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Florida Gulf Coast University

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FGCU Campus Conferences

Campus Conferences

Campus Conferences
Cohen Center
First Floor, Suite #145
Florida Gulf Coast University
10501 FGCU Blvd South
Fort Myers, FL  33965
Office: 239-590-1426

1Stop Certified ACCED-I

Event Guidelines

 
 
Campus Conference Programs is here to assist you in planning your camp or conference during the summer months. We coordinate camps and conferences utilizing housing, dining, catering, recreation facilities, athletic facilities, classrooms, multi-purpose rooms and services associated with these areas.

For the most efficient service please complete the Reservation Request form or contact Ruth Rodrigues.  Ruth can be reached at rrodrigu@fgcu.edu or 239-590-1426.

The following information is designed to provide you with a general overview of University policies and procedures in relation to your event. Within the context of the University’s mission, policies and procedures, Campus Conference Programs reserves the right to grant or deny requests. All events are subject to the following: 

  • State and federal laws,
  • Florida Gulf Coast University’s rules, regulations, and policies, and
  • General Guidelines for Use of University Facilities.
  • All events must pay  Florida Sales Tax of 6% on all facility fees and services unless a certificate of tax exemption is provided to Campus Conference Programs. 
  • All events must pay  Lee County bed tax of 5% on housing accommodation charges unless a certificate of tax exemption is provided to Campus Conference Programs.

The person requesting the facilities and services must ensure that the event and patrons are in compliance with all applicable requirements. Campus Conference Prorgrams maintains the right to cancel, without advance notice, any event not in compliance with these regulations. Further, Florida Gulf Coast University reserves the right to cancel an event already in progress if applicable and relevant information has not been conveyed to Campus Conference Programs that would be in violation of the guidelines and or policies of the University.

View the PDF Version

General Guidelines for Use of University Facilities

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ADA Compliance
ADA Accommodations [pdf - 228 KB]
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Alcohol
Alcohol [pdf - 209 KB]
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Animals
Animals, other than those trained to assist the disabled, are not permitted in University Facilities or on University Property per Florida Gulf Coast University Administrative Policy, Chapter 4, Section 3. Animals found to be in violation of this policy will be required to be removed and future ability to reserve facilities on the University Campus may be revoked.
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Applicable Taxes
  1. All events must pay  Florida Sales Tax of 6% on all facility fees and services unless a certificate of tax exemption is provided to Campus Conference Programs.
  2. All events must pay  Lee County bed tax of 5% on housing accommodation charges unless a certificate of tax exemption is provided to Campus Conference Programs.
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Contract Requirements
The University requires all outside entities involved in events on campus to sign a Facilities Use Agreement, which outlines in detail financial arrangements, cancellation policies, and state-mandated policies and regulations. Any arrangements made with the University are not binding until the Facilities Use Agreement is signed by an authorized representative of your group and countersigned by Florida Gulf Coast University.
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Custodial Responsibilities
All groups and organizations are required to return the room to its original condition before departing. The space should be free and clear of all trash and debris, and all decorative materials removed. If the Campus Conference Program staff and/or custodial staff remove decorations and/or provide additional cleaning, a charge for cleaning will result (see Special Services Fees).

Campus Conference Programs will determine if an event will require additionally contracted custodial services. If Campus Conference Programs deems that additional custodial services are required, Campus Conference Programs will contract said services at the sponsoring organization’s expense.

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Damage and Loss
All individuals using University facilities are expected to take reasonable steps to ensure proper care of the buildings and equipment. Accidental damage, repair, and replacement costs are the responsibility of the sponsoring organization. Intentional misuse, vandalism, defacing and/or destruction of University facilities, and/or equipment will result in the organizations loss of facility use privileges and may result in proper legal action that may include replacement costs.

Property of Florida Gulf Coast University (i.e. furniture, paintings, sculptures, displays, flags, etc.) may not be moved or removed from the facility without prior approval from Campus Reservations.

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Decorations
Campus Conference Programs must approve the location of decorations, banners and/or signs. Existing signage cannot be covered or otherwise obstructed. Decorations, signs, banners, etc. cannot be nailed, tacked, stapled, taped or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, columns or directional signs of campus. All decorations must be flame retardant.
  • Decorations and displays that require flame, sand, or water may be used only when furnished by the current University food vendor and/or approved in advance by Campus Reservations.
  • Glitter, confetti, latex balloons and/or water filled items are prohibited
  • Decorations that might pose a fire hazard are prohibited
  • Extension cords will not be used to provide power unless approved by Campus Conference Programs.
  • All decorations and materials must be removed by the sponsoring organization immediately following the event. Failure to do so will result in the items being discarded and additional custodial charges
  • The client will be billed for any damage to surfaces and/or any cleaning requirements as a result of decorations.

Fog/Hazer Machines
Due to the fire suppression systems in University facilities, Fog/Hazer machines, and other like devices are prohibited.

