Policy Number: 4-008

Tabling Events

Category: Business Affairs

Responsible Executive: Vice President for Business Affairs

1.    Purpose and Scope

Purpose – This policy describes the process through which Primary Users reserve specified tables on campus for Tabling Events.

Scope – In addition to Regulation 2.004 and the Use of University Space Policy, Tabling Events are also subject to all other applicable University regulations, policies, procedures, rules, requirements, and standards promulgated in order to implement the Regulation and its related Policy, including but not limited to those pertaining to commercial activity and distribution of printed material.

2.    Applicability

Tabling Events on Campus are limited to Primary Users only and must follow the rules set forth in this policy.

3.    Definitions

Authorized Tabler(s): means Primary Users that have been approved for Tabling Events through the appropriate reservation system or Event Permitting System (“EPS”).

Stationary Table(s): Permanent concrete and brick tables located in Turlington Plaza and Newell Hall.

Campus: all University-owned, -occupied, or -controlled lands and buildings located within the state of Florida.

Event: means without limitation, any function, gathering, occasion, and party. This definition specifically excludes activities conducted by Primary Users for Academic Purposes or Administrative Purposes not requiring a risk review.

Permitting Authority: the University unit responsible for approving event and permit requests in accordance with the University’s permitting process.  The Permitting Authority for Events sponsored by registered student organizations is the Vice President for Student Affairs or their designee.  The Permitting Authority for events sponsored by Primary or Select Users other than registered student organizations is the Vice President for Business Affairs or their designee.

Primary User: refers to the following types of Users:

  • Any University-recognized and officially constituted college, school, department, division, institute, center, office, or other University organizational unit;
  • Any University employee when performing functions within the scope of their employment;
  • Any University student engaged in activities directly related to their current course curricula, such as studying (individually or with a group of individuals all of whom are University students) and working on course-related projects or experiments.
  • Any University-certified direct support organization organized and operated in accordance with Section 1004.28, Florida Statutes, and their employees when performing functions within the scope of their employment;
  • Shands Teaching Hospital and Clinics, Inc. and any University Health Science Center Affiliate, and their respective employees when performing functions within the scope of their employment; and
  • Any registered student organization when utilizing Space solely to conduct activities related to the registered student organization’s stated mission or purpose.

Registered Student Organization (RSO): a voluntary group of students joined together by interest, cause or mission that is registered with the Department of Student Activities and Involvement (SAI). RSOs must meet SAI criteria and requirements to remain active and receive RSO benefits and campus privileges.

Space: any University-owned, -occupied or -controlled building, structure, facility, outdoor area or indoor location on Campus, but specifically excludes: fraternity and sorority houses located on Campus, and buildings, facilities and space controlled by a direct support organization

Tabling Events: events that are limited to the use of tables for the exchange or display of information.

4.    Tabling Event Request Process

a.    Where to File Tabling Event Requests

b.    When to File Tabling Event Permit Requests – To avoid delays which could negatively impact a User’s ability to host a Tabling Event on Campus whether a Stationary or temporary table, requests must be filed with the correct Permitting Authority at least 15 business days prior to the date of the proposed Tabling Event.

  • RSO requests will not be approved more than 30 business days prior to the date of the proposed Tabling Event.
  • RSOs may only hold 10 Tabling Events per location within a calendar month.

5.    Locations and Restrictions

a.    Turlington Plaza and Newell Hall Locations

  • Only RSOs are permitted to conduct Tabling Events at Turlington Plaza and Newell Hall.
  • Tabling Events at Turlington Plaza and Newell Hall are only allowed on Stationary Tables.
  • RSOs wishing to hold Tabling Events within these areas must use the Table Reservation Process described in Section 4 above.
  • Use of the Stationary Tables is always subject to the Table Reservation Process, including weekends, evenings, holidays, and summers.
  • During the traditional work week (Monday – Friday, 8 AM – 5 PM), RSOs may only reserve one Stationary Table in each of these locations per day.

