Resources

• Regular use of University facilities
• Ability to apply for office, locker, or mailbox space in the Reitz Union
• Ability to request funds from Student Government (SG) if SG policies and criteria are met
• Access to Student Activities and Involvement staff and resources
• Eligible to apply for a Catering Scholarship for events
• Participation in Student Organization Fairs
• Recognition in annual Involvement Awards
• Leadership training provided by Student Activities and Involvement

• Name: Unique and identifiable
• Defined mission or purpose
• 10 members total: 3 Executive Board Members serving as President, Vice President, and Treasurer who must be full-time currently enrolled University of Florida Students
• Student Organization Advisor: Full-time, salaried faculty or staff member at the University of Florida.
• Constitution: Current and updated file that meets the University of Florida Constitution Requirements.

• Student Organization Officer Training as soon as one is available. Electronic Registration approval is not required to attend training.
• Online Hazing Prevention Module to be completed annually by the President, Vice President and Treasurer: Hazing Prevention 101™ Course – College Edition

• All advertisements must have the student organization logo represented; marketing materials cannot reference the sale, consumption or distribution of alcohol or illegal drugs.
• Posters and flyers may only be placed on public bulletin boards around campus (no trees, walls, doors, cars, etc.). Posting of materials in on-campus housing facilities requires permission from the Department of Housing and Residence Education.
• No organization may leave stacks of printed materials unattended, distribute materials inside university buildings, and/or force materials on individuals or throw on ground.

Alcoholic beverages may be served or sold at an on-campus function sponsored by a student organization only in very limited situations. Prior written approval from the Dean of Students Office and an event permit from Student Engagement’s Office of Event Services are required. Your organization is responsible for following the law and being safe. Please review the University of Florida Alcohol Policy for more information.

To request alcohol at a student organization event please email ufba-events@ufl.edu.

Any requests for amplified sound usage must be cleared through Student Engagement’s Office of Event Services. Amplified sound is not permitted during class time outdoors on campus or during the day outside in the area around Turlington Plaza. See the UF Regulations on Use of University Facilities; Outdoor Areas for more information on amplified sound.

There are 10 banner locations on campus (6 at the Reitz Union, 4 in Plaza of the Americas). Reservations must be made through Student Engagement’s Office of Event Services. Organizations may reserve banner space for up to 5 days in a 30 day period (month). Reservations can only be made 30 days out from the date requested. All banners must come down by 5pm on the last day reserved. See the UF Banner Policy for rules and size restrictions.

Requests for banner locations can be be made through Student Engagement’s Office of Event Services.

A contract is needed any time an individual or business is being paid to perform a service. This includes but is not limited to: Bands (any musical performance), Lecturer/Speaker (any person presenting a lecture), DJ, Graphic Designers, Instructors (yoga, dance), etc.

If your Student Organization is Student Government funded, Student Activities & Involvement must be involved in all contact with agents for speakers, negotiations, offers, and the completion of the contract. A verbal offer on the phone is considered binding. Student organizations may not legally do contracts with outside vendors. The contract process must begin at least 20 business days (4 weeks) in advance.

For non-Student Government funded organizations you may work with Student Legal Services to review contracts.

Collaboration with other stakeholders and organizations on campus is recommended and promotes University partnerships. A Co-Sponsorship Agreement Form is recommended for proper communication and administration of your co-sponsored events. This form can be found in GatorConnect as part of the permitting process.

If you are approached about a “co-sponsorship” by non-university groups or commercial vendors, please contact Student Engagement’s Office of Event Services to have the inquiry reviewed on a case-by-case basis. Do not reserve meeting rooms for these vendors. Your organization must be the main sponsor and the headliner on all promotional materials (i.e. the Reitz Programming Board presents…). Promotional materials may be reviewed by Student Engagement’s Office of Event Services.

All student organization events or programs (excluding general organization meetings), that take place on University grounds, require an Event Permit obtained by completing a request through GatorConnect. The purpose of this permit request is to help student organizations run their event smoothly and to identify what areas of campus need to be notified about a specific event. It is the responsibility of the organization’s President to designate officers in the organization who can submit permit requests.

Submitting an Event Permit
Permits need to be submitted AT LEAST 3 weeks (15 business days) in advance. Note that only officers of an organization listed in GatorConnect will be able to submit a permit.

