Frequently Asked Questions

Event requests may be submitted anytime for the current academic year, but no less than three weeks before the event date. Advanced event services, such as Production Services, may not be available if requests are not submitted with sufficient notice. 

We encourage event planners to have your set up details confirmed at least two weeks before the event date. We will not be accepting same-day reservations for meetings, promotional tables, and major event spaces, effective July 6, 2021. 

Promotional tabling requests may be submitted through EMS Web up to 365 days in advance, but no less than three days before the requested date. 

EMS is the Event Management System that the University uses to create and keep track of events. It allows you to reserve a space and your event quickly and conveniently. To access the EMS Web App, log into your MyUWF account, and search for EMS Web Event Reservations.

1. Log in to myUWF.
2. Search "EMS" and select "EMS Web Event Reservations."
3. If you have access to EMS, then you should be immediately logged in when you select it.

Note: Only officers of a student organization that are listed as "officers" in Argo Pulse will have access to the EMS Web App. If the EMS Web App does not appear on your MyUWF, check your student organization's Argo Pulse roster to make sure you are listed as an officer.

A recurring reservation is a weekly, bi-weekly, monthly, etc. meeting that you need recurring. You can make a recurring reservation when you make your first reservation or add bookings to an existing reservation.

To make a recurring reservation:

1. Log in to the EMS Web App.
2. Go to the “Create a Reservation” tab (EMS opens typically on this page; if not, click the tab on the left panel).
3. Select your template (Example: “University Commons Event Space Request: Bldg 22,” etc.)
4. Select “Book Now” next to your preferred template.
5. Fill out your needed Date & Time for the first event, then click “Recurrence” to add additional dates.
6. Under “Recurrence,” you can add what dates the reservation repeats on. You can make a daily, weekly, biweekly, etc. You can also make “Random” recurrences and select multiple dates of a calendar. Random recurrences are useful when you have various events on different days of the week.
7. Fill out the start and end dates, and the start and end times (Note: the times must be the same for each reservation. If they occur at different times, you will need to make another booking.)
8. Once done, select “Apply Recurrence.”
9. After you have applied the recurrence, select “Search” to search for a room.
10. A list of available rooms will appear. There will be a column that says “Available” that shows how many days each of the rooms is available. (Example, if you requested four days and the space is only available on three of those dates, it would say “¾” under “Available.”

A Reservations Consultant can assist you with using the EMS Web App to submit a reservation request. You can contact the Reservations and Conference Services Office by phone or email to schedule an in-person or virtual appointment with our team. Please contact the Reservations Consultants at (850) 474-3194 or by email at reservationsinfo@uwf.edu to schedule an appointment.

Yes. Please contact the Reservations and Conference Services Office by phone at (850) 474-3194 or email us at reservationsinfo@uwf.edu in order to make an appointment for a walkthrough of the space(s) requested.

You may check your reservation status by logging into the EMS Web App and finding the event status (listed under My Events) or contacting the Office of Reservations and Conference Services at (850) 474-3194 or email at reservationsinfo@uwf.edu.

The University Commons has an in-house audio visual team that is ready to assist you in any of your event needs. You can request an AV technician to attend and work your event through your event coordinator for an hourly fee. 

Linked here is a downloadable Presenter Checklist that is full of quick tips and helps explain what to plan for. 

Yes! We offer a variety of tools to help with video conferencing needs. All meeting rooms and equipment are provided with ethernet accessibilities to support against lagging. We provide a panoramic lens for virtual meetings with more than 3 people to go with your video needs. To know more about Video Conference availability and what we provide, please contact the Office of Reservations and Conference Services by email at reservationsinfo@uwf.edu.

Events may take place within the hours of 6:30am and 11:00pm within the University Commons. However, any events taking place outside of the current operation hours, will incur an hourly fee for the space. 

Please see the footer below for the most accurate and current hours of operation. 

Due to the University Commons being closed on Sundays for the current semester, we will only be able to open for events that are three hours or longer. It will be $35 per hour on Sunday to remain open. Contact the Reservations Graduate Assistant at reservations@uwf.edu to schedule a Sunday event.

