Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023

Market Days

• 5 p.m. the Wednesday prior
• Refer to the Market Days webpage for any early deadlines due to University holidays and closures.

Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 Departments and Student Organizations

• Tabling and Small Meeting Rooms - 3 business days in advance
• Medium Meeting Rooms, Ballroom, Amphitheater, and events at the Green, Union Lawn, and Osprey Plaza - 6 business days in advance
• Events involving sound outdoors, complex diagrams, Catering Prep Space, or technical setups - 15 business days in advance
• Complex Events* - 45 business days in advance

External Groups (including Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 Alumni)

• Tabling and Small Meeting Rooms - 10 business days in advance
• Medium Meeting Rooms, Ballroom, Amphitheater, Catering Prep Space, and events at the Union Lawn and Osprey Plaza - 15 business days in advance 
• Complex Events* - 90 business days in advance

*Complex Events include, but are not limited to: security, third-party vendor contracts, high attendance, non-standard hours, liability releases, work orders, special staffing requests, walks/5Ks, sound outdoors, alcohol, complex diagrams, temporary building permits, technical set-ups, or other similar components.

Must be in good standing with the Osprey Involvement Center or Office of Fraternity and Sorority Life.

View detailed information about our Meeting and Event Spaces.

For information about free speech and expression on campus visit .

$12/hr Staffing Fee, 1 person minimum, if dedicated Event Services Assistant is needed.

Additional fees apply for Non-Standard Hours.

Additional fees apply for Non-Standard Hours, use of the Catering Prep Space, security, and event parking.

View detailed information about our Meeting and Event Spaces.

1 - $12 Service Fee, if A/V equipment is needed

2 - $12/hr Service Fee, 1 person minimum, for event setup, if static set up is not used

3 - $12/hr Service Fee, 2 person minimum, for event setup

4 - $12/hr Staffing Fee, 1 person minimum, if dedicated Event Services Assistant is needed

1 - All other outdoor spaces not listed have no corresponding prices

2 - $5 tabling fee, 2 table maximum

3 - $12/hr Service Fee, 1 person minimum, for event setup

4 - $12/hr Staffing Fee, 1 person minimum, if dedicated Event Services Assistant is needed

All rates are hourly.

Hourly rates are for use of space and available equipment only, and do not include staffing, custodial, electrician, recycling, security, or parking charges.

When required, client is responsible for arranging and any costs of port-a-lets and fencing.

To maximize availability of meeting space for Student Organizations and best support student engagement, the following meeting reservation structure will go into effect Spring 2025 for Registered Student Organizations and Greek chapters/councils. Groups must be in good standing with the Osprey Involvement Center or Office of Fraternity and Sorority Life.

Student Organization reservations classified as meetings, whether recurring or stand-alone, must be reserved in accordance with the Meeting Time Block policy and take place in a Small or Medium Meeting Room. Events may take place in other spaces. Exceptions may be requested for special circumstances by emailing su.reservations@unf.edu.

Meetings vs. Events

• Meetings include, but are not limited to:
  • General body, executive board, council, chapter, or interest meetings; game or movie nights; educational/informational workshops, seminars, lectures, panels, or presentations; bonding or sister/brotherhood events; worship activities; practices; group meals, celebrations, or parties; and study nights. 
• Events include, but are not limited to:
  • Fundraisers or philanthropy events; trade shows, fairs, or markets; balls, galas, or banquets; pageants, fashion or talent shows; performances; ceremonies or new member presentations/probates; and concerts. Maximum of one (1) rehearsal pre-event; any additional practices are classified as a meeting.

Guidelines

• Applicable on weekday evenings during Fall and Spring terms (Monday through Friday).
• Must use the Web App Reservation Templates labeled “WEEKDAY EVENING” to submit all evening meeting requests. Incorrect submissions will be canceled.
• A maximum of one (1) meeting time block space may be requested per weekday evening.
• Access begins no earlier than the block start time and ends at the block end time. Your setup, meeting activities, and clean up must all fit within the meeting block window.
• Time between blocks is for Student Union staff to audit space and ensure it is ready for the next group. You will not be permitted in the room between time blocks.

