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Reservations Policies

  • Tabling

    Tabling consists of up to three (3) tables temporarily set up for the purpose of educational, recruitment, fundraising, and promotional activities consistent with the mission and purpose of the User Group.

    A reservation is required to table on campus.

    Tabling can only take place in designated outdoor spaces available to be reserved. The User Group will share the space with other groups. Tabling reservations may include setting up tables, chairs, tents no larger than 10'x10', and signs within the reserved space.

    Amplified sound and loud activities of any kind are not permitted during tabling. Any food giveaways must be pre-packaged, individually wrapped, and non-perishable.

    The Student Union will not process work orders or special staffing requests for tabling reservations.

  • Meeting

    Meetings include, but are not limited to: general body, executive board, council, chapter, or interest meetings; game or movie nights; educational/informational workshops, seminars, lectures, panels, or presentations; bonding or sister/brotherhood events; worship activities; practices; group meals, celebrations, or parties; and study nights.

    A reservation is required to host a meeting on campus.

    Student Organization reservations classified as meetings must be reserved in accordance with the Meeting Time Block policy and take place in a Small Meeting Room or Medium Meeting Room. Requests for exceptions should be made in writing to su.reservations@unf.edu. 

  • Event

    Events include, but are not limited to: fundraisers or philanthropy events; trade shows, fairs, or markets; balls, galas, or banquets; pageants, fashion or talent shows; performances; ceremonies or new member presentations/probates; and concerts.

    A reservation is required to host an event on campus.

    Student Organization reservations classified as events may reserve the space for a maximum of one (1) rehearsal pre-event, and any additional practices are classified as a meeting and must be reserved in accordance with the Meeting Time Block policy and take place in a Small Meeting Room or Medium Meeting Room only.

  • Complex Event

    Complex Events are defined as reservations including components such as, but not limited to:

    • Security
    • Third-party vendor contracts
    • High attendance
    • Non-standard reservation hours
    • Liability releases
    • Work orders
    • Road or parking lot closures
    • Special staffing requests
    • Walks/5ks
    • Sound outdoors
    • Alcohol
    • Complex diagrams
    • Technical setups
    • Temporary building permits
    • Other similar components

    Complex Events require a significant level of planning and coordination and therefore specific deadlines are in place for this type of reservation to ensure timely completion of all requirements by the User Group and to ensure the Student Union and University partners are able to successfully support the event. Non-compliance with the below deadlines will result in cancellation of the reservation.

    Complex Event deadlines
    Requirement Deadline for Student Organizations & Departments Deadline for External Groups
    Reservation request due 45 business days in advance 90 business days in advance
    Mandatory planning meeting with Student Union Event Coordinator 30 business days in advance 60 business days in advance
    All setup information, insurance documentation, permits, confirmation of security, parking, alcohol and food vendors, and any other stated requirements due 10 business days in advance 20 business days in advance
    Signed Facilities Use Agreement and final payment due 5 business days in advance 10 business days in advance
    Reservation cancellation deadline to be entitled to a refund 2 business days in advance 5 business days in advance

     

    All work orders will be submitted on behalf of the User Group by the Student Union Administration staff.

    Important resources regarding complex events can be found at Environmental Health and Safety Event Planning Checklist. Wristbands, provided by the User Group, are required for large attendance events in order to comply with venue capacities. Attendance cannot exceed the legal capacity of the facility and may be further limited by the Student Union Administration Office and/or University Police Department. All attendees, including band members, DJs, guests, User Group staff and volunteers, must be entitled to re-entry and included in the capacity determination. Once an event has reached capacity, no additional entry will be permitted. A “one in, one out” procedure is not permitted.

    User Groups must declare whether the event is open to the public, meaning that non-University guests may attend. This is a primary factor for determining the level of security required for the event. Student Union Administration staff will work with the User Group to determine the process for selling tickets. All attendees must show valid ID.

  • Temporary Structure

    Temporary Structures include, but are not limited to, the following (whether attended or unattended):

    • Shelters
    • Barriers
    • Furniture
    • Tents
    • Canopies
    • Beach or oversized umbrellas
    • Tables
    • Displays (e.g., flags, crosses, signs)

    A reservation is required to erect a Temporary Structure on campus, except signage as defined by the University's Temporary Signage Regulation.

    The Student Union does not provide equipment or staffing for temporary structure reservations.

  • Fronting

    Reservations must be consistent with the mission of the User Group.

    UNF Student Organizations and University Departments may not serve as fronts in order to circumvent policies and charges for other User Groups. The Student Union does not recognize co-sponsorships for reservations.

    If a Student Organization and Department are collaborating, then Departmental rental rates and policies will apply; if a Student Organization or Department is collaborating with an External Group, then External Group rates and policies will apply.

    If fronting is discovered, University Department or External Group charges will apply and reservation privileges will be impacted.

  • Student Organization Rental Rates

    Student Organization reservations must be requested and planned by the student members. Faculty/staff/alumni advisors are not permitted to request and plan reservations on behalf of Student Organizations.

    If the reservation is free and open to all students and the University community (e.g., a club meeting), the space will be provided at the Regular Rate, which is typically no cost to the Student Organization.

    If the reservation has a profit motive, such as charging admission, requiring a donation for entry, sales, or vendors conducting sales, then the Ticketed Rate will apply.

    If donations accepted during the reservation will be given to a philanthropic organization, then the ticketed rate will not be charged. Accepting donations that go to the operating budget of the organization or requiring donations in order to attend is considered a ticketed reservation.

    Current Student Organization Rates outlining the Regular and Ticketed Rates are published online.

  • University Department Rental Rates

    University Department reservations must be linked to the mission of the University.

    Current University Department Rates are published online.

  • External Group Rental Rates

    External Groups will enter into a contractual Facilities Use Agreement with the Student Union Administration for use of the space. 

    Current External Group Rates are published online.

  • Market Day Rates

    Current Market Day vendor rates are published online.

    All reservations include up to a 10’x10’ area with one (1) 6-foot rectangular table and two (2) outdoor folding chairs. Requests for more items or space will incur additional charges.

