Policies and Procedures
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Booking Policy
Emerson Alumni Hall event space can only be rented to approved University of Florida colleges, departments, and student groups. Student Groups are defined as registered or sponsored groups recognized by UF Division of Student Affairs.
Reservation requests can be made no more than six months prior to the event date. Reservations are taken on a first-come, first-served basis.
A Reservation Form must be submitted to the UF Advancement Events Department before an event can be considered. Please visit the Reservation Form page to submit a request. A Facilities Event Staff member will receive your request and reach out to you to help with all of your event needs.
No event is confirmed on the calendar until an Agreement is signed and returned to the EAH Events Department.
Food and Beverages
Any catered event may use any approved caterer from UF’s approved catering list. EAH does recommend, though, that you choose from our preferred catering list. For meetings of fewer than 20 people that do not require full catering services, food may be brought in from an alternate source, subject to the approval of the EAH Events Department. Small groups are responsible for disposing of all trash and wiping down tables and countertops. If a caterer is used, the caterer is responsible for clean-up of entire kitchen.
No alcoholic beverages may be sold at any event in EAH. Alcoholic beverages may not be served on EAH property during regular business hours (Monday – Friday, 8:00 a.m. – 5:00 p.m.). All groups who wish to serve alcohol at events in EAH must get approval in advance from the Office of Business Affairs or the Dean of Students Office.
Clean-Up
EAH should be left in the same condition as it was prior to the event. All cleanup, including the removal and proper disposal of food, beverages, and garbage and the sweeping and mopping of floors is the responsibility of Sponsor and must be completed promptly at the end of the event.
Décor
Décor (over and above the use of centerpieces and plants) must be approved in advance by the EAH Events Staff. No confetti, glitter, rice/bird seed, or similar items may be used in EAH. Candles must be approved well in advance by the EAH Events Office. Banners, posters, and/or flyers may not be hung or attached to walls in any event space. No banners may be hung on the exterior of EAH without permission from the EAH Events Department.
Table Exhibits, Displays, and Distribution of Materials
The areas in EAH that have been designed for registration tables, table exhibits and displays are the: Ground Floor Lobby, the Second Floor Meeting Rooms, and the Second Floor Mezzanine. Groups who wish to sell merchandise at events in Emerson Hall must get approval in advance from the Events Department. Please contact your EAH event coordinator to confirm the best location.
Parking
Due to limited available parking, Event Sponsors will need to arrange parking for guests through TAPS. Vendor parking (caterer, décor company, etc.) is also limited but can be discussed with your EAH event coordinator.