Thank you for considering the University of West Florida for your event. Below are answers to some of the most commonly asked questions regarding our reservation process and venue operations. If you do not find the information you need, please contact us at conferenceservices@uwf.edu or call 850.474.3034.
We welcome the opportunity to show you our event spaces and help you envision your event at UWF. To ensure the best possible experience and that a team member is available to assist you, we kindly ask that all tours be scheduled in advance. Walk-in visits are not accommodated.
Please complete our Inquiry Form or email your availability to conferenceservices@uwf.edu. A member of our team will promptly follow up to coordinate a personalized tour at a time that works for you.
We look forward to helping you plan a successful event!
Yes, alcohol may be permitted at events held in University Commons venue spaces; however, prior approval and detailed planning are required. If you intend to serve alcohol at your event, it is essential that you notify UWF Reservations and Conference Services team as early as possible during the planning process. This allows adequate time to review your request, obtain the necessary approvals, and ensure compliance with all University of West Florida policies, state laws, and risk management guidelines. Alcohol service must be provided by a licensed and insured vendor approved by the University, and additional security measures may be required depending on the nature and scope of your event. Please note, the presence of UWF Security is mandatory for all events where alcohol is served. Failure to adhere to these procedures may result in the denial of alcohol service at your event.
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.
Yes. All non-University-sponsored events must submit a certificate of liability insurance (COI) no later than 14 days prior to the event. Insurance requirements include:
We recommend vendors K and K Insurance or The Event Helper.
Yes, once your event has been officially booked and confirmed through our office, you will be granted access to our curated list of recommended vendors. This list includes trusted professionals for services such as catering, décor, audiovisual support, entertainment, and more. These vendors have been selected based on their quality of service, familiarity with our facilities, and positive feedback from past clients. While you are not required to use these vendors, we highly encourage considering them to ensure a smooth and successful event experience.
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 secure your event date, a $200 non-refundable deposit is required. Please note that your event is not considered confirmed until this deposit has been received. The remaining balance for your reservation must be paid in full no later than two weeks (14 days) prior to your event date. Failure to submit the final payment by this deadline may result in the release of your reservation and forfeiture of the deposit.
We encourage you to submit your deposit promptly to ensure your preferred date remains available.
To ensure adequate time for contract processing, logistical planning and coordination with campus partners, all reservation requests for venue spaces must be submitted no less than 21 business days prior to the proposed event date. This lead time allows our team to properly review event details, finalize necessary agreements, and provide the support needed to facilitate a successful and well-organized 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 well-being of all participants, your event coordinator will review these details and consult with the University Police Department as necessary.
Please note that police presence is mandatory at all events where alcohol is served. If your event falls into this category or meets other criteria that warrant police support, your coordinator will inform you and assist with coordinating the appropriate arrangements.
Yes. A dedicated event services Building Manager will be on-site to open up your venue space(s), provide assistance and answer any questions.
Building Manager Phone: 850.516.3507
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.
Clients are solely responsible for removing all personal belongings, decorations, equipment and any other items they have brought into the reserved space. All such items must be cleared from the venue by the conclusion of the event and prior to the scheduled end time of the reservation. While standard trash bins are provided for client use, our staff will manage the collection and disposal of bagged waste placed in the designated receptacles.
Please note: Failure to remove all personal items and décor, or to 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 requires 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 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 access is available for all events held in the University Commons venue spaces.
Login credentials will be provided to the primary event contact on the day of the event. If you require Wi-Fi access in advance, for purposes such as event planning, setup or testing, please contact the Reservations and Conference Services team prior to your event date. We will be 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.
Yes. University Commons and Event Services personnel will conduct routine walkthroughs of the reserved venue spaces throughout the duration of your event. These monitoring activities are part of our standard operational procedures to ensure the proper use of facilities, address any immediate needs or concerns, and uphold a safe and orderly environment for all attendees. Our team’s presence is intended to provide support and help ensure the success of your event.
Although a comprehensive guest list is not required, we kindly request 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.
Guest entry points vary depending on the specific event location and individual accessibility needs of each guest. To ensure a smooth arrival experience, your assigned event coordinator will work closely with you to identify the most suitable entrance for your event. They will also provide clear directions and guidance tailored to your guests’ requirements.
For additional reference and planning, you may view the University of West Florida’s digital campus map.
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.
Yes, a variety of amenities are available upon request to enhance your event experience. Our Campus Dining team can provide glassware as needed, while University Commons and Event Services offer linen options, including tablecloths and napkins. Please be sure to specify your requirements during the booking process so we can best accommodate your needs.
Yes, a non-refundable deposit of $200 is required to secure your event date. This deposit will be applied toward your final invoice. Please note that your reservation is not considered confirmed until the deposit has been received. For all event reservations, University Commons and Event Services require this deposit as part of the standard booking process.
Payments for University Commons and Event Services may be made in person at the Service Desk, located in Building 22 on the University of West Florida campus.
University of West Florida
Building 22
11000 University Parkway
Pensacola, FL 32514
For all billing-related questions or inquiries, please contact our billing office at ucesbilling@uwf.edu.
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, 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.
conferenceservices@uwf.edu
850.474.3034
Facility Hours | Fall 2025
Mon-Fri: 7:15 a.m.—9 p.m.
Sat-Sun: 10 a.m.—8 p.m.
If you are part of a current UWF student organization, faculty, or staff member, please log in to the Event Management System (EMS) via your MyUWF to make your reservation.
