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Reservations and Events

The Department of Housing and Residence Life is committed to supporting student engagement by providing access to reservable common spaces, promoting campus events within the residential communities, and fostering meaningful collaboration. This page outlines how to request space reservations, partner with Housing on events, and submit flier approvals for on-campus promotion. Please review all information carefully before submitting a request.

Space Reservation

Housing and Residence Life permits reservation requests from Housing staff, UNF departments, and Registered Student Organizations (RSOs) for events that are public and open to residential students. Spaces are not available for private meetings, rehearsals, or closed events. Access is limited to specific areas such as the Clubhouse MPR, Fountains MPR, and designated outdoor Housing-adjacent spaces (e.g., 14B boardwalk, mini green).

Reservations must be submitted using the official online form and are subject to review and approval. All events should align with Housing's mission and values, and submitting a request does not guarantee approval.

Requestors and their participants are expected to:

  • Complete and submit the request form by the deadlines indicated below;
  • Comply with all local, state, and federal laws;
  • Comply with the UNF Code of Conduct and UNF Resident Handbook
  • Provide the appropriate notice of any necessary event logistical needs 

 

General Timeline

Unless otherwise noted, all reservation requests must be submitted at least 10 business days (2 weeks) in advance of the requested event date.

Event Type Submission Deadline
All standard space reservations

At least 10 business days in advance
Events involving outdoor sound, setup, entertainment contracts, high attendance, liability waivers, or work orders At least 1 full month in advance
 
  • Event organizers are responsible for including all setup and cleanup time in the request. Most spaces come as-is with existing tables and chairs. Setup requests may be submitted but are not guaranteed and depend on available staffing and logistics.
  • Events may not be promoted or advertised until a reservation confirmation is received.
  • HRL may be unable to accommodate all requests and reserves the right to deny any request.

Submit a Reservation Request Form


Reservation Form Assistance

Need assistance accessing the Reservations Form? Users must be added to the system for access. To request reservations form access, email s.divens@unf.edu.

 

Space Usage Policies and Guidelines

Our shared residential spaces are designed to support community engagement, connection, and programming. In order to preserve these spaces and ensure they remain available and welcoming for future use, all individuals and groups using Housing & Residence Life facilities are expected to follow all the policies outlined below.

These expectations help ensure safety, respect for shared property, and consistent experiences for residents and partners alike.

  • Marketing & Calendar Listing

    Marketing and Calendar Listing

    All event reservation requests must include a flyer or social media promotional image for the event. Additionally, the event should be listed on the UNF  Events calendar to ensure broad campus visibility. Please include these marketing materials and calendar listing details in your reservation request or submit them via email after your reservation has been approved.

    When listing your event on the UNF Events calendar, we encourage you to add Housing & Residence Life as one of the departments on the event form. This helps integrate your event into our calendar and increases promotion campus-wide.

  • Reservation Access and Arrival

    Reservation Access and Arrival

    On the day of your event, confirmed reservations must check in at the nearest HRL Welcome Desk to gain access to their reserved space. An HRL staff member will assist you in entering the room.

    Please note that early check-in or access to the space before your scheduled reservation time may not be honored unless setup and breakdown times are explicitly included in your reservation request. Be sure to request the full time window needed to set up before and clean up after your event.

    The event time listed on your reservation should reflect the actual start and end time of your program, including any setup and breakdown periods.

    Participants and event organizers are not permitted to enter or remain in the reserved space outside of the approved reservation time without prior written approval. Events that extend beyond their scheduled reservation time without authorization may incur additional fees or restrictions on future reservations.

  • Decorations and Display Materials

    Decorations and Display Materials

    We encourage groups to make their events welcoming and engaging, but all decorations must be approved in advance by Housing & Residence Life.

    For the protection of campus facilities, no decorations may be affixed using tape, nails, tacks, glue, adhesives, or staples to any surfaces, including doors, windows, floors, or walls. Free-standing decorations and tabletop items are recommended as alternatives. All materials must be removed immediately following the event.