  • Rental Rate Stipulations
    Taxes and Non-Profit Discount
    • Florida taxes are added to all prices unless payment is made from a state budget, or a current State of Florida Certificate of Exemption is provided.
    • Non-profit organizations must provide valid 501(c)(3) certificate to receive a 20% discount on the Room Charge. This discount is not applicable to any other types of charges.

    Rate Inclusions

    • All rates assume regular building operating hours and reservation hours.
    • Unless otherwise indicated, rates are only for space and standard staffing and equipment available directly from the Student Union.
    • Any non-standard staffing and equipment costs are the responsibility of the User Group.
    • Any unavailable equipment is the responsibility of the User Group to secure with approved third-party vendors.
    • Hours are based on the User Group or its vendors’ first and last access times for the entire reservation; Student Union staff set-up and clean-up times are not factored into the rental rate unless the reservation times require a building early open or late close.

    Rate Exclusions

    • Parking arrangements are required and will be in agreement with the rates and policies established by Parking Services. Parking costs are the responsibility of the User Group and must be paid directly to Parking Services.
    • Security needs for reservations will be in agreement with the University Police Department and the costs are the responsibility of the User Group.
    • User Group must provide appropriate fire rescue and medical services and is responsible for such costs.
    • Outdoor restroom facilities are not provided for events in the Student Union’s outdoor spaces. User Group must provide appropriate portable sanitation units according to Florida Department of Health guidelines and is responsible for such costs.
    • Phone charges may apply for temporary activation and actual usage of conferencing equipment.

    Incidental Fees

    • If University equipment is lost or damaged, the cost of replacement or repair will be billed to the User Group.
    • Additional charges will apply if excessive cleaning, space or property damage, and late departures occur. Such charges are assessed based on the direct cost of cleaning services, equipment repair/replacement, room rental fees, and late close fees.
  • Payment Schedules

    Student Organizations

    • Payment is due in full two (2) business days prior to the reservation start date.

    University Departments

    • The invoice will be sent within five (5) business days following the reservation start date.
    • Payment is due seven (7) calendar days after the invoice has been sent.

    External Groups

    • A non-refundable Processing Fee is due two (2) business days after submitting the reservation request. 
    • A non-refundable Deposit is due upon receipt of the Facilities Use Agreement. The deposit is 25% of the total Room Charges line item.
    • Reservations must be paid for in full ten (10) business days prior to the reservation start date.

    Market Days

    • UNF Student Organizations and External Groups: Each booking must be paid in full by 5 p.m. on the Wednesday prior to the Market Day date.
    • University Departments: The invoice will be sent one (1) business day after the last Market Day date of the semester. Payment is due seven (7) calendar days after the invoice has been sent through Workday journal transfer or Foundation EFT only.
  • Payment Methods

    UNF Departments

    Only Workday journal entry or Foundation EFT payments are accepted. The Student Union Administration account information is:

    KEY006872 - Student Union - Student Union Rentals Auxiliary
    Fund: FD409
    Cost Center: CC10189
    Program: PG072
    Division: D600
    Ledger Account: 672200
    Revenue Category: RC1142

    UNF Student Organizations and External Groups

    Cash, checks, and debit/credit cards are accepted. In person payments are only accepted during normal business hours. 

    Cash payments must be submitted in person. Debit and credit card payments must be submitted online through Cashnet below.

    Checks may be submitted in person or through the mail. All checks must be made out to the "University of North Florida." A valid driver’s license will be requested for check payments. INSF checks will be subject to additional fees by the University. 

    Online credit, debit, or Purchasing card payments can be made online via UNF Cashnet. Credit card payments may be subject to a processing fee assessed by the merchant.

    Payments may also be made in person at or sent to:

    John A. Delaney Student Union University of North Florida
    1 UNF Drive Bldg. 58E, Suite 1302
    Jacksonville, Florida 32224

    Payment made via credit, debit, or Purchasing card will receive an electronic receipt. For payments made in person or via mail, receipts will be sent through email or may be obtained from the Student Union Administration Office during regular business hours.

  • Non-Payment

    Non-payment will result in penalties including cancellation of all existing reservations and prohibition from making further reservations with the Student Union.

    After sixty (60) calendar days, the User Group will be prohibited from submitting any new reservation requests until payment is made in full.

    After ninety (90) calendar days, the User Group will have all existing reservations cancelled and be prohibited from submitting any new reservation requests until payment is made in full.

    The Student Union Administration reserves the right to deny User Groups’ requests due to a history of outstanding payments. A service fee will be charged for all returned checks.

  • Request Process

    Reservations may only be requested through the Web App reservations system. Emails, phone calls, voicemail, and in-person conversations do not constitute official reservation requests. Requests are reviewed and processed in order of reservation date (i.e., the first booking date on the reservation).

    To inquire about space availability, browse Web App or contact the Student Union Administration Office during business hours at 904-620-2525 or su.reservations@unf.edu. Normal business hours are 8 a.m. to 5 p.m., Monday through Friday, except for certain holidays and University intercession dates and closures.

    User Groups are expected to:

    • Complete and submit the appropriate Web App reservation request by the established deadlines.
    • Comply with all local, state, and federal laws.
    • Comply with all Student Union policies regarding safety (including, but not limited to, proper risk management procedures, liability insurance documentation, food safety, crowd control, and room capacities).
    • Sign appropriate Facilities Use Agreements and provide information regarding the purpose and logistics of the reservation.

    The Student Union Administration does not coordinate reservations for the following spaces:

    • Senate Chambers, Student Government Courtroom, and John E. Sapp Conference Room (must contact Student Government)
    • North Star Board Room (must contact Office of Academic and Student Affairs)
    • Lufrano Intercultural Gallery (must contact the Gallery of Art)
    • The Boathouse (must contact UNF Dining Services)
  • Request Deadlines

    Market Days

    Vendor requests are due by 5 p.m. two (2) Wednesdays prior to the event date, unless otherwise communicated.

