FAQs
Frequently asked questions of the UWF Reservations and Conference Services. Didn’t find an answer or looking for more information? Please contact us at conferenceservices@uwf.edu or 850.474.3034.
Pre-Event Planning
Yes! Please submit the inquiry form or email your availability to conferenceservices@uwf.edu. Our staff will reach out to schedule a venue tour.
Yes, with prior preparation and approval. Please consult with your event coordinator as soon as possible if you’re interested in having alcohol at your event.
Our in-house caterer, UWF Argo Food Company, is phenomenal and can prepare all types of cuisine; however, we do allow outside caterers. All outside caterers must be approved by UWF Licensing. Outside caterers are not permitted to use kitchen spaces. Approved caterers are listed on the UWF Business and Auxiliary Services website.
Yes. All non-University-hosted events must submit event insurance 14 days prior to the event date. Event insurance requirements are listed below.
Insurance Requirements
a.) Private Entities: If user is a private entity, user agrees to furnish to UWF, contemporaneously with the signing of this Agreement, a certificate of liability insurance (COI), naming the University of West Florida Board of Trustees as an additional insured. The COI must provide proof of commercial general liability insurance that covers the Program and related activities in an amount of at least $1,000,000 per occurrence and at least $3,000,000 general aggregate. The insurance coverage must remain in effect for the duration of the Program.
b.) Public Entities: If user is a public entity, user must furnish proof to UWF contemporaneously with the signing of this Agreement that user is adequately self-insured for general liability to cover the Program and related activities. Alternatively, user may produce a COI that meets the requirements for private entities in subparagraph (a) of this section.
Please ensure it lists University of West Florida Board of Trustees as additionally insured. You can purchase this from any provider, or from our recommended vendors, K and K Insurance or The Event Helper.
Yes. During the booking process, you will have access to our team’s preferred vendor list.
Yes, all events must be concluded and cleaned up by the time their reservation ends. Please discuss events and breakdown times with our team.
The University Commons venue spaces require an event deposit to secure venue dates and times. Please speak with a member of our team to discuss deposit requirements.
Due to the University contract process, events must be booked at least 21 business days from the event date.
The University Commons venue may require a University Police Officer(s) to be present during the event based on the attendee count and event features. Our team will determine if an officer is needed once your event details are finalized.
Yes. A dedicated event services Building Manager will be on-site to open up your venue space(s) and to answer any questions you may have during your event.
Building Manager Phone: 850.516.3507
Setup and Cleanup
You have access to the space for the duration of your reservation. If you require additional time in the space before or after your event, please extend your reservation time to include setup time.
Our staff sets up your space according to the layout and add-on items you selected during your booking process. Your space will be set up for you by the time your reservation starts.
You are responsible for removing or disposing of anything you bring into the space with you. There will be trashcans for you to dispose of trash that our staff will empty.
Venue and Access
You have access to the space for the duration of your reservation. If you require additional time in the space before or after your event, please extend your reservation time to include setup time.
Yes, we can lock and unlock rooms as needed. Please note that all spaces are locked by default. To get access to the space you have booked, please see the building manager when you arrive.
The University of West Florida is a tobacco-free campus. Smoking is not permitted in or around our venue spaces.
Yes. All our venue spaces are wheelchair accessible. Please speak with our team about accessibility options within your venue space as well.
Yes, we will provide the wifi network and password on the day of the event. Please let us know if you or your guests need wifi information prior to your event date.
Accommodating your Guests
For safety purposes, please let us know a head count of how many guests you are expecting.
Where your guests enter the building for your event will depend on which space you have reserved and whether they have any specific needs (elevators, ramps, etc.). Please discuss this with our staff during your booking process.
Equipment and Add-ons
Yes, we have newly installed sound systems in our large venue spaces, which works well for background music for an event, speeches, and presentations with short videos. Additionally sound equipment is available to rent for events that have more extensive sound and visual needs such as music provided by a DJ, larger band or panel, or auctioneer use.
We provide a variety of add-on amenities. During your booking process, you can request linens, glassware, and other add-on items.
Payments
Yes, a $200 non-refundable deposit is required to secure your venue date. Venue deposits will be deducted from the final invoice costs.
We accept the listed forms of payment in person at the University Commons and Event Services, Building 22, Service Desk. Please bring a copy of your invoice to make payments in person.
- Card: Credit Card payments are also accepted over the phone by calling 850.474.3034. Accepted Credit Cards: Visa, Mastercard, and Discover.
- Check: Checks should be made payable to the University of West Florida and mailed to the following address:
University of West Florida
Building 22
11000 University Parkway
Pensacola, FL 32514 - Cash: Payable at the University Commons and Event Services, Building 22, Service Desk
For questions about payment methods, please email ucesbilling@uwf.edu.
Parking
All events taking place during University building hours will be required to follow the event parking policies.
Our team will assist you with getting your event parking needs met. Guests requiring event parking will need to register their vehicles prior to the event. Guests are recommended to arrive on campus at least 20 minutes prior to the start of the event to find available parking.
Bus parking is permitted on campus in parking lot B next to the UWF water tower.
Reservations and Conference Services
conferenceservices@uwf.edu
850.474.3034
Facility Hours | Fall 2024
Mon-Fri: 7:15 a.m. - 9 p.m.
Weekends: 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.
