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Florida Gulf Coast University

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Campus Reservations

Policies and Guidelines

 
 

General Guidelines for Use of University Facilities

Campus Reservations is responsible for coordinating and scheduling the use of a variety of 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
  • 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. Furthermore, 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

Go to ADA Compliance

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 the Application for Serving Alcohol with the Campus Reservations Office.  The sale of alcohol at events, i.e. cash bars, should be arranged and contracted through the University's current Food Service vendor. Click here for more information.

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.

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).

FOR OUTSIDE ORGANIZATIONS: 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 Student 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 in 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.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 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. 

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.

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

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.

Medical Emergency

Dial 911 in the event of an emergency.

University Police is to be contacted 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 of 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.