    UNF Student Organizations and Departments

    • Tabling and Small Meeting Rooms - three (3) business days in advance
    • Medium Meeting Rooms, Ballroom, Amphitheater, and events at the Green, Union Lawn, and Osprey Plaza - six (6) business days in advance
    • Events involving sound outdoors, work orders, complex diagrams, Catering Prep Space, or technical setups - 15 business days in advance
    • Complex Events - 45 business days in advance

    External Groups

    • Tabling and Small Meeting Rooms - 10 business days in advance
    • Medium Meeting Rooms, Ballroom, Amphitheater, Catering Prep Space, and events at the Union Lawn and Osprey Plaza - 15 business days in advance 
    • Complex Events - 90 business days in advance
  • Scheduling Guidelines

    Facilities are reserved in the order in which requests are received, with priority consideration given to Registered Student Organizations (RSOs) and Student Government branches, agencies, and commissions.

    RSOs must be in good standing with the Osprey Involvement Center to request new reservations and proceed with existing ones. Greek organizations must be in good standing with the Office of Fraternity and Sorority Life to request new reservations and proceed with existing ones.

    All User Groups must be current with payments to request new reservations; those in arrears will have their reservation privileges impacted.

    Student Organizations, who typically receive space at no charge, may not reserve excessive space. The Student Union Administration will determine what constitutes excessive space based on the time of year and the nature of the request.

  • Priority Scheduling System

    A system of priority scheduling is in place to maximize space utilization, best serve the UNF community’s needs, and ensure recognized Student Organizations receive first access to space, as is consistent with the Student Union’s primary mission and funding source. Reservations will be made available according to the general timeline below, with exact dates established annually.

    Priority scheduling phases
    Phase Fall Reservations Spring & Summer Reservations
    1. Priority Event Applications due (renewals and new events) Every November Every March
    2. Priority Event Confirmations November/December of the previous calendar year June/July of the previous calendar year
    3A. RSOs & Student Government agencies February/March of the same calendar year, on a Monday-Wednesday September/October of the previous calendar year, on a Monday-Wednesday
    3B. Greek organizations February/March of the same calendar year, on a Thursday-Sunday September/October of the previous calendar year, on a Thursday-Sunday
    4A. University Departments Following the conclusion of Phase 3, on a Monday-Wednesday Following the conclusion of Phase 3, on a Monday-Wednesday
    4B. Open Access Following the conclusion of Phase 3, beginning on a Thursday Following the conclusion of Phase 3, beginning on a Thursday

    Phase 1: Priority Event Applications

    Student Organizations and University Departments may apply for an event to have “priority status.” External Groups are not eligible to apply for priority status events. To be eligible, an event must:

    • Support the mission of the University and the mission of the John A. Delaney Student Union.
    • Require extensive advance planning and coordination with overall University
    • Be held on a regular basis (at least once per year).
    • Have been held at least three (3) prior

    Applications must be submitted by the established deadline and applicants must present to the Student Union Advisory Board for consideration. The board determines which events will receive priority to confirm space during Phase 2 for the subsequent three (3) years.

    Student Organizations and University Departments are required to submit specific priority event dates through Web App during Phase 2 each semester to confirm all event dates, spaces, and logistics.

    Priority status designations must be renewed every three (3) years, provided the event has occurred according to the frequency originally approved by the Student Union Advisory Board. If a Student Organization or University Department fails to hold the event as scheduled, priority status will be retracted, and the sponsor must submit a new priority event application. All priority status events are subject to review and approval by the Student Union Advisory Board at any time.

    Each Student Organization and University Department is permitted to have up to four (4) distinct priority events per year. A particular priority status event is capped at two (2) occurrences per year. Additional occurrences may be scheduled during Phase 3. Student Government agencies are permitted more than four (4) priority status events, subject to Student Union Advisory Board approval. If charges apply to priority events, the User Group will be subject to the rental rates effective at the time of the actual event (not at the time priority status designation was granted).

    Phase 2: Priority Status Event Submissions

    During Phase 2, Student Organizations and University Departments granted priority status events must submit through Web App all dates, spaces, and logistics by the established deadline. This is necessary to ensure that all current priority events are scheduled prior to Phase 3 reservations opening. Any conflicting date selections will be resolved at the discretion of the Student Union Advisory Board.

    Phase 3: Student Organizations

    Phase 3 is separated into Part A and Part B. Part A is typically Monday through Wednesday. During this window, Student Government agencies, branches, and commissions, including Registered Student Organizations in good standing with the Osprey Involvement Center, will be permitted to request at most one (1) recurring meeting and one (1) event for the following semester.

    Part B is typically Thursday through Sunday. During this window all Greek organizations in good standing with OFSL will be permitted to request at most one (1) recurring meeting and one (1) event for the following semester.

    Student Organizations may request additional reservations during Phase 4B.

    Phase 4: University Departments and Open Access

    Phase 4 is separated into Part A and Part B. Part A will typically last from Monday – Wednesday. During this window, all University Departments may request at most one (1) recurring meeting and one (1) event for the following semester.

    Part B typically will begin on Thursday and is the start of "Open Access." During Open Access, reservations are open to all UNF Student Organizations, University Departments, and External Groups.

    University Departments may request additional reservations during Phase 4B.

  • Academic Classes

    Recurring, credit-bearing academic classes should only be scheduled in the Student Union on an emergency basis or for special events (e.g., poster presentations). Faculty and staff should coordinate with the Office of Records and Registration for regular classroom scheduling.

  • Advance Scheduling for One-Time Events

    Student Organizations and University Departments may request to reserve space up to two (2) years in advance for one-time events which are large scale and/or require commitment more than a semester out (e.g., regional or national conferences hosted at UNF).

    Requests may be submitted to the Student Union Administration at any time by emailing su.reservations@unf.edu. Divisional leadership has discretion for approval of these requests. If charges apply, the User Group will be subject to the rental rates the reservation was submitted.

  • Denial of Requests

    Requests and reservations may be denied based upon:

    • Lack of available space or resources
    • Conflicts with existing scheduled events
    • Prior misuse of facilities or equipment
    • Outstanding invoices or previous failure to pay fees
    • Health and safety issues
    • Violations of University or Student Union policy
    • Student Organization standing with the Osprey Involvement Center or Office of Fraternity and Sorority Life
    • Excessive booking of space by Student Organizations
    • When determined to be in the University’s best interests
  • Holds

    Student Organizations and University Departments may hold space through Web App only. The Student Union Administration Office will not place holds for these groups. Student Organizations  may not hold multiple possible dates for a single event or meeting longer than two (2) business days.