We need at least three weeks to prepare for an event to ensure we can accommodate you to the best of our ability. Our accommodation includes proper staffing, proper cleaning, and event equipment availability.

You may decorate the space for your event. However, the following list of items are prohibited in the University Commons and Conference Center.

• Any type of tape on painted surfaces, doors, or airwalls
• Thumbtacks, putty, nails, Command Strips, or glue
• Glitter, feathers, paper confetti (includes balloons with confetti), gel beads, rice, powder, or any items that may stain or embed it into the carpet
• Sand Weights
• Wax (Dance, Melting)
• Wax candles or other open flames (must be artificial candles with light)
• Any items that would be considered a tripping or fire hazard
• Nothing may hang from the ceiling unless placed by a licensed vendor or Commons Staff
• Paint (Must be approved)
• Dirt/Soil (Must be approved)
• Decorating the trees or plants placed in areas inside the University Commons
• Exits/Exit signs may not be obstructed or covered

All decor and trash must be removed from the event at the end of your event. If excessive clean-up is needed, you will occur a fee.

Yes! Posters can be hung on the boards on the first floor of the Commons, near the Argo Galley. 

Digital Signage is also available and can be reserved by visiting the link here. There are multiple screens within the Commons that students and visitors see while inside. 

Yes, approved food and catering are allowed. This approval must be cleared prior to the event.

For more information on University food safety guidelines, please visit the Food Safety page. For more information on catering or food options, please visit the Catering site and review the University Catering Policy. Please contact the Office of Reservations and Conference Services by phone or email to discuss catering or food options for your event. 

Yes, Alcohol is allowed to be served at events. If the event is in the University Commons, alcohol must be serviced through Aramark. Please visit the Aramark Catering and Alcohol Guidelines to view pricing on Alcohol beverages.

Student Organizations who plan to have alcohol at their event must follow the Alcohol Policy for Student Organizations. 

Note: Any alcohol serviced will require security for the event; this will require a fee of $50 an hour for safety.

Campus police are not required to be at every event; however, campus police may be required to be present depending on the event’s size, activities, and location. Please contact the Office of Reservations and Conference Services by phone or email to discuss how this may affect your event.

Event contacts will be responsible for cleaning after an event. All decorations are to be removed immediately after an event. All furniture must be returned to its original location.

NOTE: a fee of $75.00 may be added to your event’s cost if not cleaned. A larger charge will incur if there is damage to space(s).

Special event insurance is an insurance policy that helps protect the investment in a specific event. Special events that may require insurance are pagents, performances, large dinners, dances, sporting events, etc. 

Once your reservation is submitted via EMS, the Reservations team will review the event details and notify Campus Partners as needed. Risk Management, an EMS Campus Partner, will deteremine whether or not an event requries event insurance. If an event does require event insurance, Risk Management will reach out to the event host directly via email and notify the Reservations team. If they determine the event will require event insurance, the policy must be purchased prior to the event taking place. The Risk Management team will advsie on how to purchase the needed policy. 

If you need to change your event’s date or time, you can do so through the EMS Web App.

1. Log on to myUWF and open EMS Web Event Reservations.
2. Select “My Events” from the left column.
3. Click on the event name of the event you wish to change.
4. Scroll down to the section that reads “Bookings.”
5. Select the pencil next to the event date you would like to change.
6. Under “Date & Time,” change the date/time and select “Update Booking.”
7. If the room is available during that time, EMS will update.
   • If your current space is not available, select “Search” under “Date & Time” to see available spaces, and select an available space.
     

If you have trouble using the EMS Web App to reschedule your event, please contact the Office of Reservations and Conference Services by phone or email.

To make any changes to your reservations, please contact the Reservations Office at 850-474-3194 or by email at reservationsinfo@uwf.edu to discuss your setup changes.

NOTE: Cancellations and changes must be made 72 hours prior to the start of your event to avoid a fee. Weekends are not calculated into the 72-hour window.

