Policies

To initiate a reservation request, please log in to the MyUWF portal and search for "EMS Reservations System." Once in the system, select the appropriate booking template that corresponds with your desired venue space to begin the event request process.

Commonly Used Booking Templates:

• Commons – Audio/Visual Delivery Request (Off-Campus, Select Locations Only)
• University Commons Event Space Request – Building 22
• University Commons Meeting Room Request – Building 22
• Promotional Tabling / No-Activity Space Request

Be sure to select the template that best aligns with your event or activity needs to ensure accurate processing of your request.

When filling out the form, you will be required to provide key details about your event schedule, including the following:

• Setup Start Time (when you plan to begin preparing the space)
• Event Start and End Time (the actual time your program will run)
• Cleanup Time (how long you will need after the event concludes to clean up)

Provide a detailed summary of the event, including:

• Type of meeting or celebration
• Activities planned (e.g., performances, speakers, workshops)
• Schedule or agenda
• Target audience (students, staff, public)
• Topics being discussed
• Names of any non-UWF speakers or presenters (required)

Yes. You must disclose:

• Any outside vendors (e.g., catering, rentals, entertainment)
• Any decorations
• Items such as:
  
  • Food and/or alcohol
  • Tables and chairs
  • Electricity (especially for outdoor events)
  • Special features like a stage, dance floor, or easel

Prohibited: helium balloons, glitter, confetti, candles, wax, gel beads, sand, soil, insects, uninsured live animals, paint, or liquid glue.

Be ready to provide:

• Budget estimate
• Funding source(s) (departmental funds, SGA, Foundation, etc.)
• Payment method (Interdepartmental Billing, Foundation, etc.)
• Indicate how you plan to invite guests:
  • Open to the public
  • Invitation-only
  • Internal campus communication
  • Other

Yes! There is an optional question to indicate interest in joining the Event Planners Group, which provides planning tips and updates from UCES.

If you need assistance, you can contact us at any time. University departments should email us at ucesdepartments@uwf.edu, while Registered Student Organizations (RSOs) should reach out to ucesstudentevents@uwf.edu.

Yes, we highly recommend that University departments and Registered Student Organizations (RSOs) schedule a venue tour prior to submitting a reservation request. Touring the event space in advance provides an opportunity to assess the layout, amenities, and suitability of the venue for your specific program needs. This step can greatly enhance the planning process and help ensure the space aligns with your event goals and logistical requirements.

Venue tours are offered by appointment only and must be scheduled in advance. To request a tour, please contact the appropriate email address based on your affiliation: departments should email ucesdepartments@uwf.edu, and RSOs should email ucesstudentevents@uwf.edu. Once your request is received, a member of our team will follow up to confirm availability and coordinate the details of your visit.

(Effective July 1, 2025)

To ensure equitable access to limited venue space and promote efficient scheduling, University departments and Registered Student Organizations (RSOs) are permitted to hold a maximum of two event dates per single-day event each month. These include one (1) preferred event date and one (1) alternate date. The alternate date must be submitted as a separate reservation request and clearly identified as a backup. Requests for more than one alternate date per event are not permitted.

Violations of this policy—such as attempting to reserve multiple alternate dates or misrepresenting event details—may result in the cancellation of reserved dates or a temporary suspension of reservation privileges.

This policy has been implemented to support fairness in the reservation process and ensure all campus users have the opportunity to access event spaces. For assistance with submitting preferred and alternate date requests, please contact our office.

To properly submit a preferred and alternate date for a single-day event, you must follow a two-step reservation process through the EMS Reservations System:

1. Submit your Preferred Date:
   Log in to the MyUWF portal and access “EMS Reservations System.” Begin by submitting a reservation request for your preferred event date. Complete all required event details, including setup, event, and cleanup times. Clearly title your event request with the event name and indicate that this is your Preferred Date.
2. Submit your Alternate (Backup) Date:
   Submit a separate reservation request for your alternate date. In both the Event Name field and the Event Notes section, clearly identify this submission as an Alternate Date or Backup Date. This ensures Reservations and Conference Services can distinguish between the two requests and manage the hold process appropriately.

