Reserve a Space
Reservations and Scheduling Timelines
Florida Gulf Coast University departments and organizations are given priority use of University facilities. Events that are deemed to be an institutional need such as those events related directly to enrollment, academic success, and University tradition (e.g. Eagle Expo, Orientation/Registration, Welcome Week, and Commencement) will have a priority scheduling rights.
In order to accommodate this priority, the following schedule for reservations has been set for the designated areas:
Event Space (Student Union Ballroom, Outdoor Space, etc.)*
- No Date Restrictions - University Events - (i.e., Commencement, Eagle View Orientation, Eagle Expo, Convocation, University Lecture Series, Florida Gulf Coast University Board of Trustees Meetings)
- Up to Two Years in Advance - FGCU Departments/Organizations for University related business
- Up to One Year in Advance - FGCU events co-sponsored with outside organizations
- Up to 6 Months in Advance - Outside Groups
*Student Union Room 213 is a meeting room with a designated priority for FGCU Student Clubs and Organizations between the hours of 5:00pm and 11:00pm, seven days per week. Reservations requested during this time by anyone other than a registered FGCU Student Club or Organization will be processed in the order they were received beginning October 1.
Academic Space (Classrooms, Computer Labs and Science Labs)
Academic spaces may be requested on a semester by semester basis. Reservation requests will be processed in the order they were received beginning the first Tuesday after the last day to add/drop classes. For reservation dates occurring prior to that Tuesday, Campus Reservations may reserve spaces only 24 hours in advance.
Frequently Asked Questions:
What Information Do I Need to Reserve Space?
Reservations are filled on a "first come - first served" basis. A minimum of two (2) weeks is required prior to a proposed event requiring services such as set up, catering, audio-visual, etc.
Space reservations begin by supplying basic information. Please have the following information available before submitting your request:
- Date of Event (have alternate dates available)
- Event Start Time and End Time
- Pre-Event Set Up and Post-Event Break Down Time
- Building/Room Preference and Setup type
- Number of People Attending
- Sponsoring Group: Student Organization, University Department, or Individual
- Name, Address, Telephone and E-mail Address of One Contact Person
- Event Name and Event Type
Additional Event Planning details you can prepare for include:
- Setup needs including tables, chairs and audio/visual needs
- If the event involves food and/or alcohol
- Other services that may be needed (ie. Security, parking, technology)
- How Far In Advance Should I Plan My Event?
You ahould plan as far in advance as possible and within the scheduling timelines established above. You should NEVER advertise, promote or contract services for your event until you have received an event confirmation for the date and location from Campus Reservations.
Will there be fees I need to pay for my Event?
You may! Only meetings and events that are tied to REQUISITE University business are not charged a facility rental fee. It is always good to check in advance with an Event Planner whether or not facility rental fees will be applied to your event.
Will My Event Require Insurance?
It May! Any event that will involve an entity un-affiliated with Florida Gulf Coast University, for example, a co-sponsor, vendor, etc. will require that the outside entity provide proof of insurance naming FGCU, Board of Trustees and the State of Florida as additional insured.
Also, University events that may prove higher risk may be required to purchase additional insurance above and beyond what the University's general liability may cover.
Please consult an Event Planner to discuss whether or not you will need to meet an insurance requirement.
What Suggestions Does Your Staff Have About Planning a Successful Event?
To plan a fun and successful event at Florida Gulf Coast our Event Planning staff would like to offer you a few suggestions to make your planning experience easy and enjoyable.
Here are some tips you should consider:
- Allow time to plan an event. Planning is the most crucial and time-consuming aspect for any type of event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and realize a successful event. You should contact an event planner and dining and catering services 3 to 12 months ahead of time for any sizable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do this before you send out invitations or advertisements.
- Budget. Have dollar figures in mind when you plan. You should be able to build a budget based on your event plan. Charges may apply to your event for room rental and other services. Make sure you have checked with Campus Reservations to determine if any of those charges will apply and what they may be.
- Use realistic attendance numbers. Reserve a room based on the number of attendees you realistically expect and best fulfills the purpose of the event. You don't want to crowd your guests and you want to accommodate all the activities during your event.
- Determine the services you may need or may be required! Ordering equipment and determining a room's furniture placement will be simplified if you plan in advance how you want the room to look and discuss it with our Event Planners. Include what elements you feel are necessary such as food tables, staging, podiums, sound equipment, etc.
What Additional Tips Can Your Staff Provide?
Plan ahead. You should contact an event planner and dining and catering services 3 to 12 months ahead of time for any sizable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do these before you send out invitations or advertisements.
Be prepared if your event is outside. Consider renting a rain site or tent for bad weather. Don't forget you will also need garbage cans, and possibly fencing, electricity or extra lighting.
Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
Talk with the caterers for the event. Most will customize menus and many will negotiate prices. They can do more for you if you give them a budget to work with. Make sure you are clear when discussing prices; a "per person" price is usually just for food and does not include delivery, service, china, linen, or decoration.
Think about paying for extras that will make your event a success. Rental of items like professional sound equipment, or extra servers could make a big difference in the success of your event. Linen, decorations, and extra lighting may go far in giving you the ambiance you want.
Campus Reservations looks forward to assisting you in scheduling and planning your event on the beautiful campus of Florida Gulf Coast University. The process by which we accept reservation requests depends on your affiliation with the University. Please consult the links to the left for the reservations process that would apply to you.
Please be sure to review the general policies and guidelines set forth by the University with regards to the use of University space. If you have any questions, an Event Planner will be happy to assist you. You can contact an Event Planner at 239-590-1090 or email at rmsched@fgcu.edu.
Thank you and happy planning!
