How to make a Reservation

The Student Union has great spaces for meetings, socials, movie nights, lectures, banquets, special events, and much more available for reservation.

The Event Services Office is located in 58E, suite 1302, and is open Monday through Friday, 8:00 a.m. to 5:00 p.m. Our friendly reservations staff is able to give you information on the spaces and assist you through the planning stages of your event, from creating a layout of your space to obtaining University approval to showing you the best places to advertise on campus.

On the day of your event, a Building Manager will greet you and make sure that everything is right for your event. We have Event Services and Technical Associates available to assist with Audio/Visual needs and day-of changes to the setup of rooms.

Reservations can be made in person or via email using the Reservation Request Form at r.reservations@unf.edu. All requests must be submitted in writing. Please note that your reservation is not made until you receive a contract and information regarding event approval, rental fees, liability, contracts, and other important deadlines. All events are initially labeled tentative. Some events may require an Event Approval Form, and your reservationist will inform you if this is required.

Who can make reservations:

There are many different types of organizations that use the Student Union. In order to determine priority use and define a rental structure, the following guidelines are used to identify event types.

• Student Organizations: Events held by all student organizations registered through Club Alliance, the Office of Fraternity and Sorority Life, the Division of Student Affairs and student academic societies. Events in this category must be consistent with the mission of the student organization.
• University Departments: This group includes all departments at the University of North Florida, the President’s Office and faculty and staff associations. Events should be linked to the mission of the university.
• Co-Sponsored Events: Co-Sponsored Events are defined as a joint programming venture between a University organization or department and a non-affiliated entity. These collaborative events must be relevant and beneficial to the University of North Florida community and should be linked to the mission of the university. Co-Sponsored Events are linked to the organizing groups and not the attendees. The event shall be considered Co-Sponsored if:
  • Prior to the day of, the non-affiliated entity organizes the event in any way (i.e. requesting space/resources or publicizing on or off-campus);
  • The on-campus organization makes money from the event.
• Non-Affiliated Events: Any event sponsored by a group or individuals with no official recognition by the University. The organization will enter a contractual agreement with the Student Union Office for use of the space.

University student organizations and departments may not serve as fronts (sponsoring a Non-Affiliated organization and failing to inform at the time of the reservation) to circumvent policies for off-campus organizations. If fronting is discovered, Non-Affiliated rental rates will apply and reservations privileges will be impacted.

When can I make my reservation?

Reservations are made according to the academic calendar, beginning the last week of August and ending the first week in May, adjusted to fall between the University’s Week of Welcome and Spring Commencement. Summer reservations are made separately, and are open starting November 1 each year for the coming summer.

The following system of priority scheduling is in place in order to maximize space utilization and best serve the UNF community’s needs.

Phase One: Priority Events Scheduling
UNF student organizations and departments may submit an application for an event to be considered for first priority scheduling. These events must meet certain criteria of importance that support the mission of the University and Student Union. These criteria may include events that must be scheduled at certain times of year and can only be accommodated in the Student Union. The Student Union Advisory Board will review all applications and make determinations as to priority events. Once an event has been deemed priority, the sponsoring organization does not need to resubmit an application yearly as long as the event remains active (that is, it happens every year). If an organization fails to hold the event two years in a row, the event will be removed from the priority list, and the sponsoring organization must resubmit the application. All priority events are subject to review by the Student Union Advisory Board. Events denied priority status may appeal the decision to the Director of the Student Union. Priority events may submit reservation dates up to two years in advance (if charges apply to any of these events, they will subject to the rate schedule at the time of the actual event).

Phase Two: Registered Student Organization Meetings and Programs
After priority events have been established, registered student organizations may make reservations for regular meetings (a maximum of one per week) for the academic year. Student organizations wishing to hold regular meetings should submit a request to the Student Union Event Services Office including their setup needs and expected attendance. Groups may state a room preference; however, the Reservations Coordinator will assign meeting spaces to maximize space utilization. At this time, organizations may also request space for one special event per semester (spring and fall only). Phase Two reservations will be made as follows (exact dates will be established annually):

• For fall semester dates: may be made in January of the same calendar year;
• For spring semester dates: may be made in September of the prior semester;
• For summer and intersession dates: may be made starting the November 1 each year for the coming summer.

Phase Three: Open Access
Once student organizations have had the opportunity to schedule regular meetings and some special events, the Student Union reservations will be taken on a first-come, first-serve basis. UNF departments may make space requests and student organizations may request space for additional events. At this time, non-affiliated organizations may rent space. Exact dates will be established annually.