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Donations/Collections
Only registered student organizations and/or FGCU departments may request permission to set up donation sites for items such as canned goods, clothing, etc. on University Property. All donations/collection boxes must be coordinated through the Office of Student Involvement.
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Equipment Usage
Equipment (audio-visual, tables, chairs, easels, flags, etc.) will be placed in reserved spaces at the request of the individual or group reserving the space. Equipment will remain in the reserved space for the duration of the event and shall not be removed or transported from University property.
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Equipment Rental
ALL event rental equipment, i.e. tents, chairs, tables, linens, foliage, staged, lighting, etc, MUST be coordinated through Campus Conference Programs. Should rented equipment arrive to any University facility that has not been coordinated through Campus Conference Programs, they reserve the right to turn the item (s) away. Equipment that is rented and not removed IMMEDIATELY following the event will result is additional charges for the removal of the said equipment. Unauthorized rental equipment can result in scheduling privileges being revoked.
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Evacuation Procedures
In the case of an evacuation, individuals are to comply with the facility manager or University Police Representative at all times. Facility users will be notified of an emergency or threat to safety by alarm, the building staff, or University Police. If necessary, the facilities will be evacuated in a calm and orderly fashion. In case of evacuation, all persons are to remain outside the building until they are instructed to return by the building staff or University Police. Use the stairs, not the elevator, in evacuation circumstances.
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Event Security
Campus Conference Programs and/or the University Police Department shall solely determine and control security arrangements, including but not limited to, the type and number of security personnel and placement of that personnel. Campus Conference Programs and the University Police Department reserve the right to require police and/or security personnel at events at the expense of the sponsoring organization.
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Food Service/Catering
Food events held on the campus must fall into one of the following categories:

Catered by University Dining Services
University Dining Services will provide catering to campus departments & outside groups provided proper notification & communication have been established. A catering menu, which includes a price list, is published annually & is available online at http://www.campusdish.com/en-US/CSS/FloridaGulfCoast/Catering/. Special requests will be discussed individually by appointment.

Self-Catered
The internal campus community may choose to self-cater an event. Food and beverage served at a self-catered event consists of either “pot-luck” items contributed by a number of individuals or prepared by a member or members of the FGCU community, or items purchased off campus and brought into Campus facilities. Self-catered events cannot occur in food service establishments (i.e. Einstein Bros. Bagels, Eagle Café, Starbucks and The Perch). Storage, refrigeration, equipment, cutlery, etc. will NOT be provided by Campus Conference Programs or University Dining Services.

Campus Conference Programs MUST be notified of all events serving food. Failure to notify Campus Conference Programs will result in a service charge as listed in the Special Services Fees. Campus Conference Programs reserves the right to contract additional custodial services at the expense of the sponsoring organization.

 

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Gambling
Gambling, in any form, is not permitted in University facilities or on University grounds.
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Hallways and Stairwells
In compliance with fire and safety codes, hallways and stairwells must be free and clear of unauthorized items. An unauthorized item is defined as anything that is not a permanent fixture. Easels, display boards, or other items are not to be stored in hallways and stairwells.
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Insurance
Insurance will always be required of outside organization participating in events at Florida Gulf Coast University, regardless of being sponsored by a University entity.

The USER shall, at its sole cost and expense, carry and maintain comprehensive general liability insurance, insuring against liability for bodily and personal injury to or wrongful death of persons, or damage or loss of property occurring in or about the premises arising out of USER’s use or occupancy thereof, in an amount not less than:

  • $1,000,000 Bodily Injury
  • $1,000,000 Personal Injury Liability
  • $1,000,000 Property Damage Liability 

USER shall provide FGCU with proof of insurance in the aforementioned limits no less than fourteen (14) calendar days prior to the use of the Facility. Such proof may be in the form of a Certificate of Insurance, which must be provided for all policies of insurance and renewals thereof in a form(s) acceptable to FGCU and shall name the State of Florida, FGCU BOT and its officers, agents and employees as additional insureds.

Where applicable, and unless exempt, USER shall carry Workers’ Compensation insurance in the statutory limits, as required by Florida law.

FGCU shall be notified in writing of any reduction, cancellation or substantial change in the policy or policies at least thirty (30) days prior to the effective date of said action.

Special Event Insurance information is provided by the Department of Environmental Health & Safety.

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Latex Balloons
Latex allergies are becoming increasingly present amongst our community and FGCU strives to make our campus friendly and accessible to all. In order to help FGCU stay consistent with its mission to embrace diversity and be mindful that individuals with disabilities may be participating in programs and services offered on campus, latex balloons are prohibited.
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Medical Emergency
Dial 911 in the event of an emergency.

University Police is to be contact immediately at (239) 590-1911 in the event an accident or emergency arises. Campus Conference Programs staff retains the right to call in emergency services as deemed necessary at the expense of the user.
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Safety/Security
For safety, security, and convenience, University Police and/or facility managers conduct periodic rounds throughout the facilities. They must be able to enter all spaces at any given time. Therefore, doors to an event space must remain unlocked and free of obstruction while the event is in progress.

University Police and/or Campus Reservations are to be notified in the event of emergency and/or made aware or emergency situations as they arise.

All persons using Florida Gulf Coast University facilities are to act responsibly. Individuals who display disruptive, dangerous, or inappropriate behavior will be asked to leave.

Security may be required, at the expense of the event host, for certain events held on campus. Campus Conference Programs reserves the right to require the presence of emergency medical services based on the type of event. Campus Conference Programs will determine the level of service required and hours of operation at the expense of the sponsoring organization.

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Smoking
The use of tobacco products is prohibited in the University facilities, including all offices, leased spaces, and doorways, meeting rooms, restrooms, dining areas, and loading docks.
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Staff Support for Events
Campus Conference Programs may require additional staff for large events, to be determined prior to the event. All costs related to this special support are the responsibility of the sponsoring organization. Rates will be determined by Campus Conference Programs.