Policies & Guidelines

• Cancellations
• Room Request
• Room Confirmation
• Scheduling Timelines
• Conference/Meeting Rooms
• Academic Classrooms
• Guest Rooms
• Alcohol
• Parking
• Food and Beverages
• Noise
• Facilities Hours
• Security
• Decorations
• General Liability Insurance
• Outside Organizations
• Vendors
• Persons with Disabilities
• Personal Social Events

Cancellations
Student organizations and university departments should cancel their reservations at the earliest possible time. This will allow other members of the community access to facilities for their events and functions. Failure to cancel a reservation can cause unnecessary university labor and operation expenses. If a student
organization or university department, on a regular basis, makes last minute cancellations and/or no-shows they many be required to meet with the Scheduling Manager prior to scheduling any future meetings.

Room Request
Facilities can be requested up to one year in advance. Inquires and requests may be submitted via the web, fax, mail, telephone or in person. Scheduling offices are located on both the lower and upper campus.

WEB REQUEST BUTTON

Room Confirmation
All requests are processed within 24 hours of receipt. Often, scheduling staff may need to contact you, so please be sure all contact information is current. After facilities have been reserved an email confirmation will be sent to you. Confirmations can also be mailed, faxed or picked up at a scheduling office.

Scheduling Timelines
1. At all times, reservations for general meeting space can be made one year in advance.
2. USF academic and administrative departments may reserve general meeting space two or three years in advance for special events. These requests should be submitted by Fall of each year.
3. At all times, USF academic courses receive priority in classrooms. Requests for classrooms can generally be processed two to three months in advance, once all academic courses have been scheduled.

Conference/Meeting Rooms
1. At all times, access to a facility is authorized to begin and end at the times listed in the scheduling confirmation.
2. At all times university conduct, content, administrative and student policies and standards must be adhered to.
3. At all times, facility specific food and beverage policies must be adhered to:
a) LM 100 - only food and beverage served in glass and china.
b) USF Classrooms - no food and beverage may be served.
c) LM 148 - no food and beverage may be served.
d) Bon Appetit is the sole food and beverage contractor. Only with formal consent granted by the
General Manager may food and beverages from another source be served.
4. If you anticipate a function to generate trash and/or decoration that exceeds the garbage can capacity, please coordinate extra janitorial service to be provided following the event.

Academic Classrooms
Classrooms are available for conferences, workshops, meetings and special events after all USF academic courses have been scheduled. Classrooms are arranged in a permanent configuration of tables, chairs and equipment. At no time may food and beverage be served in these spaces.

Guest Rooms
USF has a few short term corporate style overnight units for visitors on official university business. At 72hours prior to check-in, if a guest room is empty; USF employees may use these accommodations for
personal use ($75.00/night - $150.00/night).

Alcohol
1. No person under the age of 21 can be served alcoholic beverages.
2. All participants must have a valid ID.
3. Alcoholic beverages cannot be served at student-sponsored on campus events, when
participants are under the age of 21 and there is no Public Safety officer and no
faculty or staff advisor present.
4. At all times, a completed application authorizing the service of alcoholic beverages is
required.
5. When alcoholic beverages are sold (set price or donation) at on campus events, a valid
ABC license is required.

Parking
Parking is based on a first come, first serve basis. To park on the campus, a permit is required Monday through Saturday. Individual permits are $15.00/day. This pass allows access to parking in a particular USF lot, but does not guarantee a parking space. Parking can be coordinated in advance by contacting Public Safety.

Food and Beverages
All food and beverage for events must be arranged through the contracted USF food service provider, Bon Appetit. If you wish to serve food and beverages from an outside source, please submit a written request to the USF Dining Services, Bon Appetit General Manager.

Noise
In order to provide a positive and supportive learning environment for the USF community and protect the rights of our residential neighbors and others using multi-use facilities

1. sound amplification equipment may only be used in Harney Plaza during the dead hour on Tuesday and Thursday 12:15pm-1:15pm.
2. noise levels inside conference rooms must not interfere with the activities taking place in other nearby conference/office/classroom/residential rooms.

Facilities Hours
Meeting facilities on both the main campus and Lone Mountain are open for conference and events seven days a week, 8:00am-10:00pm.

Security
A Public Safety officer is required during the following events:
1. Alcohol is being sold and/or an ABC license is in effect.
2. All student events when alcoholic beverages are being served.
3. Any student event with more than 100 people expected to attend.
4. Any event security for the participants or attendees is for any reason questionable.

To request an officer, please submit a request to Public Safety 10 business days prior to your event.

Decorations
In an effort to maintain the quality of facilities of facilities for all users no signs, banners, artwork or decorations may be taped, hung or stapled to the physical facilities. If you have a special event and would like to attach decorations to the physical space, contact the Event Scheduling manager for approval and assistance in coordinating decoration set up services with the Facilities Management department.

General Liability Insurance
All external organizations need to carry general liability insurance of a minimum amount of 1 million dollars per occurrence to cover any liability issues that may arise from their use of University facilities.

Outside Organizations
Generally, all outside organizations must pay the general facility user rate. Some organizations and/or events that further USF’s mission and goals may qualify for significantly reduced rates. Profit-making, revenue generating or fundraising events by outside organizations do not normally qualify for exemption. To apply for reduced University facility rates, applicants must first sign a standard facility contract, and then submit a completed application through a representative of a USF department.

Vendors
Individuals and/or organizations interesting in soliciting and/or selling any product or service to members of the USF community must complete a vendor application and fulfill contractual terms prior to being authorized to solicit/sell any and all services and products on the campus. To request and submit an application, please contact the Office of Student Activities.

Persons with Disabilities
USF makes every attempt to accommodate individuals with disabilities. Services such as American Sign Language interpreters, large print format, special seating, TDD access or mobility needs, can be arranged with notice ten business days prior to an event.

Personal Social Events

Facilities are available to members of the USF community (staff, faculty, students, alumni) for their personal events, such as weddings, baptisms and graduation parties.  The University offers a 50% discount on rental fees and requires users to adhere to all applicable policies and guidelines outlined in their contract.  Please contact the Event Scheduling office to make reservations.