Policy Number: 4-011

Use of University Space

Category: Business Affairs

Responsible Executive: Vice President for Business Affairs

Responsible Office: Office of the Vice President for Business Affairs

Table of Contents

  1. Purpose
  2. Applicability
  3. Definitions
  4. Policy Specifics
  5. References and Related Information
    • 5.1. Florida Statutes
    • 5.2. University Regulations
    • 5.3. University Policies
    • 5.4. University Statements

1. Purpose

This Use of University Space Policy (“Policy”) provides the framework to implement and operationalize University of Florida Regulation 2.004, Use of University Space.

University of Florida (“University”) buildings, facilities, and outdoor space are primarily intended for use by the University’s students, faculty, staff, and related organizations to further the University’s mission of education, research, and service. Subject to certain limitations and restrictions, the University may make some areas of its campus available by reservation to individuals or groups not formally affiliated with the University when such areas are not in use by the University and such use does not interfere with or disrupt University activities.

The University is committed to upholding the First Amendment of the United States Constitution, as outlined in the University’s Freedom of Expression Statement: https://statements.ufl.edu/statements/2019/april/freedom-of-expression-statement.html. All General Outdoor Areas are available for informal, spontaneous gatherings for Expressive Activities, as defined herein, without registration or approval, provided the areas are not already reserved or in use and the activities comply with all applicable University regulations and policies.

The University’s practice of allowing access to its buildings and outdoor space is not an actual or constructive endorsement of any Users’ statements, ideas, or activities.

2. Applicability

The University of Florida, its direct support organizations (DSOs), and its affiliated legal entities. Each individual and every group or organization using University Space is required to abide by this policy.

3. Definitions

Academic Purposes means the use of Space for any credit-bearing course offered as part of the University’s formal curriculum; any non-credit bearing courses offered by the University as part of its extended learning opportunities; and any other meeting, presentation, program, study session amongst students, or other activity that is part of or directly related to the University’s formal curriculum or research.

Administrative Purposes means the use of Space for executive, administrative, and support functions of the University.

Administrative Space means any University building, facility, outdoor space, or any portion thereof, used primarily for Administrative Purposes.

Ambient Sound means any noise producing a volume between 50 and 75 decibels. Examples of noise within this range include normal conversation, traffic, and radios played at a moderate level.

Amplified Sound means any noise producing a volume between 75 and 100 decibels. Examples of noise within this range include conversations with traditional electric megaphones and motorcycles (at 25 feet).

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

Commercial Speech means speech that involves commerce, the intended audience consists of actual or potential consumers, and the content of the message is commercial in nature.

Concert Sound means any noise producing a volume between 100 and 115 decibels. Examples of noise within this range include loud concerts, sporting events, or megaphones.

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. For clarification of the risk review requirement see Use of University Space Policy section 4.1.1.

Event Organizer means a specific individual designated by a User to serve as a liaison to the University regarding an Event the User is hosting on the University’s Campus.

Event Permitting System means the online system used by the Vice President for Student Life and the Vice President for Business Affairs for registering and permitting Events on Campus (this system is also known as GatorConnect).

Expressive Activities means actions involving the exercise of free speech, as protected by the First Amendment of the United States Constitution and Article 1 of the Florida Constitution including, but not limited to, any lawful oral or written communication of ideas, including all forms of peaceful assembly, protests and speeches; distributing literature; carrying signs; circulating petitions; and the recording and publication, including Internet publication, of video or audio recorded in General Outdoor Areas of Campus. However, expressive activities do not encompass Commercial Speech or promotional writing aimed at advertising a product or service with the intention of generating a profit.

General Outdoor Areas means any outdoor areas not meeting the definition of Instructional Space, Primary Space, Primary Outdoor Areas, or Select Space. General Outdoor Areas are for public use, subject to all applicable University regulations, policies, rules, and procedures, but are not reservable.

General Public means any individual, group, or organization, including but not limited to visitors, vendors, contractors, community members, and any other external entities not subsumed under Primary Users or Select Users.

Instructional Space means the following types of Space:

  • Space used primarily for Academic Purposes (including curriculum, research, and extension), such as buildings containing classrooms, auditoriums, laboratories, and faculty offices.
  • University buildings and other facilities that further the University’s academic mission, such as libraries, study areas, medical centers, clinical facilities, and hospitals.
  • Outdoor space on Campus that is being used for Academic Purposes, including outdoor areas adjacent to other Instructional Space when the proposed non-academic use of such outdoor area would interfere (as the University determines) with the University’s use of the adjacent Instructional Space.

Minor means any individual who is under the age of eighteen.

Outdoor Areas means both Primary Outdoor Areas and General Outdoor Areas.

Permitting Administrator means a University representative from the appropriate Permitting Authority who works directly with the Event Organizer.

Permitting Authority means 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 Life 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 Outdoor Areas means the designated outdoor space on Campus that is only available for reservation by Primary Users (e.g., Reitz Union North Lawn, The Plaza of the Americas, Flavet Field, and Turlington Plaza), but are available for informal, spontaneous gatherings of individuals without registration or approval in accordance with this Policy and other University policies and regulations.

Primary Space means Space that is only available for use by Primary Users and, unless otherwise specifically identified on the University’s list of Select Space, includes all Instructional Space, Administrative Space, and Primary Outdoor Areas.

