Event Planning

RESERVABLE SPACE
Here is a listing of the meeting space available: click on location for picture description and room capacities

First Floor	Pegasus Grand Ballroom (ABCDEFGHI)
Second Floor	Key West Ballroom, 218 ABCD
	Sand Key, 220
	Garden Key, 221 AB
	Pensacola Board Room, 222
	Cedar Key Board Room, 223
	Egmont Key, 224
Third Floor	Cape Florida Ballroom, 316 ABCD

Other Spaces	The Ferrell Auditorium
	The Ferrell Commons
	The Memory Mall
	The Reflecting Pond
	Banner Spaces
	Patio and Patio Stage Descriptions

For Public Clients

A deposit of 50% of the room charge is due when the initial reservation is made. If you fail to show up for your event, you will not receive a refund for the fees you paid.

Certificate of Liability Insurance- All Public and Affiliate clients must obtain a Certificate of Liability Insurance for $1,000,000 that will be in effect during the dates of the event. Please fax your Certificate of Liability Insurance to the Event Services Office at (407) 823-6483 no less than seven (7) days prior to the event. University of Central Florida Board of Trustees, University of Central Florida and the State of Florida must be listed as additionally insured during the time(s) of the event (including set-up and breakdown).
http://www.wedsafe.com/index.html

Safe Form - A completed safe form must be submitted to the Event Services Office no later than three (3) weeks prior to the date of the event. You may obtain the SAFE Form at http://www.osi.sdes.ucf.edu/clubsorgs/safeform.html

Catering - We have a variety of menus and pricing to meet your needs. The Student Union only allows catering from our list of approved vendors. Please visit our website at http://www.studentunion.ucf.edu/newunion/catering.html for a list of our current vendors and pricing. All catering orders must be submitted at least one (1) week prior to your event with the final headcount and method of payment finalized by Noon, three (3) business days prior to your event.

Parking - Guests of events held in the Student Union must have a daily parking pass for each vehicle and may park in *green* student lots or garages only. Parking passes are $5 and may be purchased from a kiosk at any parking lot or garage. The kiosks accept cash and credit cards. With advance notice you may purchase discounted parking passes for $1.00 via the Event Services Office, for event parking only. Please refer to the UCF Parking Services website for additional parking information. http://www.parking.ucf.edu

RESERVATIONS
click on a question for answers

How do I reserve space in the Union?

The Event Services office is open Monday through Friday 8:00am-5:00pm, and is located in Room 312 of the Student Union. Telephone reservations and requests for information may be made by calling (407) 823-3677 or through our website www.virtualems.studentunion.ucf.edu. Or you can e-mail to unionres@mail.ucf.edu or fax to 407-823-6483
Click here for our Virtual EMS.
Room Request Form
Banner Request Form
Patio Space Request Form

Who can book space in the Union?

Registered Student Organizations: only student organization officers/contacts listed with the Office of Student Involvement can make or change reservations for meeting space. Departments: A departmental faculty or staff member may make a reservation for their department. The designated contact for the reservation will be able to make or change their reservations.

What information will the Event Services Office need when I book the space?

The Event Services Office Will ask questions about the following when you inquire about or reserve space: ContactÕs Name and Organization, Dates(s), Purpose of the Event, Start and End Times, Room set-up Type, Expected Number of Guests, Furniture and/or equipment needed, Catering Needs, Room Preference, Any Special Needs/Requests, and Billing/Payment Information.

How far in advance can you reserve space?

Registered Student Organizations - one year, University Departments - two years, and Non-University (Public and Affiliate)- three years.

How are rooms assigned?

All reservations will be accepted on a first-come, first-served basis. Assignment of space will be made as requested whenever possible. The Student Union staff reserves the right to assign space based on needs, rather than preference, in order to maximize the utility of the building to all constituencies. The staff also reserves the right to determine the best use of facilities including how a space may be utilized, set-ups available, and movement of existing furnishings.

