Non-University Affiliates

Tours are by appointment only. Please call 850.474.3034 to make schedule a time that is convenient for you and when the venue is not in use.

If you are currently a part of a Registered Student Organization or UWF Department on campus, please reach out to Reservations@uwf.edu for more information on reserving a space. There are currently no other event space discounts within the University Commons. 

Event requests may be submitted up to 365 days in advance, but no less than three weeks before the event date. Advanced event services, such as Production Services or Event Catering, may not be available if requests are not submitted with sufficient notice. 

We encourage event planners to reserve a space and have your set up details confirmed at least 14 business days before the event date. We will not be accepting same-day reservations for meeting and major event spaces, effective July 6, 2021. 

The Conference Center Ballroom and Auditorium each have installed audio and video systems that include wireless microphones and connections for laptops and personal devices (laptops, tablets, phones, etc.). All meeting rooms have installed projectors that can be used by connecting a laptop or tablet. 

Event insurance is required for all Non-University Affiliate venue rentals within the University Commons. The policy is required to hold a $1,000,000 General Liability policy. This can be purchased through  K and K Insurance  or  Event Helper . You may also use a company of your choice. Your UCES event representative can provide a sample version of the event rental contract which goes into more detail as to what is required within the policy. 

The completed insurance policy must be provided to your UCES event representative no later than two weeks prior to your event date. 

The University Commons is conviently situated with two nearby parking lots, making it an ideal location for events. 

Whether it’s a small or large event, Parking Services wants to work with you to allocate the best available parking that is most convenient for your guests. 

Contact us early. We request a minimum of three weeks prior to the event start date. The event coordinator should complete the Event Parking Permit Form. Once we have your details, the coordinator will receive a link and further instructions. The link can then be shared with event attendees/participants where they may register their vehicle. Event permits are electronic (nothing to print or display) and are assigned to vehicle license plates. 

• Event Permits may not be issued to UWF employees or students, i.e. Event Permits may not be issued to vehicles registered to a current University of West Florida parking permit.
• If a guest does not know the license plate to register because they are using a rental car or will be borrowing a vehicle OR they registered for the event late, will need to stop at the Visitors Center to obtain a Visitor Hangtag.
• Single-day events with less than 5 attendees, and occurring during regular business hours Monday through Friday, should have guests stop at the Visitors Center to obtain a Visitor Hangtag.

To learn more or share this information with others, please utilize our Plan Before You Park Instructions (PDF).

Bus Parking – Parking Services is happy to provide event parking hangtags for buses along with a map indicating appropriate loading/unloading and parking areas for buses. However, because most UWF lots are not designed to accommodate the length of buses and because of safety concerns regarding obstructing visibility, a set of rules has been established specifically for parking buses on campus. Not following these rules can result in a parking citation.

• Arrangements for bus load/unload locations must be made prior to arriving on campus.
• Buses do not need to register but MUST park in LOT B ONLY, the designated area for bus parking. Buses must park in the back section of Lot B and allow for bus maneuverability. Lot B can accommodate approximately 6 full-size buses.
• Standing, staging, or parking a bus is not permitted in any area other than those designated for bus parking and bus load/unloading.
• Buses do not have the authorization to access pedestrian pathways (drive on sidewalks). The only exception to this is for the purpose of transporting persons with disabilities.

Bus Parking and the UWF Trolley – Because bus parking is not always as close to an event as a loading/unloading area, we suggest that bus drivers plan ahead to take a trolley from the parking location. If there is only one driver/chaperone, perhaps the bus should be parked and all attendees walk together or take a trolley to the event location.

Please visit our Special Events and Conference Parking page for more information. 

A Non-University Affiliate is anyone who is not currently enrolled at or working for the University of West Florida. 

UWF Alumni who are not currently enrolled at or working for the University of West Florida are considered Non-University Affiliates. 

Any food that is being provided by Non-University Affiliates must be provided by a registered and approved caterer or must adhere to the Cottage Food Laws of Florida. Please notify your UCES representative of your choice of catering. 

Per the Cottage Food Laws of Florida:

Cottage Food Law Basics

• Cottage food operators may sell cottage food products on their website, by mail order, and direct to consumer (in person).
• Cottage food products cannot be sold wholesale. 
• Cottage foods must be properly packaged and labeled. Cottage food operators can serve free samples for tasting, but the samples must be prepackaged. 
• A cottage food operation must comply with all state or federal tax laws, rules, regulations or certificates that apply to all cottage food operations.

The cottage food law requires specific labeling requirements for the sale of cottage food products.

A cottage food operation may only sell cottage food products which are prepackaged with a label affixed that contains the following information (printed in English):

• The name and address of the cottage food operation

• The name of the cottage food product

• The ingredients of the cottage food product in descending order of predominance by weight

• The net weight or net volume of the cottage food product

• Allergen information as specified by federal labeling requirements

•If any nutritional claim is made, appropriate nutritional information as specified by federal labeling requirements

• The following statement printed in at least 10-point type in a color that provides a clear contrast to the background label: “Made in a cottage food operation that is not subject to Florida’s food safety regulations.”

UWF Catering Guidelines and Approved Vendors