Only one preferred date and one alternate date may be submitted per single-day event. Submitting multiple alternate dates or holding more than two total dates for the same event may result in cancellation of all related requests.

Example:
You are planning a student leadership workshop in October. You would complete two separate requests in EMS as follows:

• Preferred Date Request (October 10, 2025):
  • Event Name: “Student Leadership Workshop – Preferred Date”
  • Event Notes: “This is the primary (preferred) date for our event.”
• Alternate Date Request (October 17, 2025):
  • Event Name: “Student Leadership Workshop – Alternate Date”
  • Event Notes: “This is the backup (alternate) date for our event in case the preferred date is unavailable.”

Both requests will be reviewed, and the preferred date will be processed first. The alternate date will remain on hold and may only be activated if the preferred date becomes unavailable or your plans change.

Alcohol may be permitted at events held in University Commons venue spaces; however, advance approval and comprehensive planning are required. If alcohol service is being considered for your event, you must notify the UWF Reservations and Conference Services team as early as possible in the planning process. This ensures sufficient time for the review of your request, the acquisition of all necessary approvals, and compliance with University of West Florida policies, state regulations, and risk management protocols.

Please note that events involving alcohol require the presence of University police to provide security. Associated costs for security services will be determined and billed by the University Police Department.

While we recommend our on-site catering partner, UWF Argo Food Company, for their versatility and quality, outside caterers are allowed. All non-University caterers must be approved by UWF Licensing. Please note that external caterers are not permitted to access or utilize UWF kitchen facilities. A list of approved caterers is available on the Approved Caterers webpage.

All events must begin no earlier than 6 a.m. and must be fully concluded, including all cleanup and teardown activities, no later than midnight. The reserved time must account for the full duration of your event, including setup and breakdown. Events cannot extend beyond the reserved time frame under any circumstances.

Please communicate your detailed event timeline, including setup and cleanup needs, with your assigned event coordinator in advance to ensure adequate planning and support.

To ensure proper planning and coordination, all requests for venue space within the University Commons must be submitted at least three weeks (21 calendar days) in advance of the proposed event date. This advance notice allows sufficient time to review event details, confirm logistical needs and coordinate with relevant campus partners. Submitting your request early helps ensure a smooth reservation process and a successful event experience.

No, storage space is not available within the University Commons for materials or equipment associated with events. All items brought into the facility are the sole responsibility of the sponsoring organization. The University Commons and Event Services team is not responsible for any items left behind following an event.

The requirement for a University Police Officer at your event is based on several factors, including the nature, size, location, time and expected attendance. To ensure the safety and wellbeing of all participants, your event coordinator will review these details and consult with the University Police Department as necessary.

You may access the venue for the full duration of your reservation. If you need additional time before or after your event, please include that in your booking.

Our team will ensure that your reserved venue is set up in accordance with the layout and equipment specifications you selected during the booking process. All arrangements will be completed in advance, and the space will be fully prepared and ready for use at the scheduled start time of your reservation.

Please note: Failure to remove all personal items and décor or leave the space in a reasonably clean condition may result in additional charges, including, but not limited to, cleaning fees, storage fees, or disposal costs. To avoid such penalties, clients are encouraged to perform a thorough walkthrough of the space prior to departure to ensure all belongings have been collected and all areas have been properly vacated.

Your reservation grants you access to the reserved University Commons and Event Services venue space for the full duration specified in your confirmation. If you or your group require additional time for event setup, decoration, or teardown beyond the scheduled time frame, this must be requested and approved in advance. Unscheduled early arrivals or late departures may conflict with other events and cannot be guaranteed. To ensure smooth operations and avoid scheduling conflicts, please contact the Reservations Office as early as possible to extend your reservation if needed.

