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Florida Gulf Coast University

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Campus Reservations

Event Classification

 
 
Requisite Events
Requirements:
  1. A contact from the University must coordinate the event with Campus Reservations.
  2. University contact must be in attendance at the event and serve as liaison to Campus Reservations.
  3. FGCU department must provide an FGCU account number for charge back in the event that there are direct service related fees associated with the event.  If there are direct costs, and FGCU account number must be provided on the signed Fee Estimate Form no less than fourteen (14) days prior to the day of the event.

Fees:

  1. There is no space rental fee for requisite events as they are deemed requisite University business.
  2. Fees will be charged for direct costs for extra services that are requested and provided.  Examples of these extra services are: additional I.T. requirements, additional custodial requirements, additional staffing requirements, additional equipment rental, and the like.

Facility Use Agreement/Insurance:

  1. A Facility Use Agreement is not required for requisite events as these events are being managed solely by an FGCU department.
  2. Additional insurance will not be required for requisite events unless the event contains an activity which deems it necessary by the Department of Environmental Health & Safety.
Non-Requisite Events
Requirements:
  1. A contact from the University must coordinate the event with Campus Reservations.
  2. University contact must be in attendance at the event and serve as liaison to Campus Reservations.
  3. FGCU department must provide an FGCU account number for charge back for all fees associated with the event.  This FGCU account number must be provided on the signed Fee Estimate Form no less than fourteen (14) days prior to the event.  (Payment will not be accepted by an outside group.)

Fees:

  1. Non-requisite events are given an 80% discount on all space rental fees.
  2. Fees will be charged for direct costs and for extra services that are requested and provided.  Examples of these extra services are: additional I.T. requirements, additional custodial requirements, additional staffing requirements, additional equipment rental, and the like.

Facility Use Agreement/Insurance:

  1. Non-requisite events require a one sheet Memorandum of Understanding that is to be signed by the FGCU department that is managing the event.  This Memorandum of Understanding states that the FGCU department is involved in the management and coordination of the event, thus making a Facility Use Agreement with the outside group unnecessary.  This Memorandum of Understanding also states that the FGCU department acknowledges that their event is an FGCU event; therefore their department is liable for any damages that occur throughout the course of the event.  If damages occur during the course of the event, the FGCU department must reimburse the University for all damages incurred.  The Memorandum of Understanding needs to be signed no less than fourteen (14) days prior to the day of the event by the dean or department director.
  2. Additional insurance will not be required for non-requisite events unless the event contains an activity which deems it necessary by the Department of Environmental Health & Safety.
University Sponsored, Governmental Entity, Non-Profit Events
Requirements:
  1. University Sponsored Events
    • A contact from the University must be in attendance at the event and serve as liaison to Campus Reservations.
    • FGCU department must provide an FGCU account number for charge back for all charges associated with University Sponsored events.  This FGCU account number must be provided on the signed Fee Estimate Form no less than fourteen (14) days prior to the day of the event.
  2. Governmental Entity and Non-Profit Events
    • Governmental Entity and Non-Profit events must have an event contact in attendance at the event and serve as a liaison to Campus Reservations.
    • Event contact for Governmental Entity and Non-Profit Events must pay for all event-related charges which are listed on the signed Fee Estimate Form no less than fourteen (14) days prior to the day of the event.

Fees:

  1. University Sponsored, Governmental Entity, and Non-Profit events are given a 25% discount on all space rental fees.  (Florida Gulf Coast University Alumni Association memberships must be verified.  Proof of 501c3 status must be provided.)
  2. Fees will be charged for direct costs and for extra services that are requested and provided.  Examples of these extra services are: additional I.T. requirements, additional custodial requirements, additional staffing requirements, additional equipment rental, and the like.

Facility Use Agreement:

  1. University Sponsored, Governmental Entity, and Non-Profit events require a Facility Use Agreement to be signed by the outside group.  This Facility Use Agreement must be signed by someone who has signature authority with the outside group no less than fourteen (14) days prior to the day of the event.

Insurance:

  1. For University Sponsored and Non-Profit events, the outside group shall carry and maintain comprehensive general liability insurance, insuring against liability for bodily and personal injury to or wrongful death of persons, or damage or losses 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
  2. 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 with endorsement attached, which must be provided for all policies of insurance and renewals thereof in a form(s) acceptable to FGCU and shall name the FGCU BOT and its officers, agents and employees as additional insureds.  This provision is not applicable for State or Governmental agencies.  State and Governmental agencies must provide a copy of their certificate of general liability insurance which states that their agency is self-insured.
  3. Where applicable, and unless exempt, USER shall carry Workers' Compensation insurance in the statutory limits, as required by Florida law.
  4. 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.
  5. FGCU must be notified of any cancellation of insurance for non-payment at least two days prior to the event.
Private Events
Requirements:
  1. Event contact must be in attendance at the event and serve as liaison to Campus Reservations.
  2. Event contact must pay for all event-related charges which are listed on the signed Fee Estimate Form no less than fourteen (14) days prior to the day of the event.

Fees:

  1. There will be no discount given on space related fees.
  2. Fees will be charged for direct costs and for extra services that are requested and provided.  Examples of these extra services are: additional I.T. requirements, additional custodial requirements, additional staffing requirements, additional equipment rental, and the like.

Facility Use Agreement:

  1. Private events require a Facility Use Agreement to be signed by the outside group no less than fourteen (14) days prior to the day of the event.  This Facility Use Agreement must be signed by someone who has signature authority with the outside group.

Insurance:

  1. For Private events, the outside group shall carry and maintain comprehensive general liability insurance, insuring against liability for bodily and personal injury to or wrongful death of persons, or damage of 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
  2. 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 with endorsements attached, which must be provided for all policies of insurance and renewals thereof in a form(s) acceptable to FGCU and shall name the FGCU BOT and its officers, agents and employees as additional insureds.  This provision is not applicable for State or Governmental agencies.  State and Governmental agencies must provide a copy of their certificate of general liability insurance which states that their agency is self-insured.
  3. Where applicable, and unless exempt, USER shall carry Workers' Compensation insurance in the statutory limits, as required by Florida law.
  4. 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.
  5. FGCU must be notified of any cancellation of insurance for non-payment at least two days prior to the event.