BLACK AFFAIRS IS A GREAT PLACE TO HOST ORGANIZATIONAL MEETINGS, CLASS SESSIONS AND SMALL SPECIAL EVENTS.

The cost of reserving a room at the IBC or BEC is free for UF departments and student organizations and non-UF-contract food and beverages are permitted at the IBC only (the BEC requires use of UF catering). Please submit your reservation requests at least two weeks in advance.

Note: For special after-hours events (after 5 p.m. on Fridays or weekend events), please submit the online reservation form and email us directly with the specifications of the event.

Meeting Room Policies and Procedures

ROOM RESERVATIONS

Reservations for a one-day event/meeting must be made at least two weeks in advance of the event, unless otherwise noted.

All attendees should check in and sign the guest book upon arrival. If the space is not found in a clean and orderly state, attendees should notify a staff member immediately upon arrival. Failure to do so may result in your organization being held responsible for a violation of the policies below. The space must be returned to the original set-up that you found it.

RESERVATION TIME

Meetings should start and end at the scheduled time. This should include the time needed to restore facilities to its original state. Meetings, programs, events may not be extended without the approval of the Black Affairs Leadership Team. Ambassadors do not have the ability to approve extensions.

WAITING AREA

Visitors/guests are welcome to use the waiting room areas. For events held during normal hours of operation noise levels within the waiting room area should be kept to a minimum as to not impede regular business operations and/or any other programs/events.

STAFF WORK AREAS & COMPUTERS

Workstations are reserved for staff use only. Use of staff computers is not allowed. Visitors at the IBC are welcome to use the computer lab for personal use. While using the computers do not: 1.) Download any programs onto computers, 2.) Spill food/drink onto computer components, work/computer components, 3.) Do not leave food debris, trash, etc. around work table/computer table, 4.) Abuse office equipment in any manner. At the BEC, there are no public computers

TELEPHONES

Telephones are to be used by the staff only. Anyone needing to make a phone call must get permission prior to use.

FOOD/ CLEAN-UP

Food is allowed at meetings and events, but must be arranged at the time of reservation. Each individual/organization is responsible for ensuring that the food served is in compliance with UF’s food policy and the reserved space is cleaned and left in an orderly manner before departure. Damage to office facility/equipment resulting from the abuse of facility space may result in a replacement fine/carpet cleaning fee charged to the individual/organization. Repeated violations may result in a suspension of space reservation privileges.

EQUIPMENT

Equipment request should be made at the time of the reservation request. Problems with office equipment should be reported to the staff on duty. Abuse of office equipment resulting in damage may result in charges being assessed to the individual/organization. Equipment available for loan: MAC adapter

A/V AVAILABILITY

The IBC Large Meeting Room and the BEC is equipped with A/V projector and screen. You must provide your own computer.

CANCELLATIONS

Cancellation of a reservation should be confirmed by contacting the IBC at least 24 hours prior to the scheduled start time of the reservation, whenever possible.

AMPLIFIED SOUND

Due to noise ordinances, events held at the IBC that include the use of outdoor speakers must not go beyond the hour of 10:00 PM. After this time, noise levels should be kept to a minimum by moving speakers/loud sounds inside of the Institute.

Click Here to Reserve a Room!