    External Groups may hold space through Web App or contact the Student Union Administration Office to request a hold on a space for no longer than two (2) business days. If the External Group does not submit an official request through Web App within two (2) business days, the hold will be released and the space will be made available to other User Groups.

  • Wait List

    User Groups may contact the Student Union Administration Office via email to submit a “wait list” request if their first-choice space is currently unavailable in Web App.

    If the space becomes available at a later time, the Student Union will contact the User Group to determine their interest in reserving the space.

    Unless notice is given that a wait listed space has become available, the reservation is not made. User Groups may not transfer or assign their reservation to another User Group.

  • Transferring Reservations

    User Groups may not transfer or assign a reservation to another User Group. All wait list requests are processed through the Student Union Administration Office.

    User Groups should contact the Student Union Administration Office to request updates to the first or second contact on a reservation when necessary.

  • Reservation Status

    All reservation requests go through several stages of review and approval. Requests may be denied or amended at any stage of the approval process (see Denial of Requests section). Reservations should not be advertised until a “Confirmed” status has been secured.

    1. Reservation requests submitted through Web App first receive “Requested” or “External Review” status, meaning the reservation is pending initial review by the Student Union Administration Office. The requested spaces and equipment are being held in the meantime. Reservations assigned “Requested” and “External Review” status should not yet be advertised.
    2. Requests that have been initially reviewed by the Student Union’s student Guest Services Assistants are next given “Tentative” Tentative reservations are pending review and approval by the Student Union Event Coordinator. Reservations assigned “Tentative” status should not yet be advertised.
    3. “Confirmation Pending” status indicates the signed Facilities Use Agreement has been received, however the reservation may have other outstanding requirements before it can be confirmed. Reservations assigned “Confirmation Pending” status should not yet be advertised.
    4. Reservations are given “Confirmed” status once the signed Facilities Use Agreement, payment, and all required information and approvals for the reservation have been received by the Event Coordinator.

    Failure to turn in required paperwork and information regarding the reservation will result in “Cancelled” status for failure to confirm.

    The Student Union Administration Office reserves the right to cancel any reservation that has not obtained a “Confirmed” status by the deadline communicated.

    Market Day reservations will be cancelled for failure to confirm by 3 p.m. on the Monday prior to the event. Failure to confirm twice in a single semester will impact future reservation privileges for the User Group (see Cancellations section).

  • Reservable Spaces and Capacities
    A list of reservable spaces available for rental, along with the various configurations and capacities of each space, is published on the Student Union website.
  • Reserved Versus Managed Spaces

    The Student Union Administration Office coordinates reservations for a variety of outdoor areas on UNF’s campus. However, the Student Union is not the entity responsible for the maintenance and management of all such outdoor spaces. The Coxwell Amphitheater, Union Lawn, and Osprey Plaza are the only outdoor locations that are maintained by the Student Union.

    The condition of and communication of issues that may occur in all other outdoor spaces on campus, such as the Green, Peace Plaza, Library Walkway, Boardwalk, and Veterans Plaza, cannot be guaranteed by the Student Union. When reserving these outdoor spaces, the User Group assumes the risk of the area not being available or suitable for their event.

  • Shared Space Designation
    “Shared space” designations are given to areas where more than one reservation can happen simultaneously without interfering with each other. Shared spaces include but are not limited to the Osprey Plaza, Library Walkway, Green, Boardwalk, Peace Plaza, pre-function areas, and the 3807 exterior terrace outside of the medium meeting rooms. User Groups in a shared space must respect one another and the simultaneous activities, or else will be asked to leave by Student Union Administration staff. All tabling reservations are designated as shared space.
  • Cancellations

    The cancellation deadline for Student Organization and University Department reservations is as follows:

    • Tabling, meetings, and non-complex events: Noon on the business day prior to the reservation start date
    • Complex Events: Two (2) business days prior to the reservation date

    The cancellation deadline for External Groups is as follows:

    • Tabling, meetings, and non-complex events: Two (2) business days prior to the reservation start date
    • Complex Events: Five (5) business days prior to the reservation start date

    Market Day: The cancellation deadline is 3 p.m. the Monday prior to the event date.

    User Groups may request cancellations through Web App online, by emailing su.reservations@unf.edu or the Event Coordinator, or by completing a Cancellation Request Form in person at the Student Union Administration Office. Cancellations may only be requested by one of the contacts listed on the reservation. User Groups may still be responsible for space and staffing charges if the reservation is cancelled 24 hours or more before the reservation date.

    Student Organizations who fail to cancel by the deadline will receive a “No Show” penalty recorded (see No Shows section). University Departments who fail to cancel by the deadline are still responsible for the full charges associated with the reservation. External Groups who fail to cancel by the deadline are not entitled to a refund.

    The Student Union reserves the right to cancel reservations due to emergency situations, a User Group’s failure to confirm (i.e., turn in required paperwork or payment), or other unforeseen circumstances.

    Failure of a User Group to confirm a reservation two (2) times in a single semester will result in cancellation of all remaining bookings for that semester, in order to prohibit groups from tentatively holding space unnecessarily, which prevents other User Groups from reserving. The User Group may submit additional Market Day requests after two cancellations for failure to confirm; however, the Student Union reserves the right to prohibit further requests from a User Group for repeated failure to confirm reservations.

  • Changes

    The Student Union Administration Office should be notified by the User Group via email of any requests for reservation changes no later than two (2) business days before the event date. While the Student Union will make every reasonable effort to accommodate requests for changes, modifications cannot be guaranteed.

    Changes to a reservation may only be requested by one of the contacts listed on the reservation. Requests for changes should be emailed to su.reservations@unf.edu or the assigned Event Coordinator.

  • Reservation Hours and Event Time

    Reservation Hours are defined as the earliest and latest times that a User Group may request to reserve a space within regular building operating hours.

    Reservation hours are NOT the same as building operating hours, as Student Union staff require sufficient time to conduct building opening and closure procedures before and after reservations begin.

