Program Planning Form at least two weeks in advance.
There are four types of events. All events require specific procedures and/or space reservations: Meetings, Small Scale Events, Large Scale Events, and Major Events. Please note that all events other than regularly scheduled Meetings require a Program Planning Form available through the Office of Student Activities. The purpose of this form is to help student organizations run their event smoothly and to identify what areas of campus need to be notified about a specific event.
Meeting spaces are available in the J. Wayne Reitz Union and in various classroom buildings on campus at no cost to student organizations. Meetings are defined as a gathering of members of a student organization to conduct business activities such as budget or event planning or discussion of issues related to the stated mission of the organization. General organization meetings do not require permits. To make a reservation for a room at the Reitz Union you may fill out reservation request forms in online. To reserve any other facilities, contact the appropriate person according to the Facility Reservation section of this handbook. Hint: plan ahead when making your reservations because rooms and facilities book up well in advance!
Small Scale Events include fundraiser events, workshops, training activities, tabling for recruitment and information distribution and/or performance showcases. Activities held at the Reitz Union require a reservation to be made through the JWRU Event Services Office. Events which are held at venues other than the Reitz Union require reservations with the appropriate facility management staff (please see Reservable Facilities for Student Organizations section). Reservations must be finalized ten (10) business days prior to the event date.
Although training activities do not require a Program Planning form, student organizations planning on sponsoring training activities (i.e. IDEAL workshops, guest lecturers during a regular meeting) in the Reitz Union must submit a Space Reservation Request. This should state all the technical and visual requirements (such as slide projectors or podiums) needed to the Reitz Union Event Services Office, 101 JWRU, no later than (10 business days) in advance. Audio-visual needs for training activities should be discussed with the Event Services Office in advance in order to accommodate your needs. Tech Services may be needed for some technical support, see their webpage.
These events include other regular programming events within the ordinary operation of the student organization (e.g. lectures or other programs) which require additional planning and coordination, but are not a Major Event. A Program Planning Form must be FINALIZED ten (10) business days prior to the event date. This will include obtaining all the necessary permits and signatures of approval as required. There are special guidelines for each of the activities that are identified when you request a Program Planning Form.
Registered student organizations planning to bring speakers to campus must complete a Program Planning Form. The University of Florida considers all lectures, debates, and/or forums that are free and open to the public to be a public forum. All contracted speakers must have a signed University of Florida Lecture Contract or Rider. These documents allow access to all press for the full duration of the lectures, debates or forums.
Controversial speakers who enjoy high popularity or profile may influence the type of security needed for the program. The organizations may be required to discuss the details of the program with the University Police Department who will decide if security is necessary to insure the success and safety of the event and its participants. The Office of Student Activities must assist your organization in making offers to agencies/speakers. For SG funded student organizations, please note that an SAR for the performance fee must be submitted before contacts can be negotiated. All contracts for lectures and performances must be reviewed by the Office of Student Activities and signed by the Director of the Reitz Union. STUDENTS MAY NOT SIGN ANY CONTRACTS.
For all other registered student organizations, the Office of Student Activities can assist your organization in making offers to agencies. We recommend that a faculty advisor sign any contracts for lectures. Student officers should work with advisors who will be signing contracts. For assistance with UF Lecture Contracts or Lecture Riders, please see the Office of Student Activities Staff, 330 JWRU.
The University of Florida encourages the promotion of appropriate entertainment that is produced in a safe and fiscally responsible manner. The Office of Student Activities has developed procedures regarding the production and management of major events and entertainment on campus. Major Events are those events that expect over 500 attendees such as major lectures or performing artists. Examples of Major Events are Step Shows, International Weeks, Movies on the Lawn, Dance Marathon, Concerts, etc. Major Events may be held in the Reitz Union Ballrooms, University Memorial Auditorium, Baughman Center,Phillips Center for the Performing Arts, Stephen C. O'Connell Center and on the North Lawn of the J. Wayne Reitz Union, though not all events will be allowed at all locations.
