Event Services General Information

General Information

Billing and Deposits

Advance deposits are required for your program and will be discussed when making your reservation. The remaining balance, payable to the University of North Florida, must be submitted three (3) working days prior to your program. Any additional charges incurred during the event will be due within 30 days of receipt of invoice. Prompt payment within 30 days of all invoices is appreciated.

 

Business Services

The University Center has all the support services your program requires. We are your one-stop source for full and self-service copies, binding collating, transparencies, laminating, faxes, office supplies and more. The University Center staff is available to satisfy all of your business service program needs.

 

Cancellation Policy

If you must cancel your program, please notify the Herbert University Center reservations office in writing, as soon as possible. If cancellation or postponement of a program is made more than twenty (20) working days prior to the scheduled start date of the program, the Center will retain the non-refundable deposit. If cancellation or postponement of a program is made less than twenty (20) working days prior to the scheduled start date, the Center reserves the right to charge the group one-half the minimum fees for all services requested. If the program is cancelled less than ten (10) working days prior to the scheduled start date, the entire amount of all anticipated fees for all services requested are due.

 

Deliveries and Storage

Support equipment and materials may be delivered to the University Center, no more than three (3) days prior to your program and unloaded at the building’s loading dock. Please coordinate storage and delivery needs with Center staff. Staff can assist you with loading and unloading as needed. The University Center has the capacity to store luggage for program participants. Please let the front desk know in advance if participants will require this service.

 

Displaying Materials

If you need to hang or otherwise display instructional materials, please discuss appropriate display methods with Herbert University Center staff prior to your meeting. We can help you find the best way to display your materials.

 

Exhibitors

The Herbert University Center retains the right to enforce guidelines regarding exhibit sizes, functions, booths and displays. Please speak with Center staff for additional details.

 

Food and Beverage Policies

All food and beverages served at the University Center must be purchased through the Center. A menu for refreshment breaks, meals, receptions, and other functions, along with additional food and beverage information, is available from the Center Reservations Office.

 

Guaranteed Minimum Counts

(food and beverage)

A guaranteed number of participants for your program must be submitted to our front desk no later than three (3) working days prior to the scheduled date of your function. Please refer to our menu for all other catering policies.

 

          

Multiple Group Use

The Herbert University Center is frequently host to several groups simultaneously. Your cooperation is requested in beginning and ending your program on time and conducting your program in a manner that is not disruptive to other groups.

 

Other Policies

All users of the Herbert University Center must agree to abide by University policies relating to matters of safety, liability, non-discrimination, non-disturbance, use of University grounds and other relevant University policies.

 

Parking and Transportation

The Center offers complimentary parking to all program participants. If you require assistance with any special transportation arrangements, please let us know well in advance.

 

Reservations

Requests to use the Herbert University Center may be made by calling the Reservations Office at (904) 620-4222, or email university.center@unf.edu.

 

A representative is available to receive telephone reservations during regular business hours Monday through Friday, 8:30 a.m. to 5:00 p.m. When a reservation is made, you will receive a contract to be reviewed, signed and returned as soon as possible to confirm your booking. While every attempt will be made to book your program in the space you request, circumstances may require the reallocation of space to make the best use of the facility. You will be consulted about any such adjustments affecting your program. We suggest that you do not advertise a specific meeting room in advance of your program. Information on session locations will be displayed throughout the building.

 

Promotional Materials

Promotional materials describing programs held at theHerbert  University Center must be reviewed and approved in advance by a member of the Center's meeting planning staff to ensure consistency with The University of North Florida's Visual Identity Guidelines.

 

Messages

You may wish to inform program participants that the telephone number for messages at the University Center is (904) 620-4222. Emergency messages will be delivered to your meeting room.

 

Sale of materials

The sale of materials not related to a program is prohibited.

 

Smoking

The Herbert University Center is a smoke-free facility. Several outdoor areas are furnished with ashtrays for those who wish to smoke.

 

Vending and Courtesy Telephones

The Center has a café, vending machines and courtesy telephones available for program participants.

 

After Your Program

After your program ends, we ask your assistance in removing all equipment and materials that do not belong to the Herbert University Center. If you need to delay removal of your materials, please check with the front desk staff, which will arrange for temporary storage.