    For the small and medium meeting rooms, User Groups may request to access the spaces no earlier than thirty (30) minutes after the building opens and must be out no later than thirty (30) minutes prior to the scheduled building closing time.

    In the Student Union’s outdoor spaces, ballrooms, and auditorium, User Groups may request to access the spaces no earlier than one (1) hour after the building opens and must be out no later than one (1) hour prior to the scheduled building closing time.

    Event Time refers to the start and end time of the actual event, meeting, or tabling activity being held. These are the times that will be posted on official Student Union event schedules and room cards.

    Should a User Group or its vendors wish to access the reserved space prior to the event start time or remain in the space after the event end time, such as for setup and cleanup, arrangements must be made in advance through the Student Union Event Coordinator and will be noted on the Facilities Use Agreement. User Groups will not be permitted to access the reserved space outside of the times noted on the agreement. Failure to comply with directives of Student Union Administration staff to vacate reserved spaces or the facility will result in the involvement of the University Police Department.

    User Groups requesting to modify building hours for a reservation must contact the Student Union Administration Office in advance (see Request Deadlines and Non-Standard Hours Requests sections). Approval to modify building hours is subject to staffing availability.

  • Non-Standard Hours Requests

    In some circumstances, a User Group may request to schedule an event outside of the Student Union’s standard operating hours, requiring an early open or late close of the building. User Groups must submit these requests in advance to allow time for the Student Union Administration Office to coordinate appropriate staffing and logistics. See Request Deadlines section for how far in advance each User Group must submit such requests. Approval is contingent upon the availability of the facility and staffing and are not guaranteed. User Groups must await confirmation from the Student Union prior to advertising or planning the event.

    On days when the Student Union is normally open, there will be a Non-Standard Hours Fee for each additional hour that the Student Union opens early or closes late for the event. If the setup for another reservation happening the next day is delayed due to an event with a late close, the User Group causing the late close is also responsible for paying the Non-Standard Hours Fee an hour for each additional hour staff must be present to set up. This fee is assessed on an hourly basis only.

    There will be a fee to open the Student Union on a day it is closed. The fee covers up to a certain number of hours of access time only. Requests to open the building for more than the established number of access hours will incur an additional Non-Standard Hours Fee. This fee is not inclusive of other space, equipment, or staffing charges.

    Refer to the Reservation Hours and Event Time section for guidelines on when events may begin and end in relation to building operating hours. Current fees are posted on the Reservations page tabs.

  • Room Assignments

    While reasonable efforts will be made to accommodate a User Group’s preference for room choice, the final assignment is at the discretion of the Student Union Administration Office and based upon maximizing space utilization in the Student Union. The Student Union Administration Office reserves the right to reassign space to meet campus needs, including unanticipated maintenance, both before and after the Facilities Use Agreement is signed. If this occurs, the Student Union will notify the reservation’s 1st and 2nd contacts via email.

  • Walk-throughs and Planning Meetings

    Requests for walk-throughs and planning meetings must be arranged in advance with the Student Union Event Coordinator. The Student Union Administration Office cannot accommodate on-demand requests for walk-throughs of event spaces or meetings with the Event Coordinator.

    Complex Events require a planning meeting with the Event Coordinator a certain number of business days prior to the event. Failure to complete this planning meeting with result in cancellation of the reservation.

  • Camping

    Camping, with or without a tent or structure, including overnight sleeping, or the use of mattresses, comforters, and sleeping bags is generally prohibited on UNF’s campus except as part of an official UNF activity sponsored by a University Department. University Departments shall seek approval of such activity pursuant to and consistent with space reservations deadlines and other approval criteria in this policy and procedures manual. Additionally, final approval must be granted by the Director of the Student Union. Approval shall take into consideration the purpose of the official UNF event (i.e., educational, recreational, etc.), expected number of participants, time, date, and location, safety and aesthetic factors, and general health, safety, and welfare of participants, along with other criteria as appropriate.

  • Check Ins

    Student Organizations must present a valid student Osprey 1Card to check in for reservations. Faculty, staff, alumni, advisors, and non-members may not check in on behalf of Student Organizations.

    University Departments must present a valid faculty/staff or student Osprey 1Card to check in for reservations.

    External Groups must present a valid government-issued ID to check in for reservations.

  • Cleaning Responsibilities

    All User Groups are required to return spaces to their original condition before departing. Spaces should be clear of all trash and debris and all decorative materials removed. If staff must remove decorations and/or provide additional cleaning, a minimum charge of $25.00 will be assessed. UNF Physical Facilities determines whether services beyond the standard post-event cleaning of the spaces is necessary; any charges assessed by Physical Facilities will be the responsibility of the User Group.

  • Event Security

    The safety of all patrons of the Student Union is of the utmost importance. In determining whether and to what extent security is required to be present at an event, the following will be considered: whether the event is open to the public; anticipated attendance; the nature of the event; history of the User Group; and history of similar events.

    All events will be reviewed by the Student Union Administration Office for security needs. Requirements for security measures that the User Group must take will be determined in conjunction with the Office of Environmental Health and Safety and the University Police Department (UPD). User Groups must abide by UPD recommendations for the number of security officers to be present at the event. Arrangements for UPD personnel must be coordinated and paid for by the User Group. Any special duty employment must first be offered to UNF officers before soliciting an outside agency. UPD will have complete supervision over all security at events.

    UPD personnel hired for an event that is cancelled may still be entitled to compensation as follows:

    1. University Sponsored/Affiliated Events. An employee reporting for a University sponsored extra or special event as scheduled, shall be guaranteed a minimum of four (4) hours at time and one half of the employee’s hourly rate of pay if the event is cancelled or concluded prior to the estimated end time. An employee will receive no compensation if the special duty assignment is cancelled more than twenty-four (24) hours prior to the start of the event.
    2. Non-University Sponsored/Affiliated Events. An employee reporting for a non-University sponsored/affiliated extra or special event as scheduled, shall be guaranteed a minimum of four (4) hours at two (2) times the employee’s hourly rate of pay if the event is cancelled or concluded prior to the estimated end time. An employee will receive no compensation if the special duty assignment is cancelled more than twenty-four (24) hours prior to the start of the event.

