Market Days Registration Guide How to submit requests in Web App

What's the difference between a "reservation" and a "booking?" A Reservation consists of one or more Bookings (i.e. Market Day dates/booths). That's it.

Each booking can contain multiple Booking Details, which is the equipment and activities associated with the Booking.

Chrome, Safari, Firefox, or Internet Explorer are preferred. Web App is not smart phone compatible; please use a computer or tablet.

NOTE: An active Web App account is required. Follow the instructions for requesting a new account if you do not yet have one.

1. Go to Make a Reservation Request.
2. Click the Web App Login button for your user type.
3. The Web App Sign In page will display.
4. Log in according to your user type:
   • UNF students, faculty, and staff – Click the Login via UNF SSO button and follow the Microsoft Teams Authenticator prompts.
     • Your log in is your UNF email address and MyWings password. Example: N0123456@unf.edu.
     • Tip: You may request to have Web App communications sent to any email address; however, you will always log in with your UNF email.
   • External users – Enter your email address and the password you selected when you created your account in the fields at the bottom of the page, then click Sign In.
5. After logging in, MY HOME will display, which offers options for creating reservations, viewing events, and helpful links.

1. To log out, click the drop-down arrow under your name in the upper-right corner.
2. Click Sign Out.

1. Begin a new request by clicking CREATE A RESERVATION (on the left menu), or the MY HOME tab (at the top).
2. Review the options available in My Reservation Templates and select Market Day Wednesday.
3. If you see more than one Market Day Wednesday template, follow the guidance below to determine which template must be selected.
   
   • If you have access to more than one organization type in Web App, be sure to select the template labeled appropriately for your request.
     • Key: 
       • R = UNF Registered Student Organization (RSO) recognized by the Osprey Involvement Center; Student Government branches, agencies, and commissions
       • G = UNF Greek organization recognized by the Office of Fraternity and Sorority Life
       • D = UNF Department
       • Ext Tax = External Taxable Group
       • Ext TE = External Tax-Exempt Group
4. Click the book now button (on the right) next to the chosen reservation template.
5. Next, the Create a Reservation screen appears, where Web App will lead you through the request process. 

To specify When, select dates, times, and recurrence (optional) for the reservation in the upper left panel. Registration is due by 5 p.m. EST two (2) Wednesdays prior, unless otherwise posted on the Market Days webpage.

1. Click the Calendar icon to search for the date you want. The list of Market Day dates and themes may be helpful to review.
2. Click the Recurrence button to choose multiple dates. 
3. Start Time and End Time should pre-populate to 10:00 AM and 1:00 PM, respectively.
   
   • All Market Days are from 10:00 AM to 1:00 PM and vendors are required to stay the entire time.
4. Click Search.
5. Available rooms (booths) will appear in the List View. Select the first available Vendor Booth in the list.
   • Booth numbers do not correspond to specific table locations. Tables are first-come, first-serve on Market Day.
6. If the search does not return any results, adjust the Date, Start Time, and/or End Time and search again.
7. Click the Add (+) icon to add the room (Vendor Booth) to your cart. You can delete or change the room before finalizing the Reservation.
8. A new window will appear.
   • For No. of Attendees, enter 2.
   • If you require tables and chairs in your booth, choose Trade Show for Setup Type. If not, choose Empty.
9. Click Add Room. Add all needed bookings to this same reservation. If you require more than one 10’x10’ space, you must select multiple Rooms per date. You are able to pay week-to-week for each Market Day.
   
   • If you need additional booths on the same date, add those rooms to the request now in the same manner.
   • If you need additional booths on different dates, go back to the Date & Time section and edit as needed, then add room(s). Repeat for as many dates as desired.
10. After adding all needed booths, click Next Step in the upper-right corner. 

Services include equipment, like tables and chairs, and activities that you intend to include at your Booth, such as Pie in the Face or a Dunk Tank.

Do not overlook adding Activities! This helps us prepare for the components involved in your booth and guide you on requirements.

1. Under the Services tab, select any items you want to add to the request. Click an item to add it.
   • If you have no items to add, click Next Step.
   • We suggest selecting the Market Day Table & Chair Package, which includes one (1) 6-foot table and two (2) folding chairs. The pre-tax booth price is the same, regardless of whether our equipment is provided.
2. A new window will appear. If the item is a package, the individual components will be listed.
3. Choose the quantity of the item needed. In the Special Instructions box, enter any pertinent information requested.
   • If you require more than a 10'x10' area or more than one (1) 6-foot table, you must add an additional vendor booth to the reservation.
4. Click OK to add the item.
5. Review the list of available Activities and select any and all that apply to your Market Day request.
6. When all desired items are added, click Next Step in the upper right corner. 