To begin planning an event on this scale, please contact the Office of Student Activities, in 330 J. Wayne Reitz Union, who can advise your organization on how to present the program. Also, begin the Program Planning Form process no later than TWO (2) MONTHS in advance. To reserve space an organization representative should contact the appropriate facility personnel.
Major Events require a significant amount of time and energy to be produced. The nature of Major Events requires that logistical, safety and security issues, venue policies, state statutes and University policies are addressed. The Office of Student Activities can help identify the applicable issues and policies and the resources available to student organizations to help them manage the production of a Major Event. Because of the technical and programming complexity and crowd control issues in presenting concerts and large performances such as comedians, only SGP and RUB may produce major performances at the University of Florida with the exception of programming produced by and within the Department of Housing or official Homecoming events.
When an election season is upon us, it is important to understand candidate access to our campus. Local, state and national candidates for political office may be contacting UF student organizations for support or student organizations may consider contacting campaign staff to invite candidates. This support could range from distributing fliers to providing access for a candidate to visit our campus.
Some helpful information:
In general, the posting of fliers, posters, and other printed material is limited to University-approved locations.
Posters, flyers, etc. must follow the University Rules referring to distribution of printed materials and the University Alcohol Policy
regarding printed materials (section 5).
Rule 6C1-2.003 - Distribution of Printed Material
University Alcohol Policy
The distribution of printed material is defined as newspapers, handbills, leaflets, pamphlets, posters, magazines, and printed paper(s) of a like nature.
Any individual, group or organization desiring to distribute printed material on the University campus may distribute under the following conditions:
Failure to adhere to this rule will result in immediate removal of the materials and disciplinary action by the University.
Please visit http://www.regulations.ufl.edu/chapter2/2003.pdf for the complete university rule regarding the Distribution of Printed Materials.
Specific Authority 1001.74(4) FS.
Law Implemented 1001.74(6), (10), (19) FS.
4 5 History--New 9-29-75, Amended 8-l5-78, 8-6-8l, 9-l5-83,
Formerly 6C1-2.03, Amended 5-l9-93, 7-11-94, 5-1-96, 6-3-03.
Things to know about the Americans with Disabilities Act
The Americans with Disabilities Act requires that we provide reasonable accommodations and remove structural barriers to the provision of goods and services for persons with disabilities.
The Reitz Union has Assistive Listening Devices available for persons with hearing impairments. Student Government can arrange for interpreter services for all student organizations programs. There is no fee for SG funded student organizations; non-SG funded student organizations are responsible and will be billed for the payment of this service.
UF requires student organizations to provide access to all programs they coordinate or present. If you are planning a program, choose a location that is physically accessible; the majority of the Reitz Union and most UF buildings such as the University Auditorium and the Phillips Center for the Performing Arts are accessible. If you receive a request for a non-hearing accommodation, please contact the venue manager or the Office of Student Activities for assistance in how to comply.
If you receive a request for a hearing accommodation, Student Government can arrange for American Sign Language interpreter services or real time captioning for all student organization's programs and will provide funding for those services. Real time captioning is recommended, as it will benefit many additional persons attending the event. Please remember not all persons with a hearing impairment can read American Sign Language. If the program is being held in the Reitz Union, there are also Assisted Listening Devices available for persons with hearing impairments; they can be arranged for immediate delivery to the room being used for the program by contacting the Union Information Desk.
How do you let people know about the services you can arrange for?
For all registered student organizations, SG funded and non-funded:
Please make sure this text (updated 12-03) is on all print advertising, posters, etc. and in all radio and TV ads:
If you have arranged with Student Government for a sign language interpreter and they will be at the event whether or not there is a request for accommodation, please use this text instead of previous:
If you have arranged with Student Government for real time captioning and they will be at the event whether or not there is a request for accommodation, please use this text instead of previous:
Only use the wheelchair logo if in fact the venue you are using has wheelchair accessibility. That logo only refers to wheelchair access and should not be used as a "generic" message that you'll provide any other accommodations.