    To ensure fire safety and access to emergency equipment, decorations may not cover or obstruct:

    • Fire alarms or extinguishers
    • Smoke detectors or exit signs
    • Emergency lighting
    • Doors, hallways, or exit routes
    • Furniture such as Stryker chairs or permanently installed fixtures
  • Open Flame and Scented Items Policy

    Open Flame and Scented Items Policy

    Due to safety regulations and university policy, the use of any item involving an open flame or heated element is strictly prohibited in or around residential spaces. This includes:

    • Candles (even if not lit)
    • Incense or sage
    • Sterno warmers (without advance approval)
    • Fire pits or similar devices
  • Clean-Up and Resetting the Space

    Clean-Up and Resetting the Space

    Groups are responsible for returning the space to its original condition before leaving. This includes removing all personal belongings, cleaning up trash, and returning any moved tables or chairs to their original arrangement. If the space is left in disarray or requires additional cleanup by Housing staff, a minimum cleaning fee of $25.00 will be assessed. Excessive messes or repeated issues may result in additional charges or a loss of reservation privileges.

    Trash should be properly disposed of in designated trash rooms. For large events (e.g., banquets or catered programs), organizers are expected to plan ahead and submit a maintenance request if they anticipate a significant amount of waste.

  • Cancellations

    Cancellations

    Please note that event requests may be cancelled at the discretion of Housing & Residence Life. In the event the university closes due to emergencies or other unforeseen circumstances, all events will be cancelled.

Collaboration Requests

If you are interested in collaborating with Housing & Residence Life on your event, please reach out to discuss opportunities and support.

To request collaboration:

  1. Prepare a brief description of your event, including goals, audience, and any specific support or resources you are seeking.
  2. Email your collaboration request to housing@unf.edu with the subject line: Collaboration Request.
  3. Include your contact information and preferred timeline for planning.

A member of the Housing & Residence Life team will review your request and follow up to discuss next steps.

We look forward to partnering with you to make your event a success!

Flier & Promotions

*In order to promote sustainability and reduce physical contact with items, we recommend electronic flyers to be distributed to residential communities over physical flyers. We are accepting flyers requests to be advertised to the residents that meet the following approval guidelines:

 

Approval Guidelines

  1. Only University departments and recognized organizations in good standing are permitted to have flyers/advertisements disseminated to the residential communities.
  2. Residents, organizations or departments may not distribute physical or electronic materials directly within the communities as it is handled exclusively by Housing and Residence Life staff.
  3. Outside agencies or companies are prohibited from posting and/or soliciting within the residential communities.
  4. No items may be hung or displayed outside of a window or anywhere in a building or its adjacent structures (porch, rails, etc.).
  5. Flyers may not contain profanity, lewd or obscene conduct, or any reference to or support of blatant violations of the Code of Student Conduct and/or Resident Handbook's outlined policies.
  6. Flyer needs to display an upcoming date and/or deadline. This allows our staff to appropriately remove outdated flyers in a timely manner.
  7. Recommended file formats for electronic flyers/advertisements are .pdf, .jpg, .jpeg, or .png. Electronic flyers/advertisements should be formatted in high resolution/image quality.
  8. We recommend submitting electronic flyers/advertisements for approval at least two (2) full weeks (10 business days) prior to the initial date listed for the event/initiative. Otherwise, the electronic flyer/advertisement may not be distributed and promoted in time.
  9. The Department of Housing and Residence Life has the right to refuse any advertising that does not support the goals and objectives of the department or the University community.
  10. Any item posted or distributed improperly through physical or electronic means will be removed and the individual(s) or group(s) responsible is subject to sanctions by Housing and Residence Life and/or appropriate department/office.

 

Material Dissemination Procedures

  1. All documents must be approved by an Assistant Director of Residence Life. 
  2. Person(s) or organization(s) seeking approval must submit the electronic proof of the flyer/advertisement as well as a brief description of the flyer and representative(s)’s contact information (email address and phone number) to the main Housing and Residence Life email account at housing@unf.edu. 
  3. A Housing and Residence Life representative will notify you if the flyer/advertisement is approved, needs modifications or is denied within three (3) business days. 
  4. If there are document concerns, a Housing and Residence Life representative will contact the person(s) or organization(s) requesting flyer/advertisement approval.
  5. If approved for physical flyers to be distributed, the requester must drop off printed copies to the Housing and Residence Life main office (14b) during business hours (Monday – Friday, 8am-5pm) organized by the following communities with the corresponding quantities:
    • Osprey Cove: 18
    • Osprey Crossings: 18
    • Osprey Fountains: 20
    • Osprey Hall: 6
    • Osprey Landing: 18
    • Osprey Village: 7
    • The Flats at UNF: 16