The Reservation Details tab finalizes information about your registration.

1. Enter required information for each section. Certain fields will pre-fill.
   • Event Details section:
     • Event Name - Enter MD Organization Name
       • E.g., MD Student Government or MD RecWell
   • User Details section:
     • Choose the User (organization, department, group, or business) for which you are requesting space. Click the magnifying glass to search. If your User is not listed, contact su.reservations@unf.edu before proceeding.
     • The 1^st Contact must be you.
       • If your name is not listed, contact su.reservations@unf.edu before proceeding.
     • The 2^nd Contact is an alternate person who is authorized to make changes to the reservation.
       • For UNF Student Organizations, this must be either another student member of the group. Do not select your advisor! Your advisor will still automatically receive email communications about the reservation.
       • For UNF Departments and External Groups, a 2nd Contact is strongly recommended, but not required. 
   • Attachments:
     • Upload any relevant documentation, for example liability insurance, Florida Certificate of Exemption, etc.
   • Additional Information:
     • Answer all required questions. This is where you should specify any additional details for your request not captured in the previous tabs or questions.
2. When all fields are complete, click the Terms and Conditions link. Review the important information and policies you are agreeing to.
3. Click Close.
4. Check the box for "I have read the Terms and Conditions."
5. Click Create Reservation to submit. A message will appear validating that the request was successfully created. 
6. You will receive a Request Summary email. This is not a confirmation that your reservation is approved, only that your request was received.
7. The Student Union will review the request and contact you with next steps. This includes providing any additional requested information, payment, liability insurance, as well as signing and returning the Facilities Use Agreement.

Only certain details may be edited in Web App once a reservation has been moved by Student Union staff out of Requested status. If the below steps do not work for you, please contact su.reservations@unf.edu for assistance.

There are two ways to edit an existing reservation request:

1. The first way is after clicking Create Reservation, using the Edit this reservation link. This will allow you to:
   • Add additional bookings (i.e., booths and dates)
   • Add equipment or activities to your bookings
   • Change the Reservation Details previously entered (e.g., Contacts and Additional Information)
   • Adjust the times and dates of your bookings
   • Cancel a booking or the entire reservation
   • View a Reservation Summary
2. The second way is through MY EVENTS, on the left-hand menu. 
   
   • Find the reservation in the list and click the name. 
   • In the Reservation Details tab, click Edit Reservation Details to change the User, Contacts, etc.
   • In the Reservation Tasks section:
     • Click Add Services to add equipment or activities.
     • Click Booking Tools to change the date of bookings.
     • Click Cancel Reservation to cancel the entire reservation request.
   • In the Bookings section:
     • Click the red Minus icon (-) to cancel a single booking (Vendor Booth) under the Reservation.
     • Click the blue pencil icon to edit exiting Services (equipment or activities) for a booking.
     • Click New Booking to add more dates and booths to the reservation.
       

1. To view the status of a request, go to MY EVENTS.
2. A list of upcoming Reservations assigned to your Web App Everyday User Account will show.
   • You will not be able to view any of your organization's reservations that are assigned to other people's accounts. 
3. Review the Status column to see the current status of the request.
   • Bookings that are Requested (To Be Approved) are awaiting initial review by the Student Union Administration staff. 
   • Once a request has been initially processed it will receive Tentative or Tentative Shared Space status. 
     • You should receive communication in the near future regarding next steps for confirming the event, including additional requirements, fees, payment instructions, and the Facilities Use Agreement.

Cancellations may be made in Web App up until 3:00 PM on the Monday before each Market Day Wednesday, unless otherwise posted on the Market Days webpage. Vendors that do not meet the cancellation deadline, or who do not show up, are still responsible for charges.

Failure to confirm your Market Day reservation by 5:00 PM the Wednesday prior will result in penalties. "Failure to confirm" is defined as not submitting the signed Facilities Use Agreement, documentation, or payment by the deadline. 

1. To cancel an entire Reservation or an individual Booking, go to MY EVENTS.
2. A list of upcoming Reservations assigned to your Web App Everyday User Account will show.
   • You will not be able to view any of your organization's reservations that are assigned to other people's accounts.
3. Click the name of the Reservation.
4. To cancel the entire Reservation, under Reservation Tasks, click Cancel Reservation. All associated bookings will be cancelled as well.
5. To cancel individual bookings on a reservation, without canceling the entire reservation, scroll down to the Bookings section. Click the Minus icon (-) next to the booking(s) you wish to cancel.