For any print publications like a brochure, booklet, etc. (not for posters, etc…)
Please take the time to look at the type of advertising you're doing to see if you're using the accommodation blurb that makes sense for that program. If you're advertising a service that may not require attendance such as a brochure, it will not make sense to have the "venue" accommodations information and/or the wheelchair logo, but it will make sense to have the print accommodation. Please be intentional with the services provided and the symbols associated with them to ensure you are meeting the needs of your audience. For questions please contact 392-1665 ext. 330
Any use of sound amplification on the outdoor areas of campus must have prior clearance through the Office of Student Activities at the J. Wayne Reitz Union. Approval will be granted for the use of amplification equipment outside if there is a high probability that the planned event will not disrupt or disturb other University activities. Amplified sound is restricted to specified locations and times.
Voice amplification equipment may not be used during the day on the Reitz Union North Lawn and outside area around Turlington. Limited amplification is allowed on the Reitz Union Colonnade, Plaza of the Americas, and the Reitz Union Amphitheatre with permission from the Office of Student Activities, 330 JWRU.
Amplification equipment for radios, televisions, and VCRs is not permitted during class times on campus including the Plaza of Americas or Turlington Hall.
With the approval of the Director of Student Activities, amplification equipment may be used outside on campus during non-class scheduled time or specifically requested times during the week.
If noise complaints are received from the surrounding community (e.g. classes, library, offices, etc.), the University Police Department and/or the Reitz Union staff will have the authority to ask event sponsors to lower the sound level or if necessary terminate the event.
Demonstrations are defined by the University of Florida as "any event or visible act performed as a public display in or on a University outdoor venue." The University supports the right of individual students and student organizations to use outdoor facilities anywhere on campus as long they do not disrupt the classroom experience; no demonstrations are permitted inside University buildings. Although no specific areas on campus are designated for the purpose of demonstrations or impromptu speeches, use of the Plaza of the Americas for this purpose may be obtained by prior clearance through the Office of Student Activities (330 JWRU). In addition, the demonstration policy covers such activities as impromptu and planned programs on grassy areas such as Organization Fairs, Movies on the Lawn, Issue Rallies, etc. The venues for planned programs may be more limited. Please see the Student Guide for the complete policy.
Student organizations at the University of Florida have the privilege of fundraising on campus in limited situations. Any student organization wishing to coordinate fundraising activity via the sale or donations of any items must complete a Program Planning Form with the Office of Student Activities, via the online request. The following rules apply to fundraising by student organizations:
For clarification or ideas on fundraising activities, please see the Office of Student Activities.
For profit companies and businesses must have the permission of the Vice President for Finance and Administration to have access to campus. Please fax your request to the Associate Vice President for Finance and Administration at 352-392-2404 or e-mail fhc@ufl.edu.
Student organizations may be allowed to sponsor for-profit companies or businesses on campus in limited situations and only if the product or service has a significant educational mission. The Office of Student Activities will not recommend the names of student organizations or their contacts to "for-profit" companies or businesses. It is the responsibility of any companies or businesses interested in access to the University of Florida campus through a student organization to identify potential contacts by using the student organization directory located on the web at http://www.union.ufl.edu/involvement/studentOrgs/search.
Student organizations sponsoring a for-profit company will be required to complete a Program Planning form and additional forms as dictated by the event. Completing the form is the initial step in the approval process. If the form is not approved, the business or company does not have permission to be on campus. Groups without a Program Planning permit will be removed from campus. Any group with approval must follow all University of Florida rules and can be removed for violation of those rules.
Not-for-profit organizations may contact the Center for Leadership and Service (392-1261, x 4) for information about access to campus.
For clarification or ideas on fundraising activities, please see the Office of Student Activities.
ARAMARK serving as Gator Dining and Classic Fare Catering has an exclusive food service contract in the student residence halls, J. Wayne Reitz Union, Bruton-Geer Hall, HUB, The Racquet Club, Sun Terrace Cafeteria and the grounds adjacent to these buildings. For most other buildings and areas on campus, Gator Dining/ARAMARK or any licensed off campus food service caterer may be used.
