USFSP Space Use Policy

As a public institution of higher education, the premises and facilities of the University of South Florida St. Petersburg are available for use by campus and university departments, and related campus entities; non-profit, and external public/governmental agencies and organizations. In keeping with a philosophy of community access, openness and responsible stewardship of public resources, external entities will be assessed space use fees, appropriate set-up/clean-up charges, police services fees, audio-visual fees, parking fees and other incidental fees for utilization of university property, facilities and services.

Priority for use will be given as follows:

USFSP Academic credit generating classroom activities, including academic/research and university business services.
USFSP recognized department, club or group-approved event.
USFSP sponsored or co-sponsored conferences, seminars, workshops, symposia
External non-profit and public/governmental agencies and organizations

The following fee structure applies in these categories:

USFSP Academic credit generating classroom activities, including academic/research and university business services. – No space use fee; other applicable fees assessed. Please note: Appropriate cost reimbursement may be negotiated with USF programs hosted at USFSP.
USFSP-recognized department, club or group-approved event – No space use fee; other applicable fees assessed.
USFSP sponsored or co-sponsored conferences, seminars, workshops, symposia – Free & Open to the Public: discount on space use fee; other applicable fees assessed - With registration fee: use fee, other applicable fees assessed
External 501(c) 3 and public/governmental agencies and organizations – use fee; other applicable fees assessed.

Space Use Policy exceptions (i.e. waiver of space use fee, other applicable fees assessed) will be negotiated by the Regional Vice Chancellor for Student Affairs or designee to the following agencies based upon reciprocal space partnership agreements.

Guidelines for Event Scheduling:

Activities relating to the core teaching and research mission of the University of South Florida St. Petersburg will receive the highest priority.
Other organizations may request the scheduling of events that further the campus’ mission, or in such cases where organizations have a current, formal, written agreement with USF St. Petersburg, which is approved in writing by the Regional Chancellor and Campus Executive Officer. Each organization can ordinarily expect space requests to be approved for no more than two events in a calendar year. Such events will only be scheduled as space allows. Preference will be given to events that are free and open to the USF community and the general public.
Events will not displace scheduled classes or other university-sponsored programs. The use of classroom and/or laboratory space requires the written approval of the Regional Vice Chancellor for Academic Affairs, or designee.
USFSP Sponsorship and Co-sponsorship

Departments and organizations that are sponsoring an event must reserve the space for their own meetings/events and are not permitted to reserve space for other entities (i.e. other student organizations, USF departments or non-USFSP entities). At a minimum, for an event to be considered a USFSP sponsored event the scheduling group must make all reservations, pay all bills, and serve as the event’s sole coordinator prior to, during, and following the event. In addition, the purpose of the event must be primarily to serve the particular department or organization that made the reservation and/or the legitimate patrons of the organization.
Departments and organizations that are co-sponsoring an event with an outside entity and want to reserve space must, at a minimum be a primary event coordinator prior to, during, and following the event, make the reservations, serve as contact person for the event and be financially responsible for all bills and invoices. The event must be linked to the mission and or purpose of the USFSP sponsor.

Use of USFSP parking by internal & external organizations and individuals will require a parking pass for each car.
Due to the lack of parking space for USFSP faculty, staff and students during peak times (Monday-Thursday, from 7:00 am to 10:00 pm, and Friday, from 7:00 am to 5:00 pm), external agencies and organizations, and USF conference/meeting organizers must get approval from the Parking Coordinator.
USFSP short-term visitor parking is only available for non-USF visitors conducting business with campus offices and officials.

Procedures for Event Scheduling:

To be assured maximal consideration, Facility Reservation Request Forms must be completed and submitted to the Campus Space Use Coordinator as soon as possible and no later than 30 days in advance of the planned event.
Requested space is not confirmed until the Campus Space Use Coordinator has approved, signed and returned the request form.
The Campus Space Use Coordinator will review the request, determine space availability, and secure approval from the following:

(i) Space use in classroom and laboratories must be approved by the Office of the Regional Vice Chancellor for Academic Affairs.

(ii) Space use at the Campus Activities Center (CAC), and Swimming Pool, must be approved by the Office of Student Life.

(iii) Space use in Bayboro Café, Campus Community Room-DAV 130, Harborside Lawn and other outside areas on campus must be approved by the Reservation Services Office.

(iv) Snell and Williams houses and the shared courtyard must be approved by the University Relations Office.

(v) Space use at the Nelson Poynter Memorial Library, the Computer Center, and the Joint-Use Auditorium at the Florida Marine Research Institute will be coordinated with the appropriate facility manager.

Public safety requirements, and associated costs, associated with an event will be determined solely by the USFSP Campus Police.
All events serving food/drink must utilize Campus Food Service/Catering contractors, or comply with Food Service Contract.
All events requesting the use of alcoholic beverages must be approved in writing by the Regional Vice Chancellor for Student Affairs and must comply with USFSP policies and procedures concerning the use of alcohol on campus.
Waivers or exceptions to any part of this policy must be approved in writing by the Regional Vice Chancellor for Student Affairs.
Cancellation Policies

Cancellation notifications received less that 30 days in advance will be assessed a percentage of all fees and charges on a sliding scale up to the day of the event.

Charges for Event Scheduling:

USF groups or departments will have space use fees waived or discounted but will be responsible for all applicable fees such as set-up, tear-down, clean-up, audio-visual equipment charges, and furniture rental. Any such usage will require an accountable officer’s signature with an account number against which the event will be charged.

External agencies or groups must remit the space use fee in full at least two weeks in advance of the event to hold facility. Other charges incurred will be invoiced by months end following the event and payment in full will be due within 30 days.

Unpaid fees or damage to USF facilities will be assessed to the user and may preclude future use of USFSP premises and facilities by the group.

All funds received will be deposited in a Rental Space revenue account with set-up, teardown, clean-up, parking, police services, audio visual and other, incidental fees disbursed appropriately.

Other Considerations for Event Scheduling:

A short event planning conference between the Campus Space Use Coordinator and the Event Coordinator is mandatory and will be conducted at USFSP at least two weeks prior to the planned event. The meeting will include a review of room set-up, security, food, parking, audio-visual needs, housekeeping needs etc.

Non-Profit entities must provide copies of Tax Except Certificate and evidence of 501(c)3 status.

A certificate of Liability Insurance of at least $1,000,000 with the USF Board of Trustees names as additionally insured must be provided.

Event planners must provide the Campus Space Use Coordinator with copies of any advance publicity, flyers or brochures pertaining to the planned event for approval prior to distribution.

Waivers or exceptions

Waivers or exceptions to this policy must be approved in writing from the Regional Vice Chancellor for Student Affairs.

Procedure:

After a Reservation Request has been submitted and invoice generated an event coordinator may request a waiver or exception to this policy by filling out a Co-Sponsorship Grant Request form.
The form and all documents will be reviewed by the Space-use Coordinator and submitted with recommendation to the Regional Vice Chancellor for Student Affairs.
The Vice Chancellor will review the request and all documentation and approve, approve with modifications or disapprove the request.
The Regional Vice Chancellor’s decision is final.