Policies and Guidelines
General Guidelines for Use of University Facilities
Campus Reservations is responsible for coordinating and scheduling the use of all university facilities. All requests for the use of university facilities must be submitted to Campus Reservations. Within the context of the University's mission, policies and procedures, Campus Reservations 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.
The person requesting the facilities and services must ensure that the event and patrons are in compliance with all applicable requirements.
Campus Reservations 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 Reservations that would be in violation of the guidelines and or policies of the University.
ADA Compliance
As described in the American's with Disabilities Act of 1990 and the Rehabilitation Act of 1973, disabilities include learning, speech, visual, auditory, mobility impairments and other disabilities as determined by individual need. FGCU maintains accessibility and compliance with ADA codes throughout its campus. All users must comply with the following:
- Ingress/Egress
Florida Gulf Coast University will enforce safe and reasonable ingress and egress to all facilities on campus. Campus Reservations reserves the right to determine accessibility to facilities. In order to ensure this safe passage, tables, chairs and other items are prohibited from being set up under covered walkways or other areas that may pose hazard. Lobby areas will be restricted to a limited number of information/registration tables determined by Campus Reservations in conjunction with the Office of Environmental Health & Safety and the Office of Adaptive Services.University representatives reserve the right to require removal of any items found non-compliant.
- 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.
- Accommodations
Persons needing disability accommodations for an event should contact Campus Reservations a minimum of five (5) business days prior to the event. Depending on the event and event sponsor, charges may apply for accommodation.
Alcohol
Prior approval must be obtained in order to serve alcoholic beverages at organized and properly scheduled programs or activities held on University premises. Any person, group or organization seeking permission to serve alcoholic beverages on University premises or at University functions shall file an application on Form FCC005 – Application for Serving Alcohol with the Campus Reservations Office. The sale of alcohol at events, i.e. cash bars, must be arranged and contracted through the University's current Food Service vendor.
Student groups must complete an event registration form with the Office of Student Activities in addition to the Form FCC005 – Application for Serving Alcohol.
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.
Beverage Exclusivity
Beverages included in the University's beverage exclusivity agreement with Coca-cola include carbonated drinks and all drinks or beverage bases from which such drinks and beverages could be prepared. It also includes flavored, unflavored and/or sweetened mineral water, natural or artificially flavored fruit juices, fruit and/or juice-containing drinks and fruit flavored drinks, cold tea products, sports drinks and energy drinks. Beverages not covered under this contract include milk, flavored milk, coffee, freshly brewed tea, hot chocolate, or fresh squeezed juice or juices, smoothies, and all alcoholic beverages.
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.
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 Reservations staff and/or custodial staff remove decorations and/or provide additional cleaning, a charge for cleaning will result (see Special Services Fees).
Campus Reservations will determine if an event will require additionally contracted custodial services. If Campus Reservations deems that additional custodial services are required, Campus Reservations will contract said services at the sponsoring organization's expense.
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.
Decorations
Campus Reservations 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 Reservations.
- 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.
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 Campus Involvement.
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.
Equipment Rental
ALL event rental equipment, i.e. tents, chairs, tables, linens, foliage, staged, lighting, etc, MUST be coordinated through Campus Reservations. Should rented equipment arrive to any University facility that has not been coordinated through Campus Reservations, Campus Reservations reserves 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.
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.
Event Security
Campus Reservations 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 Reservations and the University Police Department reserve the right to require police and/or security personnel at events at the expense of the sponsoring organization.
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.fgcudining.com/. Special requests will be discussed individually by appointment. All beverages served must comply with the University's beverage exclusivity agreement with Coca-Cola.
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 Reservations or University Dining Services.
Campus Reservations MUST be notified of all events serving food. Failure to notify Campus Reservations will result in a service charge as listed in the Special Services Fees. Campus Reservations reserves the right to contract additional custodial services at the expense of the sponsoring organization. All beverages served must comply with the University's beverage exclusivity agreement with Coca-Cola.
Outside Caterers
The use of an outside caterer is allowed provided the caterer/restaurant is on list of approved caterers.
If the caterer/restaurant you wish to use is not on the list, applications for the use of that caterer must be submitted to Campus Reservation at least 6 weeks in advance of the scheduled event. In order for the application to be approved, the following criteria must be met:
Valid Occupational and Business License
Certficate of commercial general liability insurance in the amount of $1,000,000
Appropriate alcohol license (if applicable) with additional proof of liquor liability insurance
Outside caterers are not permitted in or around University Food Service establishments.
Outside caterers may be excluded based upon negative past performance.
Storage, refrigeration, equipment, cutlery, etc. will NOT be provided by University Dining Services.
All beverages must comply with the University's beverage exclusivity agreement with Coca-Cola.
Beverage Exclusivity
Beverages included in the University's beverage exclusivity agreement with Coca-cola include carbonated drinks and all drinks or beverage bases from which such drinks and beverages could be prepared. It also includes flavored, unflavored and/or sweetened mineral water, natural or artificially flavored fruit juices, fruit and/or juice-containing drinks and fruit flavored drinks, cold tea products, sports drinks and energy drinks. Beverages not covered under this contract include milk, flavored milk, coffee, freshly brewed tea, hot chocolate, or fresh squeezed juice or juices, smoothies, and all alcoholic beverages.
Alcohol/Bar Services
All alcohol provided at events must be served by an approved licensed and insured vendor.
Fog/Hazer Machines
Due to the fire suppression systems in University facilities, Fog/Hazer machines, and other like devices are prohibited.
Gambling
Gambling, in any form, is not permitted in University facilities or on University grounds.
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.
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.
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.
Meeting Rooms and Other Common Areas
Meeting rooms and other common areas are intended for use by the University community and recognized guests. Individuals or groups without authorized approval to use these facilities are prohibited from doing so and will be asked to leave. Individuals who exhibit unacceptable behavior will be asked to leave and may be prohibited from future facility use.
Medical Emergency
University Police is to be contact immediately at (239) 590-1911 in the event an accident or emergency arises. Campus Reservations staff retains the right to call in emergency services as deemed necessary at the expense of the user.
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 Reservations reserves the right to require the presence of emergency medical services based on the type of event. Campus Reservations will determine the level of service required and hours of operation at the expense of the sponsoring organization.
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.
Staff Support for Events
Campus Reservations 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 Reservations.