To make any changes to your set up, please contact the Reservations Office at 850-474-3194 or by email at reservationsinfo@uwf.edu to discuss your setup changes.

NOTE: Changes must be made 72 hours prior to the start of your event to avoid a fee. Weekends are not calculated into the 72-hour window.

If you need assistance during your event, you can contact the Building Manager on duty. You can reach them at (850) 516-3507, or in their office downstairs in Building 22, Room 101G.

Yes! You are welcome to email productionservices@uwf.edu for any audio/visual questions you may have. 

All audio visual equipment or staffing will be officially reserved through your assigned event coordinator by calling (850) 474-3194 or emailing reservationsinfo@uwf.edu. 

Note: If you would like to have an Audio Visual Technician present at your event, there is a two-hour minimum and they are $25 per hour. Audio Visual Technicians are reserved through your event coordinator.

**Reaching out to productionservices@uwf.edu does not apply the services or equipment to your reservation. This is only for questions or clarifications. 

You can add some additional equipment to an event based on the equipment’s availability, time of setting it up, and staffing available to set up.  Please contact the Building Manager at  (850) 516-3507 or Building 22, Room 101G.

NOTE: Any same-day changes may result in an additional fee.

To cancel your event through the EMS Web App: 

1. Log on to myUWF and open EMS Web Event Reservations.
2. Select “My Events” from the left column.
3. Click on the event name of the event you wish to cancel.
4. If you would like to cancel the whole reservation  (NOTE: canceling the reservation will cancel every booking listed under the reservation):
5. On the right side of the page, click “Cancel Reservation.”
6. On the pop-up, click “Yes, Cancel Reservation” to cancel the reservation.

If you would like to cancel a single booking: 

1. Scroll down to the section that reads “Bookings.”
2. Select the red minus sign next to the event date you would like to cancel.
3. On the pop-up, click “Yes, Cancel Booking” to cancel the booking.

If you have trouble canceling through the EMS Web App, please contact the Office of Reservations and Conference Services by phone or email so that we may assist you.

Note: Late cancellations may result in a fee.

You will incur a cancellation fee depending on the size of the event and the time in which you cancel the reservation. Please contact the Office of Reservations and Conference Services by phone or email to see the fee inquired onto your account upon canceling your event.

The primary billing contact for the event will be in charge of any fees incurred after the event. If billing contact information needs to be changed or you would like to know who the primary billing contact is, please contact the Office of Reservations and Conference Services by phone or email.

The Office of Reservations and Conference Services will notify the event’s primary billing contact of any additional charges or fees after the event’s date by email.

Any decor and items from the event contact must be removed from the venue at the conclusion of the event. 

If an event is not cleaned or has decorations removed, there will be an additional charge of $75.00 to the account. 

NOTE: A larger charge will incur if there is major damage to the event or meeting space(s).

We encourage you to pay the outstanding balance before any additional bookings can be made. Unpaid balances may result in the cancellation of future event bookings.

Please contact the Office of Reservations and Conference Services at reservations@uwf.edu or by phone at (850) 474-2408 to discuss how to fix any outstanding balances.

All payments will be due two weeks after your event, or two weeks after the invoice was sent. The billing due date will be listed on the invoice.

Event requests may be submitted anytime for the current academic year, but no less than three weeks before the event date. Advanced event services, such as Production Services, may not be available if requests are not submitted with sufficient notice. On campus deliveries are only permitted at the locations listed below. 

We encourage event planners to have your set up details confirmed at least two weeks before the event date. We will not be accepting same-day reservations for meetings, promotional tables, and major event spaces, effective July 6, 2021. 

Delivery locations available: 

Rec Plex North

Wellness Building 960 - 1st Floor

Wellness Building 960 - 2nd Floor

Building 76A Atrium

Camellia Garden

Coummunity Garden

Connection Deck 

Building 82 Amphitheatre

Pen Air Field 

Darrell Gooden Center Building 73

Argonaut Athletic Club 

Building 12 Flagpole

University Park Field 

Building 4 - Science and Engineering