Room Setup

The room setup will not be altered in any way between meeting blocks. Groups are required to return setup to original condition before departure. Tables are not permitted to be moved, except for the white rolling tables.

• Small Conference Room setup includes permanent conference tables with rolling chairs, stack of extra chairs, projector, computer podium, presentation remote, whiteboard and markers, and several rolling tables for materials/check-in.
• Medium Meeting Room setup includes projector, computer podium, presentation remote, whiteboard and markers, up to (3) rolling tables for materials/check-in, furniture setup as listed in chart below, and a stack of (10) extra chairs.

Time Blocks

Web App is the Student Union’s online space reservation system. Web App is used to view availability and request event and meeting spaces, outdoor tabling, and Market Day participation.

Request an Account

To access Web App, you must first have an active account created. Account requests are processed during business hours, typically within 2 business days, so plan accordingly. Do not submit multiple account requests. Exceptions to the request deadlines will not be granted due to not having an active account.  

Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 Students, Faculty, and Staff

Click the "Request Student/ Faculty/ Staff Account" button below. A valid Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 ID number is required. Do not use the green Request An Account button on the Web App sign on page. You will receive an email when your account is activated.

Student Organizations are limited to 3 active accounts at a time (3 officers). Advisors may not request reservations on behalf of Student Organizations. Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 students, faculty, and staff who are not affiliated with a Student Organization or Department who wish to make reservations for personal activities should instead follow the External Users instructions below.

External Users (including Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 Alumni)

1. Click the "Request External User Account" button below.
2. Then click the green "Request An Account" button on the right.
3. Complete all required fields. Make note of your email and password entered.
4. Click Submit.
5. Email su.reservations@unf.edu with your name, full organization name and mailing address, and whether your organization is taxable or tax exempt.
6. You will receive email notification when your account is activated.

Log In

To log into an existing account, click the Web App button below for your user type. For assistance, contact su.reservations@unf.edu during business hours. Please do not submit Web App account issues to the ITS Help Desk, unless you experience a Microsoft Teams Authentication issue.

Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 Students, Faculty and Staff: Enter your Ïã¸ÛÁùºÏ²Ê¿ª½±½á¹û2023 credentials (N-number and MyWings password) and click Sign In.

External Users: Enter the email and password you selected when your account was created. 

User Guide

Be sure to refer to the guide any time you submit reservation requests. Submissions done incorrectly may have to be cancelled.

Web App User Guide

Trainings & Tutorials

If you have questions, need help making reservations, or wish to request a group training, contact 904-620-2525 or su.reservations@unf.edu.

Important Reminders

When making a request through Web App, remember the following:

1. 1. When creating a new request, search for space using the actual start and end time of the reservation (event, meeting, or tabling). If you require extra time before for setup or breakdown, enter this in the Reservation Details section. There will be questions that ask specifically for your requested arrival and departure times.
      
      For example, if you have a meeting from 7:00 p.m. – 8:00 p.m., and you would like the room starting at 6:30 p.m. for setup, enter 6:00 p.m. in the question box.
   2. All reservation details (furniture, equipment, A/V, dedicated staffing, food/beverage plans, activities, etc.) must be entered in your Web App request.
   3. Food and beverage are NOT booked through the Student Union Administration. You are responsible for informing the Student Union about your intended F&B plans and, after approval, making the arrangements yourself.
   4. Your request will be reviewed by Student Union staff. After review, you will receive an email indicating your reservation has been given “Tentative” or “Tentative Shared Space” status. At that point, you are responsible for providing all additional information requested by your Event Coordinator and returning required paperwork by the deadline, in order for the reservation to receive “Confirmed” status. Your reservation is NOT made until it receives “Confirmed” status.