Yes, rooms remain locked unless prior arrangements have been made for them to be opened. Upon your arrival, please contact the on-site Building Manager to gain access to your reserved space. The Building Manager can be reached directly at 850.516.3507. If you anticipate needing access at a specific time, we recommend coordinating in advance to ensure a smooth entry.

No, smoking is not permitted. The University of West Florida (UWF) is a designated tobacco-free campus. The use of all tobacco products, including but not limited to cigarettes, cigars, pipes, e-cigarettes and smokeless tobacco, is strictly prohibited in all indoor and outdoor areas of the campus. This policy applies to all students, faculty, staff, visitors and contractors and is enforced in and around all university-owned, operated, or leased facilities and grounds.

Yes. All of our venues are fully compliant with the Americans with Disabilities Act (ADA) and are accessible to individuals who use wheelchairs or have other mobility needs. We are committed to providing an accommodating environment for all guests. To ensure we can best support your event, please notify our team of any specific accessibility requirements during the planning process.

Yes, complimentary Wi-Fi is available in all University Commons venue spaces.

All UWF students, faculty, and staff should use their ArgoNet credentials to access the campus wireless network.

For guests or external users who do not have ArgoNet credentials, temporary login credentials will be provided to the primary event contact on the day of the event. If early access is needed for event planning, setup, or testing purposes, please contact the Reservations and Conference Services team in advance. We are happy to coordinate early access to ensure your needs are met.

Yes, a private lactation space is available in our venue for nursing parents. To access this space, please inform your event coordinator during the planning process, or visit the Information Desk on the first floor of the University Commons. The lactation room is a secure, comfortable environment equipped with seating, electrical outlets, and a locking door to ensure privacy. We recommend requesting access in advance to ensure availability during your event.

Although a comprehensive guest list is not required, we kindly request that you provide an estimated headcount for your event. This information is essential for ensuring the safety of all attendees and for facilitating appropriate logistical planning, including room setup, staffing, and emergency preparedness. Your cooperation in this matter is greatly appreciated.

Yes, our venue spaces are equipped with integrated sound systems that are well-suited for background music, public speaking, and multimedia presentations. These built-in systems are ideal for meetings, lectures, and social gatherings requiring basic audio capabilities.

For events involving more complex production needs—such as DJ performances, live musical acts, or large-scale presentations—we offer a comprehensive inventory of professional audiovisual equipment available for rent. In addition, our dedicated AV support staff is available to assist with planning, setup, and operation, ensuring that your event runs smoothly and meets all technical requirements.

Please note: AV support staff services are available at an additional cost. We highly recommend coordinating with our team in advance to ensure the appropriate technical support and equipment are in place for your event.

We encourage event organizers to consult with our AV team in advance to determine the most effective setup and equipment for their specific event goals.

All interdepartmental billing communications will be managed through the Jira ticketing system to streamline processing and improve tracking. Clients will receive a Jira ticket when billing action is required, and they should review the attached invoice carefully. When submitting billing information, please reply directly within the Jira ticket with the appropriate details. For departmental charges, provide your index and account code. For foundation charges, include your Foundation funding source or project code along with any supporting documentation. If you are not the correct billing contact, please add the appropriate person to the Jira ticket or notify our team immediately to avoid delays. All follow-up questions, clarifications, and status updates will be handled within the same Jira ticket. 

Please ensure all billing correspondence and documentation are submitted within the Jira ticket to support timely and accurate processing.

Parking is available for guests attending events at the University of West Florida; however, all vehicles must be registered in compliance with UWF’s event parking policy. Our team is available to assist event organizers in coordinating parking logistics, including registration procedures. To ensure a smooth arrival experience, we strongly recommend that all guests plan to arrive at least 20 minutes prior to the event start time to allow adequate time for parking and entry. Please note that valet parking services are not provided on campus.

Yes, commercial bus parking is permitted on campus. Designated bus parking is located in Lot B, which is adjacent to the UWF water tower. Event organizers are encouraged to coordinate with our team in advance to ensure space availability and facilitate proper bus routing and staging.