b.    Reitz Union and Plaza of the Americas

  • The University has designated locations in and around the Reitz Union and Plaza of the Americas where temporary tables may be set up for Tabling Events.
  • Only Authorized Tabler(s) may conduct Tabling Events in the designated locations in and around Reitz Union and Plaza of the Americas.
  • Authorized Tabler(s) wishing to hold Tabling Events in the designated locations in and around Reitz Union and Plaza of the Americas must use the Table Reservation Process described in Section 4.

c.    Space Under Direct Control of University Units

  • University units may authorize Tabling Events in any University space under their direct control and management, so long as all University regulations and policies are followed.
  • University colleges and departments requesting to use Space that is not under their control or management must file a Tabling Event Request as described in Section 4 and obtain authorization from the individual that approves space use in the desired location.

d.    Other Locations
Tabling Events in any location not identified in sections 5(a)-(c) requires approval from the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System.

6.    General Rules and Expectations for Tabling Events

a.    Temporary Tables and other Structures

  • Tables must be set up in a way not to impede on pedestrian or vehicular traffic including ingress into or egress from any campus building or thoroughfare.
  • All Authorized Tabler(s) not using Stationary Tables must provide their own tables and chairs. Tabling Events within the J. Wayne Reitz Union being an exception, tables and chairs will be provided.
  • Rental options are available by contacting Facilities Services, Work Management.
  • Tents may be authorized pursuant to Temporary Structures policy through Environmental Health and Safety .

b.    Information and Promotional Items Distributed During Tabling Events

  • Information exchanged by Authorized Tabler(s) must be related to the Authorized Tabler(s)’ official mission and purpose.
  • Individuals and groups [including Authorized Tabler(s)] are prohibited from using Tabling Events (or the tables themselves) to promote any private or professional interests not related to the University’s or an RSO’s mission or purpose.
  • Free promotional items (i.e. pens, t-shirts, hats, etc.) for distribution are authorized with prior written approval from the proper Permitting Authority.
  • Printed Materials and Flyers allowed pursuant to University Regulation 2.003, Distribution of Printed Material.

c.    Tabling Events for Fundraising

d.    Temporary Signage
See Temporary Signage Policy.

e.    Sound
See Section 6(a) Amplified Sound of the Use of University Space policy.

f.    Use of Vehicles

  • Vehicles are prohibited at Turlington Plaza or Newell Hall – including dropping off and picking up items associated with the Tabling Event.
  • Short-term use of vehicles at the Plaza of the Americas and Reitz Union in designated locations for dropping off and picking up items associated with the Tabling Event may be considered and must be requested when submitting a Tabling Event Request as described in Section 4.

g.    Extension Cords and Power Supply
Extension cords may be considered for Tabling Events by submitting a Tabling Request as described above in Section 4. If the request has been approved:

  • Requests to gain access to the electricity may be requested through Facilities Services, Work Management.
  • Electrical cords may not cross walkways, impede on foot traffic and are not to be placed in a way that creates a tripping hazard.

h.    Food and Beverages

i.    Environmental Impact at Tabling Events

  • Authorized Tabler(s) are strongly encouraged to take efforts to minimize their own environmental impact when planning their tabling methods and when printing materials.
  • Following the Tabling Event, Authorized Tabler(s) must collect any distributed printed materials that were discarded on University grounds near the location where the Tabling Event took place.

j.    Damage to University Property
Damage from abuse or neglect to the facility, grounds, or university property may result in charges being assessed to the sponsoring department and/or organization.

7.    Policy Enforcement and Consequences for Policy Violations

The University may take the following actions against any Authorized Tabler(s) that fail to comply with this policy or with any other University regulations and policies during their Tabling Event:

  • Immediately stop the Authorized Tabler(s)’ Tabling Event and/or
  • Prohibit the Authorized Tabler(s) from holding future Tabling Events (or other Events) either indefinitely or until a plan of correction created by the Permitting Authority has been completed.

Questions about this policy or reports of suspected violations should be directed to:
Office of the Vice President for Business Affairs
https://businessaffairs.ufl.edu/
(352) 392-1336
ufba-events@ufl.edu

History

History: New 9-16-2021, Amended 3-10-2022 (administrative)