    Neither the University, nor any of its personnel, agents, or representatives, including the UNF UPD and Board of Trustees, absolutely guarantee or in any way represent that the event premises and/or surrounding areas will be completely safe and secure during an event. Student Union User Groups and University personnel working together in full cooperation and compliance with this policy should promote a reasonably safe and secure environment.

  • Decorations

    All decorations must be coordinated with and approved by the Student Union Administration Office. No materials may be affixed with tape, nails, tacks, paste, or any form of adhesive to any window, door, handrail, or wall surface (indoor and outdoor). All exits must be free of obstruction. ADA buttons, Stryker chairs, exit signs, fire extinguishers, smoke detectors, fire alarms, and emergency lights cannot be decorated, covered, or obstructed in any way. With pre-approval from the Student Union Administration Office, painters’ tape may be used on certain surfaces to support event logistics.

    The burning of candles, incense, or anything involving an open flame are not permitted in the offices or indoor/outdoor event spaces of the Student Union unless it has been approved in advance by the Student Union Administration Office.

    Glitter is never permitted in Student Union indoor and outdoor spaces. Use of streamers and confetti must be approved in advance by the Student Union Administration Office. Biodegradable products are preferred but must receive approval. The Student Union will consult with the Environmental Health and Safety and Grounds offices as necessary.

    Helium balloons are not permitted in the Osprey Plaza (under the canopy) or Auditorium. Helium balloons are permitted in the Ballrooms; however, the User Group will be assessed a fee as determined by UNF Physical Facilities if balloons must be removed from the ceiling (see Cleaning Responsibilities section).

  • Insurance Requirements

    Liability insurance is required from all External Groups, as well as coverage for all third-party vendors participating in events regardless of the hosting organization. Insurance coverage requirements and minimums will be specified in the Facilities Use Agreement provided to the User Group. Proof of coverage must be provided to the Event Coordinator for final approval by the Office of Environmental Health and Safety.

  • Late Arrivals

    Upon arrival at the time pre-arranged with the Student Union Event Coordinator, User Groups must check in with Student Union staff at the reserved room to gain access.

    User Groups who will be unavoidably late for their reservation must inform the Student Union by calling 904-620-5398 to make alternate arrangements for checking in and gaining room access. User Groups who arrive late are responsible for the full amount of all charges listed on the Facilities Use Agreement.

    Extensions to reservation end times will not be granted due to late arrivals or delays in an event beginning.
    Student Organizations who arrive more than thirty (30) minutes after the event start time without informing the Student Union in advance will have their reservation canceled, not be permitted to access the space, and receive a “No Show” penalty (see No Shows section).

  • Movies

    In accordance with federal copyright laws, institutions, organizations, and individuals wishing to show copyrighted materials, such as movies, for public viewing during meetings and events at the Student Union must secure licenses to do so, regardless of whether an admission or other fee is charged. Swank and Criterion are examples of services providing licenses for a fee.

  • No Shows

    Student Organizations who fail to inform the Student Union Administration Office in writing about reservation cancellations by the established cancellation deadline will receive a “No Show” penalty. After the first No Show, the organization will receive a warning email. A second No Show in a single semester will result in the withdrawal of student pricing rates (typically no charge) for reservations for the remainder of the semester. After two (2) No Shows, Student Organization reservations will be subject to University Department rates. No Shows for reservations that involve a custom setup or staffing may result in a charge.

    University Departments who fail to inform the Student Union Administration Office about reservation cancellations by the established cancellation deadline are still responsible for the full reservation charges.

    User Groups are not permitted to check in for reservations then depart, in order to circumvent No Show penalties; a No Show will still be assessed. See Cancellations section for more information regarding established cancellation deadlines.

  • Parking

    Parking arrangements are required for events and play a crucial role in the University’s ability to maintain quality facilities, manage resources, and ensure parking safety and accessibility. A valid parking permit is required for all event attendees.

    For recurring events, or events hosted between 5 p.m. Friday and 7 a.m. Monday (weekends), User must purchase from Parking Services a lump sum buy-out of parking rights.

    Parking charges must be paid directly to Parking Services. The Student Union is not responsible for any parking tickets event hosts or attendees receive. More information is available through Parking Services.

  • Physical Activity

    Student Organizations with physical activity as part of their meetings are to be served by UNF Club Sports facilities. Contact the Department of Recreation and Wellness (RecWell) regarding availability by emailing compsports@unf.edu. More information is available on the RecWell website.

    Student Union indoor facilities are not conducive to most physical activities. Physical activities may be hosted in Student Union outdoor facilities, with restrictions.

    Approved events involving physical activity are subject to Environmental Health and Safety regulations which include the completion of activity release forms by participants. Completed release forms should be kept by the User Group for three (3) years for documentation purposes.

  • Rain Plans

    Alternate plans for outdoor events should be pre-arranged in case of inclement weather through the User Group’s Student Union Event Coordinator. User Groups are subject to any associated fees for holding the rain space and must provide a cell phone number that Student Union staff can reach them at the day of the event.

    Rain calls must be made by the User Group at the day and time specified on the Facilities Use Agreement. The User Group must contact the Student Union Administration Office by the deadline to indicate whether or not the rain space will be used. Should the User Group choose to proceed without the rain space (or if the User Group fails to make the rain call by the deadline), the alternate space will be released from the reservation and will not be available for the User Group’s use.

    To protect Student Union assets, it is at the discretion of Student Union staff as to whether equipment can be safely transported to and set up in outdoor areas during inclement weather. If cancellation occurs after the rain call deadline, User Groups are still responsible for all charges associated with the reservation.

    University Departments who have a rain space reserved will be charged the costs associated with whichever space has the greater total charges (not the charges associated with the space that ends up being used for the event).

  • Publication of Events

    All reservations in Student Union spaces will be published on event schedules posted throughout the facility for wayfinding purposes. Student Organizations and University Departments may submit their events to be listed on the UNF Calendar of Events.

    If changes are made to the date, time, or location of a reservation, the User Group is responsible for contacting UNF Marketing and Publications to request updates to the Calendar of Events. The Student Union does not have the ability to make changes to the Calendar of Events on behalf of User Groups.

