Reservation Policy

  1. Reservation priority will be given to programs sponsored by Multicultural and Diversity Affairs.
  2. A group may reserve a designated area in the Institute by submitting an online request form via the Black Affairs website.
  3. Reservations must include setup and breakdown time.
  4. Reservations must be submitted 3 weeks in advance of the date being requested. Reservations submitted less than 3 weeks in advance are not guaranteed consideration.
  5. Submitting a reservation request does not guarantee the use of the space. All reservations are subject to availability and the approval of the Institute Director.
  6. Status regarding the submitted request will be communicated within one business week of request submission date.
  7. Spaces cannot be reserved beyond the current semester.
  8. All event reservations must end at least 30 minutes prior to the end of building operating hours.
  9. No individual, groups, student organizations, departments, etc. may transfer their reservation to another party.
  10. Reservations are granted on a first-come, first-serve basis. Black Affairs may remove and/or reschedule any event in order to host a Black Affairs -sponsored event.
  11. Organizations determined not to be in good standing based on previous reservations will not be permitted to reserve space in the Institute for two months within the current or subsequent fall/spring semester. Factor contribute being determined not in good standing include but are not limited to:
    • Canceled reservations less than 3 business days prior to the day of the scheduled event.
    • Failure to clean space and complete the post-event process.
    • Damage to space, furniture, etc.
    • Problematic behavior during events (fights, disrespect of staff, creating a non-inclusive environment, violating space policies, etc.)
    • Failure to fulfill a scheduled reservation.

Post Event Clean Up & Follow Up

  1. An event closing checklist will need to be completed for any event.
  2. Failure to return the space in the same condition it was prior to the event will result in the full cost of custodial fees and any damages will be assessed to the reserving group.

Cancellations and No-show

  1. Reservation cancellations must be submitted via e-mail to (mcadet@ufsa.ufl.edu) by 5 p.m. no less than 3 business days prior to the day of the event (i.e. Communicating cancellation by 5pm Monday for an event reserved on Thursday).
  2. Any individual, groups, student organizations, departments, etc. canceling a reservation less than 3 business days prior to the day of the event will receive a warning for being in violation of the reservation policy. A second cancellation given less than 3 business days prior to the day of the scheduled event will constitute a violation and the group will not be able to reserve the space at the institute for two months within the current or subsequent fall/spring semester.
  3. Reservations not fulfilled within the first 30 minutes of the scheduled event will constitute a no show. Staff and space will be released from the scheduled event.
  4. Any individual, groups, student organizations, departments, etc. that are deemed a no show will be in violation of the reservation policy and will not be able to reserve the space at the institute for two months within the current or subsequent fall/spring semester.