Special Event/Conference Parking

Parking Services is Here to Help

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.

Before you begin there are a few things to consider about your event, such as:

• Who will be the coordinator (point of contact) for your event?
• Does the event have a name that guests would recognize?
• How many people will be attending?
• How long will the event last?
• What is the location of the event?

Early planning makes for great events

Contact us early. We request a minimum of three weeks prior notice 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 virtual (nothing to print or display) and are assigned to vehicle license plates.

Virtual Event Permits are assigned to vehicle license plates. A virtual permit will be created for each guest. Your guests DO NOT need to contact Parking Services. They will receive an email when they apply for an event permit. Guests should complete the registration link before noon the business day prior to the event. Guests that register past the deadline must obtain a virtual visitors permit.

Bus Parking - Parking Services is happy to provide parking 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 six full-sized buses.
• Standing, staging, or parking a bus is not permitted in area other than those designated for bus parking and bus loading/unloading.
• Buses do not have the authorization to access pedestrian pathways (driveways or 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 to take a trolley to the event location.

Coordinator Responsibilities

• Choosing the event name and ensuring guests know to choose this event from the menu as they register their vehicle.
• Contacting Guests to let them know the event location, parking lots they will be parking in, event time, and other pertinent details related to the event.
• Ensuring guests know to register their vehicle before the deadline using the link provided.

Additional Considerations

• Students and Staff are not eligible for virtual visitor or event parking permits.
• Rental cars - If guests do not know the rental license plate, please advise them to stop at the Visitors Center to scan the QR code for the virtual visitor parking permit.
• Single-day events with five or fewer attendees, occurring between 8 a.m. and 5 p.m. should have their guests obtain virtual visitor permits. The link to register for a virtual visitor permit can be sent to guests via email upon request.
• Buses do not need to register, but MUST park in LOT B ONLY.

For questions about Event Parking, contact Chip Chism, Parking & Transportation Services Director, at 850.473.7711, or email eventparking@uwf.edu.