• Log into GatorConnect
• Select My Organization on the top
• Choose which organization you are submitting a permit for
• Click on Create a New Permit on the left-hand side
• Choose your permit type and complete all required fields
• Review and submit permit
• Check back to answer any questions from the Office of Event Services or campus partners in the notes section

After a permit is approved, an automated email will be sent to the officer who submitted the permit. As a reminder, a permit request does not reserve any space for an event – you will need to go through the office that manages the space.

For any questions regarding event permits please email permits@ufsa.ufl.edu

Use, possession, display, or storage by any student organization of any explosive device, pyrotechnic device or fireworks is prohibited on all land and buildings owned, leased, or under the control of the University of Florida. The use of fireworks displays or special effect production will be considered on a case-by-case basis by Student Engagement’s Office of Event Services in accordance with the Fire Safety for Public Outdoor Display of Fireworks Policy by Environmental Health & Safety (EH&S) and must be approved by EH&S and the venue. The approval process takes about 4 weeks.

The UF Food Contract states the J. Wayne Reitz Union and surrounding areas are restricted to using Aramark/Classic Fare Catering (see Reitz Union food policy). The sale of any food by student organizations is prohibited. Any food given away must be prepared in kitchens inspected by the Health Department (i.e., restaurants or caterers) so you may not bake anything in your home kitchens and give it away. For a complete list of Approved Catering Vendors visit UF Catering.

Fundraisers are allowed on campus in a limited way. For fundraising events that are held on campus, all funds raised must be donated to a charitable cause or be used for educational purposes (conference travel, programs, competition, lectures or forums, etc.). If you have other ideas for a fundraiser outside of the list below, please contact someone in Student Engagement’s Office of Event Services.

Approved Fundraising Activities on Campus

• Penny Voting
• Silent Auctions
• T-shirt, button, hat, etc., sales (only if item is personalized for event or student organization)
• Collection of dues for student membership (for non SG-funded organizations only)
• 3-5K Run or Walk
• Walkathon
• Face tattoos or painting (organization must work w/ the University Athletic Association if for an athletic event)
• Photos w/ famous people (UF faculty, sports figures, president)
• Dunking booths

Fundraising Activities not Allowed on Campus

• Raffles or gambling
• Bake (or any food) sales
• Flea Markets
• Car Bashes
• Date Auctions
• Food Eating or Drinking Contests
• Live Animals or Petting Zoos
• Slip-n-slide or homemade novelties
• Haircutting (except of Locks of Love done by the Reitz Union Hair Company)
• Makeovers
• Credit card, telephone card, or discount card sales
• Product sales such as magazines, clothes, CD’s, or software, etc. (any commercial items not directly related to organization or event)
• Garage sales w/ donated items

The use of live animals on campus for entertainment purposes is strictly prohibited and will not be allowed. This includes but not limited to:

• Petting zoos or live animal displays
• Animal Rides
• Animal Races
• Shows involving animals

The use of animals for research, teaching, or exhibition is closely regulated by the federal government. High standards exist for the care and use of animals at UF. To ensure compliance with all regulations, policies and standards in place to protect animal welfare, Institutional Animal Care and Use Committee (IACUC) members review all requests for approval to use vertebrate animals. Failure by any individual to adhere to these standards can jeopardize the University of Florida’s entire animal use program.

Run/Walks on campus can happen on a first come, first served basis, via 5k registration day or submission of an event permit. They are limited to Saturdays or Sundays of non-home football game weekends. Organizations can select from the below pre-approved routes:

• The Boot
• Fraternity Row
• SouthWest Recreation
• Stadium 3k

Organizations are responsible for all University Police (UPD) and other related expenses (approximately $365 for UPD).

Staked tents are not allowed unless proper a dig permit is filed and approved with the Facilities Services at least 2 weeks in advance.

Tabling is allowed in four locations : Reitz Union, Turlington Plaza, Newell Hall, and Plaza of the Americas (link each tabling location to map pdf). Each organization can request to table up to 10 times in a 30 day period (per month). At your organization’s table, make sure you do NOT:

• Use amplified sound at either location except for a portable radio (laptop)
• Use extension cords across either location at any time
• Block any pedestrian or vehicular traffic
• Allow vehicles to be parked on either location

Requests for tabling reservations can be be made through Student Engagement’s Office of Event Services.