Student organizations planning to serve food to the public on the University of Florida campus on a temporary or periodic basis must schedule their food service function through the Office of Student Activities, 330 JWRU. It is the responsibility of the student organization to assure that any off campus caterers have the appropriate food service license and liability insurance. Student organizations must also comply with UF's food policy by completing a Public Health Compliance Form with the Office of Student Activities, two (2) weeks in advance. Student groups must also follow state laws and university regulations if alcoholic beverages are served.
To order a served meal, buffet, ethnic meal, snacks, or any other specialized food service, call Classic Fare Catering at 392-3463. Please see the Florida Administrative Code for Food Service below for more information. Food Scholarships may be available during the fall & spring semesters.
Florida Administrative Code: 6C1-2.020
University of Florida; Public Functions Policy.
Specific Authority 240.227(1) FS.
Law Implemented 240.227(12), (13) FS.
History--New 2-9-87, Amended 7-27-98, 5-22-01.
Registered and sponsored student organizations are eligible for use of some University locations (venues) as outlined below. University permission for the use of venues by an organization neither implies approval nor disapproval of the purposes of the organizations or the events that organizations may be coordinating. At the time of the request for the use of facility, the management shall determine whether the student organization is eligible to use University premises.
At all times, officers and members of organizations are responsible for compliance with fire and safety ordinances and with other regulations applying to the place where events are held, including applicable federal, state and city laws, the regulations of the Board of Trustees, the University Statutes and Rules, administrative regulations, as well as with the Student Conduct Code. Listed below are specific regulations applying to all student organizations using University facilities.
There are a variety of other reservable spaces available on-campus for meetings or special events. Please see Reservable Facilities for more information.
Work with the members of your student organization to assess the potential audience & their needs, interests and the purpose of the program(s). Create a "game plan" for the semester or year - be organized and use your calendar.
What nights do you want to program?
Do you want theme nights?
How many programs a month?
Do you want to do daytime programs?
Do you want to do programs for limited markets, e.g. married students, specific colleges, minority groups, families, etc.?
Schedule a "How to Program" session for all your staff-contact IDEAL.
Brainstorm with organization members for ideas on your program will meet the needs of your targeted audience. No idea should be considered outrageous, even though it may not be possible on campus. Consider them all carefully!
Decide on specific programs. Make a show folder to record all information, copies of forms and notes.
Decide how much of your budget you can and want to spend on the program. Think about co-sponsorship. If you co-sponsor an event, fill out a co-sponsorship agreement.
Select a date & time after checking what other events may be scheduled for that date.
Use the planning sheet to break the program down into easy steps and then delegate responsibilities of the program.
Arrange the required setup - (chairs, tables, etc.) with the correct staff (Physical Plant, JWRU Event Services, Hotel Conference Planning, etc.)
Note: if the event is outside, reserve an alternative inside location in case of bad weather.
Complete a Program Planning Form if program is held on UF campus. Fill out SAR's, purchase requests, or any other necessary paperwork. You must meet with OSA Staff before you contact an agency or performer.
Make sure you have all the information on whom, what, when, where, why, and the American Disabilities Act information (required).
Your publication material should list what, when, where and for who the event is planned.
You are also required to provide American with Disabilities Act Information in your materials.
If on campus, Tech Support request form must be submitted at
least 10 days in advance. These request forms may be completed in the Office of Student Activities, 330 J. Wayne Reitz Union.
If off campus, contact the venue reservation office for guidance. Arrange for hospitality, if necessary.
Transportation: review the University of Florida driving policy (students cannot drive an entertainer or speaker contracted to perform
at UF).
Identify student host or hosts to be with the performer or lecturer while they are guests here.
On campus - University Box Office (JWRU) or Center for Performing Arts Box office contract Off campus - use good business practices in selling or distributing tickets and securing the money or checks.
Do you need UPD or T-shirt security? (This is identified on the Program Planning Form).
Follow up frequently with everyone to find out if they have completed their tasks.
Delegation is a good thing! Make sure you explain the task or identify who can help or clarify questions they may have.
Motivate students who may be lagging.
Make sure your event complies with ADA requirements or disabled students' needs. Consider whether you need special set up at the venue, for example chairs for interpreters, etc. You need to contact Sandy Vernon in the SG office to see if special accommodations have been requested.