  • Rehearsals

    Student Organizations are limited to one (1) full dress rehearsal consisting of the complete event setup. Rehearsal space must be reserved through Web App.

    University Departments and External Groups will be subject to applicable rental rates for dress rehearsal space.

  • Signage

    Signage placed by User Groups for reservations must be pre-approved by the Student Union Event Coordinator.

    All temporary signage must comply with the University’s Signage regulation (see Publicity section).

  • Service Elevators

    The service elevators are located in Building 58 West next to the Loading Dock and the Food Court. These elevators may be used to transport larger items, such as catering or furniture, to 3rd Floor event spaces. The service elevators have a maximum weight capacity of 5,000 pounds. The freight elevators dimensions are 54 inches in width, 84 inches in height, and 101 inches in length.

    A Student Union staff member or other authorized personnel must be present to operate the elevator for the User Group; therefore, a fourteen (14) calendar day notice is required so that arrangements can be made to provide staff to operate the elevator. A staffing charge may be assessed.

    Service elevator access to the 2nd floor of Building 58 West is restricted to Boathouse and Bookstore employees only; therefore, Student Union personnel are not able to provide service elevator access to the 2nd floor without advance arrangements being made with the Boathouse or Bookstore.

  • Solicitation, Sales, and Concessions

    When selling any items or services at the Student Union, all User Groups must disclose the intended activities when submitting the reservation request. Approval will depend on space availability and non-duplication of existing concessions reservations and University contracts. Products for sale must not infringe on the rights of existing contractors with the University and must benefit the University, in accordance with Florida Administrative Code Rule 6C9-7.010 regarding Commercial Activity. Aggressive selling tactics are prohibited. User Groups selling items must stay in the assigned area indicated on the reservation Facilities Use Agreement.

    UNF Dining Services has first right of refusal for alcohol service in the Student Union Ballroom and the Boathouse.

    Mayes Food Service has first right of refusal for alcohol service on the Coxwell Amphitheater.

    The UNF Bookstore has first right of refusal for book sales on campus.

  • Sound

    Events involving sound (e.g., public address systems, amplification devices, instruments, or other noisy activities) have the potential to interfere with University activities such as academic programs and administrative processes. It is at the discretion of the Student Union Administration Office to determine appropriate levels of sound in Student Union spaces and individuals/organizations must reduce levels upon request.

    Sound from sources other than personal listening devices must be pre-approved by the Student Union Administration Office.

    Instruments and amplified sound of any kind are not permitted in the Small or Medium Meeting Rooms.

    Should it be necessary to hold an adjacent space in order to prevent a reservation’s activities from disrupting surrounding reservations, the User Group will be charged the regular room rental rate for the space that will function as the sound buffer. Sound buffers are at the discretion of the Student Union Administration Office.

    Amplified sound outdoors must abide by the University’s Freedom of Expression in Outdoor Areas of Campus regulation. Use of amplified sound in Osprey Plaza and the Coxwell Amphitheater must receive pre-approval from the Student Union Event Coordinator. Use of amplified sound in all other Student Union-reserved outdoor spaces must follow the exception request process outlined in the University regulation; the exception request must be submitted through Web App and will be facilitated through the Student Union Event Coordinator. If approved, the Student Union Event Coordinator will notify the surrounding buildings when an upcoming outdoor event has the potential for noise intrusion. Sound must face away from academic structures. Amplified sound use is never permitted during tabling reservations.

  • Storage and Delivery of Materials

    Indoor event spaces may be available for materials storage during a reservation. Arrangements for storage space must be made during the reservation process and fees will apply as posted on the Reservations page. Delivery of materials must be coordinated with the Student Union Event Coordinator. The Student Union is not responsible for a User Group’s equipment or materials. Hallways, lobbies, stairwells, and areas designated for authorized personnel use only may not be used to store materials during reservations.

  • Tabling

    Tables and chairs are available to be reserved through Web App for tabling activities in approved outdoor reservable areas on campus. Refer to the Request Deadlines section for specific deadlines.

    User Groups must pick up and return tables and chairs from the Student Union Administration Office during regular business hours unless otherwise directed. If the reservation end time falls outside of business hours, the User Group must return the items to the Game Room in Building 58 East or make alternate arrangements in advance with the Student Union Event Coordinator.

    Food and beverage served during tabling activities must be pre-packaged, individually wrapped, non-perishable items. Otherwise, a Temporary Food Event Permit is required (see Pre-Packaged, Individually Wrapped, Non-Perishable Items and Temporary Food Event Permit sections).

    Amplified sound and special event work order requests are never permitted during tabling reservations.

    All tabling reservations are designated as “shared space” (see Shared Space section). Due to the nature of outdoor reservable areas on campus, the Student Union does not guarantee that reservations in outdoor spaces will be free of significant disruptions, such as noise intrusion or maintenance activities.

  • Tents, Temporary Buildings, and Securing Equipment

    User Groups may supply tents or shade structures during outdoor reservations with pre-approval from the Student Union Event Coordinator. Placement must be approved by the Event Coordinator.

    Tents and other temporary buildings 120 square feet in size or greater must be permitted in accordance with Office of Environmental Health & Safety (EH&S) guidelines. The Temporary Building Permit application form may be secured through EH&S. Securing the permit and any associated costs are the responsibility of the User Group.

    Tents, temporary buildings, and other equipment may not be staked into the ground or affixed to any facility structure. Only water barrels, sandbags, or weights may be used and must be provided by the User Group. If needed, water hose access must be requested in advance through the Event Coordinator. Requests for exceptions to the staking policy must be made through the Event Coordinator and approved by Physical Facilities and Environmental Health & Safety.

  • Third-Party Vendors

    The involvement of third-party vendors in reservations is at the discretion of the Student Union Administration Office and other authorized University personnel. Vendors must comply with all Student Union, University, state, federal, and local laws and regulations. Third-party vendors are required to submit valid proof of liability insurance, business license, and automotive insurance. A pre-event walk-through or planning meeting with the User Group and vendor may be required.