Is it possible to schedule an event outside of the facility operating hours?

It is possible to schedule an event before or after the facility operating hours for an additional charge. The client will be charged an additional $150 per hour, two hour max for staffing. Additionally scheduled hours are at the discretion of the Student Union staff.

I would like to have access to my room before my scheduled event time. How do I do that?

Please contact your event planner regarding any additional time that you will be requiring for setup/decoration of your event. Also, please plan for any additional time that you will need to have special equipment brought in and set up for your event.

Do you charge fees for cancellations or not showing up for the event?

If the room is cancelled three business days prior to the event there is no charge and clients may receive a refund if applicable. Failure to notify the Student Union of event cancellations may result in a loss of building privileges and/or the assessment of appropriate fees. A Òno showÓ fee will be charged against a client who fails to cancel a reservation.

I just received my confirmation. What do I do now?

Make sure all the contact information is correct. Is your event name and organization listed correctly? Check the dates of your reservation and the event time which we post on building signs. Check the room assigned. In some cases the room assigned will differ from the one you requested. Check your setup and capacity, and any equipment you have requested. If you need something not listed on the confirmation, please contact your event planner.

What if I need to make changes to my reservation?

Please contact your Event Planner via email or please feel free to call the Event Services Office at (407) 823-3677

What is the SAFE Form and why do I need it?

This form is required for any event that will have 200+ people in attendance and/or could be deemed potentially hazardous. The purpose of this form is to enforce policies for events or activities that could possibly result in some degree of harm to persons or in some amount of defacement or damage to public or private property (deemed to be potentially hazardous). It is the sponsoring organizationÕs responsibility to obtain and fill out the SAFE Form. Student organizations must fill out their portion of the form and turn it in to the Office of Student Involvement, SU 208, for the remaining portions of the form to be signed. Public Clients need to submit the completed form to the UCF Police Department. Your form must be turned into the Office of Student Involvement (UCF Police Department for Public and Affiliate Events) NO LATER THAN 15 days prior to the event date. Failure to complete the SAFE Form prior to your event will result in event cancellation.

Click here to obtain the SAFE Form.

Can I have something delivered to the Union or stored for my event?

All items for events must be transported to and from the Student Union on the day of the event. No items are to be left overnight. Some exceptions may apply, but you may incur an additional charge.

Do I have to get a key for my room?

Meeting rooms will be unlocked prior to your event by a building manager. Please notify the Information Desk if you need a room locked or unlocked. Please note that AV requested for a room will be set-up in a locked room until the client arrives so the equipment is not left unattended. In addition, laptops are not placed in the room until the client arrives.

Do I need to clean the room up before I leave?

You are responsible for returning the room to its original condition (i.e. furniture that was set up for the room, trash, etc.).

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CATERING
To view a list of our current caterers, menus, and pricing, please click here.

I would like to have food at my event. What do I need to do?
All catering and food service arrangements for events must be coordinated with the Student Union Event Services Staff. Outside food and unapproved caterers are prohibited. Once you have selected your vendor, you will need to contact us with your delivery time, headcount, items being ordered and their quantities. We will then add your catering information to your reservation confirmation and contact you regarding the payment.

What if I don't see anything on your menus that fit the needs of my event or my budget?

Please let us know. Our vendors may be able to custom make your order to closely match the needs of your meeting. Please notify us at least three (3) weeks in advance and we can contact the vendor for your special menu items and pricing.

Am I allowed to have food donated?
Upon advance approval, this option may be available. Please contact your event planner at least thirty (30) days prior to your event to discuss your options. We apologize as this option is not available to our public and affiliate clients.

Can I bring homemade food items for my event?
Unfortunately, due to due to health and insurance liabilities, homemade food items are prohibited.

When does my order need to be placed?
In order to guarantee your vendor will be able to accommodate your order, you will need to notify us at least one (1) week in advance of your meeting.

How and when do I pay for my food?