Decide who will introduce the program and what information needs to be announced.
Assess the audience
Look for any safety issues or risks.
Are people interested and enjoying it?
How many people are there?
Thank the performer at the conclusion of the event.
After the event: Evaluate the program and discuss its success or problems with the committee. Use the Program Evaluation Form and keep it in the show folder.
Events that include performers such as speakers, disc jockeys, lecturers, or entertainers who are being paid require a fully executed contract and rider. There are three types of contacts used by the University of Florida: performers receiving payment, free performance, and lectures. In addition, UF requires a UF Rider for all performers or lecturers who provide their own contracts.
Please note, contracted performers can not be transported in private vehicles. Performers must be transported in University vehicles by University employees who have driving as part of their job description or the student organization must contract for a vehicle with a chauffeured driver.
When a student organization begins to think about contracting a lecturer or entertainer, they should call the Office of Student Activities at 392-1655 to make an appointment to discuss the university policies and procedures on contracting.
When calling an agent/artist/company remember you can only do preliminary investigation. When speaking with an agent/artist/company tell them immediately if you can not commit to any aspect of the show. Meet with an Office of Student Activities staff member to make sure you understand the elements of an offer and the University requirements for contracts and payment of contract.
Before calling, know the mailing address you'll use.
The University address:
Your name
Organization name
300 Reitz Union
PO Box 118505
Gainesville, FL 32611-8505
The campus phone number: (352) 392-xxxx
The campus fax number: (352) 392-xxxx
Possible event dates (including being aware of what else is going on around campus: check University Calendar)
Try to develop a rapport with the agents. Many are members of the National Association of Campus Activities (NACA) and understand colleges. There are only a few who may be difficult to work with.
Before discussing possible dates with the agent, make sure the room or facility you need is reserved or on hold for any date which might be in question.
When phoning an agent, have your questions written down to make sure you do not forget any important points. For example, "Does the asking price include sound and lights?"
Introduce yourself to the agent by telling them your full name and that you represent the ______ organization at UF. You may need to explain what your organization is; they may not know.
Tell the agent immediately that you are not allowed to ask for a contract or book a date; that you are asking for information and intend to book a date later.
When speaking with an agent, be very honest. Let them know your deadlines, the date you are interested in, the size of the venue and ticket price.
Let the agent know what your office hours are for the semester (this means you need to keep office hours!) and the names of any other person to whom the agent could speak with if you are unavailable.
When an agent calls, try not to keep him or her on hold on the telephone for long periods of time. It is just as annoying for them to be on hold as it is for you. Check your messages daily if possible. ALWAYS RETURN AN AGENT'S PHONE CALL AS SOON AS POSSIBLE. This is being professional and courteous, and it also will prevent the agent from hounding you.
If an agent phones you about an act, and you are not interested or have decided not to present an act, tell him/her immediately. You will not hurt his/her feelings! An agent once said that his/her second favorite word to hear is "no." The worst thing in the world to do is string an agent along about an act, leading them to believe you might be interested, when you really are not.
If there is something in a contract that you are not going to be able to provide or fulfill, let the agent know right away with an explanation. No one likes surprises. Make a note for the record you told him/her that you could not do it. Follow this with a memo to the agent and retain a copy.
Make it a habit to send the agent or road manager a fact sheet of all pertinent information pertaining to our school, the venue, and a map of how to get to the facility. Send this information to both the road manager and agent (may be separate addresses); this should include venue dimensions, important times, policies, and entrances.
When agreeing on who will provide items, always write it down in a memo or letter and send it to the agent immediately to confirm your conversation.
Keep a record in the show folder of every time you call the agent or performer and what they said and did; have it legible and dated.
For events which may be open to the public, event insurance may be required. The necessity, amount and cost of insurance shall be determined by the event venue.
