Reserve a Space

A Registered Student Organization is defined as a group of at least four currently enrolled FGCU students who unite to promote a common interest.  To see if you are considered a fully active and registered student organization, visit EagleLink.

 

A student organization must be acknowledged as a Registered Student Organization with the Office of Student Involvement in order to reserve space on campus at no charge.  If the student organization is not an RSO they will be treated as a private organization. Click here for information on reserving space for an Outside Group.

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1. Start by checking availability on our Calendars by Location page.  Remember, RSO's are required to submit a request no later than 14 days prior to their proposed event date.  Here you can check in real-time to see if and when a space is available. You can even view a photo of many of our indoor spaces by clicking on the location name.

 

2. After finding a space and time that is available and will work for your event, submit a request on 25Live

 

3. All requests are processed in the order in which they were received. Please allow 1-3 business days for our Room Scheduler to send you a reservation

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All RSO event requests must be made at least 14 days prior to the planned event.  Requests that come in with less than 14 days notice will be denied and asked to reschedule to a later date.

 

It is the RSO's responsibility to submit an Event Planning Form online at fgcu.campuslabs.com/engage at least 14 days prior to the event date.  In addition to the Event Planning Form, the 25Live confirmation sent to you from Campus Reservations must also be submitted electronically through EagleLink.

 

If the Event Planning Form and 25Live confirmation have not been submitted prior to the 14 day deadline, the Office of Student Involvement will notify Campus Reservations that the event has been cancelled. Your event will also be cancelled if the Office of Campus Reservations has not secured all of your event details at least 14 days in advance. 

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Staffing – For events taking place outside of normal operating hours a $50/hr. fee will be assessed to the reservation.

 

Stage – For events taking place in the Cohen Center Ballroom groups may choose to utilize stage paneling. Panels are 4’x8’.  Configurations using 6 or fewer panels will be charged a fee of $100, for those using 7-12 panels the fee is $150.

 

Follow the link below to find event fees for additional campus support services.

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Your designated Event Planner within the Office of Campus Reservations may be asking you questions so that we can accurately classify your event. For more information, please see Event Classifications.

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1.  Start by checking availability on our Calendars by Location.  Here you can check in real-time to see if and when a space is available. You can even view a photo of many of our indoor spaces by clicking on the location name.

2.  After finding a space and time that is available and will work for your event, send an email to our Campus Reservations Room Scheduler at rmsched@fgcu.edu using the format shown in How to Request Space.

3.  All requests are processed in the order they were received. Please allow 1-3 business days for our Room Scheduler to send you a reservation confirmation. Please do not advertise any meetings/events until you receive this confirmation.

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Your Event Planner within the Office of Campus Reservations may ask you questions to ensure your event is accurately classified. For more information, please see Event Classifications.

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For your event to run smoothly, please visit the Policies and Guidelines page to find instructions and forms related to use of alcohol, solicitation, free speech, and other campus policies that may impact your event.  Also visit the Resource Providers page to get information on how to contact campus departments for services such as catering, parking, security, custodial and other event related needs.

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1.  Start by checking availability on our Calendars by Location. 

• Here you can check in real-time to see if and when a space is available. You can even view a photo of many of our indoor spaces by clicking on the location name. 

2.  Next, fill out the University Course Related Activity Form.

• This form must be completed by the student, signed by the professor and turned in to Campus Reservations before we can process your request for reserving space on campus as part of a class project, or to make a table reservation for a course-related activity, (An email from the professor to Campus Reservations approving the request will also suffice in the event that a physical signature on the form is not possible.)
  

• The purpose of this form is to verify that the student is currently enrolled in the course as well as to verify that the activity is approved by both the Office of Campus Reservations and the course professor. 

3. Once the form has been completed and the professor has signed the form, the primary student contact and any other individuals may visit Campus Reservations to have their event approved and reserve space. Space will not be reserved prior to receiving the professor's approval.

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For your event to run smoothly, please visit the Policies and Guidelines page to find instructions and forms related to use of alcohol, solicitation, free speech, and other campus policies that may impact your event.  Also visit the Resource Providers page to get information on how to contact campus departments for services such as catering, parking, security, custodial and other event related needs.

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1.  Start by checking availability on our Calendars by Location.  Here you can check in real-time to see if and when a space is available. You can even view a photo of many of our indoor spaces by clicking on the location name.

2.  Find the space(s) you’re interested in on our Rate Structure. (Note: Campus Reservations only schedules space on FGCU main campus. For all other University spaces requests, please contact Alico Arena, Campus Rec or Housing.)

3.  Review the requirements for events classified as Private here.

4.  After the above steps are taken, please send an email to our Campus Reservations Room Scheduler at rmsched@fgcu.edu using the format shown in How to Request Space.

5.  All requests are processed in the order they were received. Please allow 1-3 business days for our Campus Reservations Room Scheduler to send you a reservation confirmation. Please do not advertise any meetings/events until you receive this confirmation.

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For your event to run smoothly, please visit the Regulations, Policies and Guidelines page to find instructions and forms related to use of alcohol, solicitation, free speech, and other campus policies that may impact your event.  Also visit the Resource Providers page to get information on how to contact campus departments for services such as catering, parking, security, custodial and other event related needs.

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