Payment for catering orders must be received no later than three (3) business days prior to your event. Payment is made to the ÒUCF Student UnionÓ in the form of cash, check, credit card, or I.D. transfer.

What if I have food left over at the end of my event?

Unfortunately, due to health and insurance liabilities, any opened or unconsumed food and beverages are not allowed to leave the facility.

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AUDIO/VISUAL EQUIPMENT

What type of A/V equipment can I rent?

There is a variety of equipment available. Registered Student Organizations may use equipment free of charge. UCF Departments can reserve equipment at a discounted rate. Affiliates of UCF and the general public will be charged full price.

Click here for a list of equipment and pricing..

I want to PowerPoint for my presentation. What are my options?

The Student Union can provide a laptop, an LCD projector, a screen and sound upon request according to the fee schedule above. We will connect everything for you.

What is the difference between an overhead projector and an LCD projector?

An overhead projector is a projector in which you use transparencies and project onto a wall screen. An LCD projector is a projector that connects to a computer and projects onto a wall screen.

What assistance is available for Audio/Visual Equipment?

Unless requested two weeks in advance, a Student Union A/V technician will not be present during events. However, prior to the start of your event, our staff is available for assistance with making connections to our provided systems where applicable. The Student Union reserves the right to require the presence of a technician when specific equipment is in use. Charges for technical services will be billed to the sponsoring organization at the rate specified on the current rate sheet. Equipment will be set up prior to the event start time. If you have questions or concerns regarding equipment usage during your event, please contact the Information Desk that is located on the first floor of the Student Union, or by calling 407-823-0001.

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DECORATIONS

How do I hang a banner/poster to use for my event?
Banners/posters require use of conference piping or cubicle hooks. Please notify your event planner at least one (1) week in advance so they may request the proper equipment. Affixing materials to the walls or any other fixture is strongly prohibited. Your organization will be held responsible for payment of damages if decorating guidelines are violated.

I would like to have candles at my event. Is this allowed?

The use of candles in the Student Union is permitted pending approval of the Student Union Event Services Office and UCFÕs Environmental Health & Safety Office. Advance written approval is required by completion of the SAFE Form.

Click here to obtain the SAFE Form.
What kinds of special effects equipment are allowed and who do I contact?

Due to our fire alarm systems, we are unable to accommodate pyrotechnics, lasers, or fog and smoke machines. For other effects, please contact your event planner for approval. For intelligent lighting, sound systems, and other special event needs, we recommend contacting All In Production Services (A.I.P.S.) at 407-423-9090. Additional setup times are required for installation of special equipment. Please confirm with the Student Union that the time required for setup is available.

Can I have balloons at my event?

Balloons may be used for your event; however they must be secured to table centerpieces, chairs, or sandbags. Retrieval of balloons may incur additional fees.

Can I decorate with glitter or confetti?

Unfortunately, these types of decorations are prohibited.

Will the tables come with tablecloths?

Upon request, the Student Union can provide tablecloths, in the instance that your event is catered, for an additional fee.

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PATIO SPACES

Who can reserve patio tables?

Subject to availability, Registered Student Organizations may reserve tables at any time. The space may be for information distribution that is directly related to the club operations and conducted by the club itself, not an outside entity. Reservations must be made in advance in the Student Union Office.

How do I reserve Patio Spaces?

You can call us at 407-823-3677. or email us at unionres@mail.ucf.edu. Or you can complete the form below and fax it to us at 407-823-6483.

Patio Space Request Form

I am with a Cornerstone Group. How can I make a reservation?

Cornerstone groups may make reservations through the Student Union Event Services Office, room 312 or by phone at (407) 823-3677. Cornerstone Groups may reserve a table on the Student UnionÕs South patio on Market Day Wednesdays only. The student must reserve the space under their Cornerstone Group name. The group will be charged the affiliate rate (50% off) for a Market Day space, which is $60.00 including tax. Cornerstone Groups may also reserve rooms within the Student Union at the affiliate rate. Room rates vary depending on the size of the room. Equipment and catering fees may also apply.