Special Event insurance is designed to provide financial protection should there be injury to attendees or spectators or damage to UF property during an event held on the UF campus. Most events are insurable by the University carrier and the insurance application will be processed by your venue and the cost may be included in the cost of the event. However, many proposed events include activities that the University’s carrier specifically excludes from coverage, so the University carrier cannot insure them. These include concerts, mechanical amusement devices (inflatable novelties), motorized sporting events and boxing, wrestling or karate events, to name a few.
The sponsoring student organization must take adequate precautions for the security of attendees at an event, as determined by the University Police Department, in conjunction with the Office of Student Activities. Failure to adhere to these security policies may result in an administrative and/or disciplinary sanction.
In general, the required number and type of security personnel for an event will be determined based upon projected attendance, time and location of event, description of activity planned, and the number of organizational personnel available to help monitor the event. Final determination as to the appropriate number of security personnel will be made by the University Police.
Other factors which may be determined are as follows:
Any student or student organization showing movies on campus (outside of residence hall residential rooms) is subject to federal copyright law. Any film* showing must be approved in advance by the Office of Student Activities to confirm that appropriate licenses have been obtained. Renting a movie without public distribution licensing or bringing in a personal copy to show your membership or the general public is ILLEGAL and subjects the parties involved (students, your organization and possibly the University) to fines of up to $50,000.*
In order to show a movie on campus, you must submit a program planning form for the event. This is done online at www.union.ufl.edu/involvement.
Staff in the Office of Student Activities can assist you in determining the cost for the film you want to show. Keep in mind that new films (out in mainstream theaters in the past three months or so) are the most expensive and may run up to $1000. Older films, foreign films or documentaries are usually less expensive.
In addition to acquiring the rights to show the film you also need to consider how the film is being projected. Is the venue you are using equipped with a video or DVD projector? Are you showing the film outside, where you would need a portable projector? Tech Services can assist with film projection if you are not in a room that already has a projector. Tech Services is located in the Office of Student Activities, 330 Reitz Union, or email spinaltech@union.ufl.edu.
Once you determine how the movie is being shown and the price, then the film can be ordered. You will need to be specific as to what format you need the film, such as VHS, DVD, etc. Tech can show VHS or 16mm films outdoors. They also can show 35mm films in the Reitz Union Auditorium/Cinema (as well as all other formats). 35mm is the same large screen format that is shown in movie theaters. Which format you use is determined by the projection method and location of the showing. The only difference in price would be shipping costs (35mm and 16mm are heavier than videos or DVDs so the shipping is higher).
If you are interested in showing a film on campus you may want to contact the Reitz Union Board about co-sponsoring the film as part of the weekly RUB film series or Gator Nights! You can contact RUB at 330 Reitz Union or rub@union.ufl.edu.
* Films shown in a classroom by an Instructor and that are listed as part of the classroom syllabus are allowable exceptions to the copyright law restrictions.
Any student or student organization hosting public video or online games on campus (outside of residence hall residential rooms) is subject to federal copyright law. Any video game tournament must be approved in advance by the Office of Student Activities to confirm that appropriate licenses have been obtained. Renting a video game system for other than personal use without public distribution licensing or bringing in a personal copy to show your membership at a meeting or the general public is ILLEGAL and subjects the parties involved (students, your organization and possibly the University) to fines of up to $50,000.
In order to play a game tournament on campus, you must submit a program planning form for the event. This is done online at www.union.ufl.edu/involvement.
Staff in the Office of Student Activities can assist you in determining licensing procedures for video game or online game tournaments. This process may take a couple of weeks, so submit the program planning form well in advance of the event. Failure to obtain copyright approval will result in cancellation of your event.
Tech Support provides sound, lights and other technical assistance for student organizations at a nominal fee.
Tech Support must be used for all shows which student organizations produce in the J. Wayne Reitz Union and which require sound or lights. Sound, light or technical support provided by vendors other than Tech Support or the J. Wayne Reitz Union staff is allowed in the Reitz Union only with the permission of the Director of Student Activities.
Tech Support request forms may be submitted in the Office of Student Activities, 330 JWRU. Requests must be submitted no later than 10 working days before an event. HINT: It is better to request tech as soon as your organization knows a date of a show, especially if it is a large show or complicated production. Remember to always inform Tech Support in writing of any changes in performance times, sound check times, equipment needed or cancellation. Reconfirm with Tech Support a week before a show to make sure all times and equipment are correct.