    The User Group must always have a representative present when a third-party vendor is on campus to supervise the vendor’s services and activities and ensure compliance. This includes load-in and load-out activities. Student Union Administration staff will not supervise vendor activities on behalf of User Groups. Any damages caused by a User Group’s vendors to University property are the responsibility of the User Group.

  • Walks and Races

    The Student Union Administration is not responsible for verifying route lengths. A sample route will be provided; however, the User Group must verify route distance independently. Walks and races require additional lead time to coordinate with Parking Services, the Office of Environmental Health and Safety, the University Police Department (UPD), and other impacted campus entities. Road closures and detours are at the discretion of the Student Union Administration and these entities. Parking Services is responsible for ensuring that notification of road closures and detours for such events are sent in advance through Osprey Update. Any fees associated with engaging Parking Services or UPD are the responsibility of the User Group.

  • Youth Programs

    All programs, events, camps, field trips, and similar activities involving minors must register via the Youth Program/Camp Application and abide by UNF's Camps and Similar Other Programs Involving Minors regulation. The User Group is responsible for securing all necessary approvals. Questions should be directed to youthprograms@unf.edu. 

  • General Requirements

    All activities held in the Student Union jurisdiction must abide by UNF’s food regulations and support University contracts with regards to vendors and products, including food and beverage service. All User Groups are responsible for informing the Student Union Administration Office at the time the reservation request is made whether there will be food served during an event.

    Advance delivery of food/beverage and catering supplies must be arranged through the Student Union Event Coordinator. All supplies must be removed by the event end time unless an extension has been approved by the Event Coordinator.

  • Alcohol

    Meetings and events with alcohol must comply with the University’s “Alcohol and Other Drugs” policy, as well as the Office of Environmental Health and Safety’s Alcohol Guidelines.

    Student Organizations and University Departments must complete the UNF Alcoholic Beverage Approval Form and obtain all required approval signatures. External Groups must receive approval to have alcohol as part of the fully executed Facilities Use Agreement.

    User Groups must contact UNF Dining Services (Ballroom events) and Mayes Food Service (Amphitheater events), which have the right of first refusal to serve or host alcohol in those spaces, before soliciting any other vendors.

  • University Catering

    The University has two established on-campus food vendors, UNF Dining Services and Mayes Food Service, which provide a full range of food and beverage services. Before making any catering arrangements for events in the Student Union, User Groups must reserve space through the Student Union Administration Office.

    UNF Dining Services

    Visit the website, call 904-620-3886, or email catering@unf.edu.

    *Dining Services includes all on-campus food vendors operated by Chartwells (e.g., Einstein Bro's., The Boathouse, Chick-Fil-A, Qdoba)

    Mayes Food Service

    Visit the website, call 904-716-6921, or email mayesfood@comcast.net.

  • Off Campus Food Vendors

    Food can be catered from a licensed and registered off-campus food vendor, with the approval of the Student Union Administration and Environmental Health and Safety (EH&S) offices. The list of current registered off-campus food vendors can be found online. User Groups may request that additional food vendors be approved by the Office of Environmental Health and Safety; instructions for doing so are found on the EH&S website. The Student Union Administration Office will not make these requests on behalf of User Groups.

  • Food Trucks

    The use of food trucks is subject to regulations dependent upon the manner in which the vendor is contracted. User Groups must contact their Event Coordinator to ensure compliance with all food truck regulations. Food trucks may be permitted under one of the following scenarios:

    1. Buyouts of off-campus food truck vendors (i.e., attendees receive the food without paying) are considered catering and require that the vendor is registered with the Office of Environmental Health and Safety. See Off Campus Food Vendors.
    2. Retail sales. Requests to use point-of-sale off-campus food truck vendors (i.e., food at the event will be available for retail purchase by attendees) are subject to approval and must be granted a letter of permit. A campus-wide limit is placed on the number of approvals granted per year. If approved, the User Group is responsible for the $50 permit fee paid directly to Business
    3. Sub-contracts. User Groups may also sub-contract off-campus food trucks through UNF Dining Services or Mayes Food Service. If approved, the User Group is responsible for the fee determined by UNF Dining Services or Mayes Food Service.
  • Homemade Foods

    Homemade foods are permitted without restrictions at closed events (i.e., events limited to members or invitation only). Homemade foods are not permitted at open events (i.e., events open to the University community or general public).

    Contact the Student Union to be advised of the appropriate policies and procedures to ensure compliance with homemade food regulations. Use of any appliances to serve food must be pre-approved by the Student Union Administration.

  • Pre-Packaged, Individually Wrapped, Non-Perishable Items

    Food and beverage items that are pre-packaged, individually wrapped, and non-perishable may be purchased from any store/vendor and served at events without further approval required. All food and beverage given out during tabling reservations must be pre-packaged, individually wrapped, and non-perishable; otherwise, a Temporary Food Event Permit is required.

  • Temporary Food Event Permits

    A Temporary Food Event Permit from the Florida Department of Health may be required when using non-affiliated food vendors in certain event spaces. All permit costs are the responsibility of the User Group and must be paid directly to the Florida Department of Health. Contact the Student Union to be advised of the appropriate procedures regarding these permits. Visit Temporary Food Event Permits for more information.

  • Catering Prep Space

    Arrangements to use the Catering Prep Space must be made through the Event Coordinator in advance (see Request Deadlines section for specific timeline required). Use of the space will incur a fee as posted. The Catering Prep Space is intended as a preparation area for catering purposes only. This area does not have warming, refrigeration, or cooking capabilities. Food and beverage items prepped in the Catering Prep Space must be confined to the reserved event space only.

    All users must review and complete the Log Book and abide by all guidelines stipulated by the Florida Department of Health and the Office of Environmental Health and Safety. Users must contact the Event Services Office upon arrival and prior to departure, in order to be signed in and out by a staff member.

    The Catering Prep Space features test kits, and sinks for sanitation, rinsing, and handwashing. Users must leave the space in a clean condition following each event. All refuse must be removed and placed in trash receptacles located throughout the Catering Prep Space and event spaces. Any excessive cleaning charges assessed by UNF Physical Facilities will be the responsibility of the User Group. The Student Union is not responsible for any items left unattended or overnight.