What is included in the patio table space?

One 6Õx30Ó table and two chairs will be set up for you on the day of the event. Tables will be placed on designated plazas and outdoor areas only. Tents are not included in your reservation and are not available for rental by the Student Union. If a client is planning to bring a tent (maximum size allowed 10Õx10Õ), this information must be provided when making the initial reservation.

Will I be able to choose my location?

Student groups and UCF departments may select tables on a first-come, first-served basis. On Market Day Wednesdays, vendor spots will be designated separately from departmental and student tables. Market Day Vendor Tables are available first-come, first-served basis within the designated vendor area only. For more information, please visit our Market Day website.

Click here for Market Day web page

I would like to sell food on the patio. Can I do that?

No outside food may be given away or sold on the patio. Food must be purchased through the Event Services Office from an approved caterer in order to be distributed on the patio. No bake sales may take place at any time. Please contact your Event Planner should you wish to order and/or distribute food on the patio.

Can I pass out flyers from my table?

Flyers may be distributed at reserved tables only; the client may not walk around and distribute materials anywhere other than their respective table. Material deemed inappropriate as determined by the Golden Rule and/or Student Union will not be able to be distributed

Can I park a vehicle on the Patio?

No vehicles are allowed to be parked on the patio at any time. Please check with the Event Services Office for limited availability of adjacent parking in the Pegasus Circle.

I would like to have animals on the Patio. How do I do that?

All of the following are required for having animals on campus: Fill out a potentially hazardous event form (SAFE Form) Submit a certificate of liability insurance that has general liability and auto liability policy coverage, which names ÒUCF Board of Trustees, 4000 Central Florida Blvd., Orlando, FL 32816Ó as an Òadditional insuredÓ on the certificate, A brief letter stating that a professional animal handler, zoologist, vet, etc. will be in control of the animal and that it is in good health and will not be a risk to attendees (which includes providing the vet certificates on EACH animal that is going to be brought out). If you have any questions about the policies, please contact the Environmental Health & Safety Office at 407-823-6302.

Who can reserve the Patio Stage?

The Patio Stage may be reserved by Registered Student Organizations only.

What are the guidelines for amplified sound on the Patio Stage?

Amplified sound is only allowed on the patio stage on weekdays between the hours of 12pm and 2pm. Additional times include Friday - 4:30 pm to 11:30pm, Saturday - 12 Noon to 11:30pm, Sunday Ð 3:00pm to 7pm.

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BANNERS

How do I reserve banner space in the Student Union?

Banner space in the building atrium is reserved through the Event Services Office in room SU 312. Banner space is available to student organizations, University departments, sponsoring upcoming events in the Student Union and Student Union controlled facilities. Space is available on a first-come, first-served basis. Your may call us at 407-823-3677, e-mail us at unionres@mail.ucf.edu, or fax the completed form to us at 407-823-6483.

Banner Request Form

What are the banner requirements?

TThe banner must be professionally constructed with metal grommets at the top and bottom to accommodate the mounting brackets. The banner may be no larger than 10x5 and no smaller than 4x6. The banner must be advertising an specific event that will be held at the Student Union

What banner spaces are available?

There are a total of eight (8) banner spaces available: North Patio, and North, South, and Pegasus Atrium railings. There are also two spaces above Joffery's Coffee and Subway.

How long can I have my banner displayed?

Display space must be reserved in advance and is limited to seven (7) consecutive days for banners advertising specific events. Clients may schedule up to five (5) separate banner reservations per semester. There must be at least a one (1) week span between reservations.

How do I reserve the South Patio Marquee?

The marquee is controlled by SGA. Guidelines and request forms for the marquee may be obtained from the Event Services Office, room 312 .

Click here for Marquee Guidelines PDF

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FOOD COURT ADS
Can I promote my organization or an upcoming event in the Student Union Food Court Table Tents?