If you know an event is planned but do not yet have the specific tech information, fill out the Tech Request Form as much as possible and turn it in. You can add information as received. It is very important for Tech Support to know about shows as soon as possible, as they run many shows at once and need to coordinate staffing and equipment.
If you have any questions concerning filling out the Tech Request Form, do not hesitate to call Tech Support at 392-1655 or e-mail spinaltech@union.ufl.edu
Tents or other temporary structures may be erected on University property only AFTER permission has been obtained by completing a Program Planning Form on the Center for Student Involvement web page www.union.ufl.edu/involvement. The Office of Student Activities works with the office of the Vice President for Finance and Administration for permission which may take up to three weeks. Tents may be approved for one day at the University Plaza of Americas and up to three days at some other locations on campus. Part of the approval requirement is a Dig Permit from the University Physical Plant Division. The Dig Permit request must be initiated no less than two weeks prior to the event in order to have sufficient time to have the appropriate personnel assess the proposed location’s underground utilities and infrastructure.
Below is a non-limited list of possible tent vendors:
There is a variety of reservable spaces available on-campus for meetings or special events. Listed below are the facility locations, units in charge of reservations, and the capacity for each of those locations. Please see the appropriate units for more information.
Food is not allowed in any classroom and all rooms are expected to be left clean and orderly.
At the time of the request for the use of Union rooms, the Event Services office shall determine whether the student organization is eligible to use University premises. At all times, officers and members of organizations are responsible for compliance with fire and safety ordinances and with other regulations applying to the place where events are held, including applicable federal, state and city laws, the regulations of the Board of Trustees, the University Statutes and Rules, administrative regulations, as well as with the Student Conduct Code. To view available Reitz Union spaces and/or make reservations, visit www.union.ufl.edu/eventservices
Student organizations must follow the Event Services terms and conditions for reservations, which can be found here: http://www.union.ufl.edu/eventservices/terms.asp
Classrooms are available to student organizations, but can only be reserved around class schedules. They must be reserved at least 3 business days in advance. A faculty advisor's name and phone number are required as a contact person, but the advisor does not have to attend the event.
Contact the University Registrar's Office at 392-1361 ext. 7237 for reservations for the following locations:
Although meals can be served at many locations on campus, the following list of facilities is where food is most likely to be served.
| Location (Capacity) | Unit In Charge Of Reservation |
| Grand Ballroom | Reitz Union Event Services |
| Rion Ballroon (650) | Reitz Union Event Services |
| Arredondo Room (90) | Reitz Union Event Services |
| Room 404 formerly the Presidents Dining Room (26) | Reitz Union Event Services |
| University Auditorium (800) | Center For Performing Arts |
| Friends Of Music Room (40/75) | Center For Performing Arts |
| O'Connell Center Main Arena (8,000-10,000) | O'Connell Center, Director |
| O'Connell Martial Arts Room (400) | O'Connell Center, Director |
| O'Connell Center Level 2 (300) | O'Connell Center, Director |
| J.C. Dickinson Hall (500) | Florida Museum, Director |
| President's Box (176) | President's Office |
| Gator Room (100) | Athletic Administration |
| Touchdown Terrace (550) | Athletic Administration |
Many student organizations hold parties or program in third party vendor locations (bars, clubs, restaurants) off campus. The City of Gainesville only requires bars/restaurants to carry general liability insurance if the business has an outdoor cafe/seating area that extends into the City's right of way, so most locations where you may have an event may not be required by law to have liability insurance.
Good Business Practices would assume the vendor would have liability insurance. It is recommended as a part of planning your event, you request a current Certificate of Liability Insurance; please note Fire and Property Insurance may not include Liability coverage, so you will need to closely review the Certificate.
Your organizations may want to consider buying additional special events coverage for large events. If your organization is a chapter of a national organization, you may want to contact the national organization to see if your event may be added as a rider to their liability coverage.