Yes, Registered Student Organizations and UCF Departments can, but the space must be reserved with the Student Union Event Services Office.

How do I reserve the Table Tents?
Table Tent Request Form

Table tent spaces may be utilized by Registered Student Organizations or UCF Departments to promote their organization or advertise their events that will be held in Student Union locations. No sales solicitations or public advertisements will be permitted. There will be 50 Table Tents for your use. Space is available on a first-come, first-served basis. Your may call us at 407-823-3677, e-mail us at unionres@mail.ucf.edu, or fax the completed form to us at 407-823-6483.

How long can I have my advertisement displayed?

Table tent spaces may be reserved up to two (2) times per semester, per organization, for seven (7) consecutive days per reservation (Monday-Sunday only). There must be at least a one (1) week span between reservations for the same organization.

What are the requirements for the advertisement?

The printed advertisement, supplied by the organization, is to be no larger or smaller than 6.25" tall by 4" wide. The advertisement must state the event name, date, time, and location OR promote the organization and its services. There will be 50 Table Tents for your use.

How does our advertisement get into the table tents and can we choose our spot?

The organization will be responsible for inserting their advertisements in the table tents in front of the Student Union generic ad for the space. The organization may not rearrange or remove any materials that are in the table tents. The Student Union will remove the advertisements after the reservation ends. If your organization would like to keep your advertisements, the organization will be responsible for clearing out the advertisements before 9am on the Monday following the reservation end.

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DONATION BOX

What is the Donation Box?

The box is a black and gold box that has been constructed for donation purposes. It has a slot in which the Student Union will place a flyer advertising your event. The Student Union will create this flyer. In order to do so, the following information is required: Hosting Organization Name: Donations are going to benefit: [Organization Name] Donations will be collected from [date] to [date]. Types of donations requested:

Where is the Donation Box going to be located?

The donation box will be located on the first floor of the Student Union, next to the Information Desk. It will be placed there by Student Union staff and may not be moved.

How do I reserve the Donation Box?

The Donation Box is reserved through the Event Services Office in room SU 312. Space is available on a first-come, first-served basis. You may call us at 407-823-3677, e-mail us at unionres@mail.ucf.edu, or fax the completed Room Request Form to us at 407-823-6483.

Room Request Form

How long can I have reserve the Donation Box?

The donation box area may be reserved up to five times per semester for a duration of up to one week at a time. There must be at least one week in between donation box reservations.

What happens if someone takes something from the Donation Box and how do I prevent that from happening?

The Student Union will not be held responsible for any items contained in the donation box. It is the organization’s responsibility to collect items out of the box daily, to help prevent overflow and loss of donated items.

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PARKING & THE UCF SHUTTLE

Where do my guests and I park?

You and your guests may park in any of the Green Student Lots or Parking Garages on campus. All of the parking garages and lots are located on the outskirts of campus and the Student Union is located in the center of the UCF Campus. You will have to walk to the Student Union from your car. Under NO circumstances will you be able to reserve a parking lot or garage for your guests.

How do we obtain parking passes?

There are parking pass kiosks located in any parking garage or lot. Each daily parking pass is $5.00. You may only use one pass per vehicle, per day. You may also purchase parking passes in advance from the Student Union Event Services Office room 312, (407) 823-3677 or from Parking and Transportation Services, (407) 823-5813. When you purchase parking passes in advance, they are at the discounted rate of $2.50 per pass.

Where does the UCF Shuttle service run?

The UCF Shuttle service runs on a specific route, at specific times. They will not deviate from their route or schedule in order to make special pick-ups or drop-offs

Click here for more information on routes and schedules

Can the public clients with events at the Student Union use the UCF Shuttle service?

Public clients that have events within the Student Union may use the UCF Shuttle during their normal hours of operation, free of charge. The UCF Shuttle service runs on a specific route, at specific times. They will not deviate from their route or schedule in order to make special pick-ups or drop-offs.

Click here for more information on routes and schedules