Primary User means 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.
  • Employees of UF Health and any of its affiliated legal entities, when performing functions related to their scope of 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) means a voluntary group of students joined together by interest, cause or mission, which has applied to and been registered by the Department of Student Engagement. RSO must meet SAI criteria and requirements to remain active and receive RSO benefits and campus privileges when in good standing.

Select Space means indoor and outdoor Space that is eligible for reservation and use by both Primary Users and Select Users, a current list of which is available at https://businessaffairs.ufl.edu/events/select-space/. This definition specifically excludes Instructional Space, Administrative Space, and Primary Outdoor Areas unless otherwise identified on such list.

Select User means any individual, group, or organization not meeting the definition of Primary User.

Space means 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.

Space Coordinator means a University employee overseeing the reservation process for Primary or Select Space controlled by the employee’s department, college and unit. For purposes of this Policy, the Office of the Vice President for Business Affairs is the Space Coordinator for events.

University Business means University activities directly related to any academic, business, executive, administrative, or support function of the University.

University Community means individuals and groups directly affiliated with the University.

User means both Primary Users and Select Users.

Vehicle means appropriately registered car, motorcycles, and other means of motorized transportation intended for and in current condition to be operated on public highways. Bicycles, mopeds, Segways, or micromobility devices are not Vehicles.

4. Policy Statement

4.1. Events Required to Follow the Event and Permit Request Process

The following is a non-exhaustive list of Events that must be approved by the University through the Event Permitting System, unless otherwise stated in this Policy:

4.1.1. Events Requiring a Risk Review
To ensure the safe and orderly use of Campus property, the University reserves the right to review all Events and activities subject to this policy, including academic activities. An example of an academic activity that may require a risk review would be when a guest speaker, not affiliated with the University, is invited to speak by a professor, but the guest speaker’s presentation will be open to more than the students in a specific course or academic college. Any review of such Events shall be limited to ensuring that the Events take place in a safe and orderly manner; no review of such Events shall lead to the postponement of an Event without approval of University Leadership and only when holding such Event as scheduled poses a significant threat of imminent harm to members of the University.

Factors which trigger a risk review for a Campus Event include, without limitation, the following:

  • Events where the expected attendance exceeds 250 people;
  • Events open to the General Public;
  • Events including well-known (locally, nationally, or globally) individuals who might bring increased publicity to the University;
  • Events that are likely to bring to Campus individuals not invited to the Event (e.g., press, protesters, General Public);
  • Events involving theatrical or music performances where the majority of the audience will not be seated;
  • Events where alcohol will be served;
  • Events with money changing hands;
  • Events designed to include open flames, fireworks or other pyrotechnics;
  • Events including firearms, prop explosive devices, prop weapons, and other weapons;
  • Events including bounce houses, dunking tanks, mechanical rides, pools of water, climbing walls, and trampolines;
  • Events including Vehicles and/or trailers (including bloodmobiles);
  • Events held in Outdoor Areas that include Amplified Sound or Concert Sound;
  • Events requiring Campus road closures or traffic control including runs or walks;
  • When University officials determine that the complexity of the Event planning or execution requires significant administrative involvement; or
  • When University officials determine the Event is likely to significantly impact campus security or campus-wide services, functions or activities.

4.1.2. Risk Review Process
Once received through the Event Permitting System, Permitting Administrators will review the submitted information to determine if the proposed Event requires a risk review. If a risk review is deemed necessary, the University may take one or more of the following steps:

  1. Permitting Administrators may request that one or more of the following University units review the information provided for the proposed Event, identify potential safety, event management, or security concerns, and offer recommendations designed to address those concerns:
    • University of Florida Police Department;
    • Facilities Services;
    • Department of Physical Security;
    • Emergency Management;
    • Transportation & Parking Services;
    • Environmental Health & Safety;
    • Compliance and Ethics;
    • Office of the Controller; or
    • Any other University administrative units with necessary expertise related to the proposed Event.
  2. Permitting Administrators may convene meetings to discuss any event management concerns presented by the proposed Event. Possible attendees include:
    • The appropriate Permitting Authority;
    • The Users/Event Organizer;
    • Representatives from the proposed venue; or
    • Representatives from relevant University units.
  3. The University may require Users or Event Organizers to implement advanced ticketing for the proposed Event. If advanced ticketing is required:
    • Ticket distribution plans must be discussed and approved by the appropriate Permitting Authority or venue representative prior to the distribution of any tickets.
    • Any costs for advanced ticketing will be the sole responsibility of the User.
  4. In addition to any other requirements or recommendations, the University may, in its sole discretion, take any of the following steps to manage the event:
    • Move the proposed activity to a more appropriate venue on Campus;
    • Move the day or time of the proposed activity;
    • Restrict attendance or capacity at the proposed venue; or
    • Require additional safety measures be taken prior to the event (e.g., crowd managers, specific training, inclement weather plans, safety plans, bag checks, and barriers).

University decisions will be based on objective criteria and shall be content and viewpoint neutral.

4.2. Event and Permit Request Process

4.2.1. Where to File Event and Permit Requests

  1. Registered Student Organizations – RSOs must submit Event or permit requests to the Vice President for Student Life or their designee through the Vice President for Student Life Event Permitting System (https://orgs.studentinvolvement.ufl.edu/).
  2. User requests for UF/IFAS on- and off-campus locations – requests for events at UF/IFAS-controlled or -occupied land or buildings on- or off-campus require UF/IFAS administrative approval.
    • Approval is granted by local UF/IFAS leadership, with additional approvals as needed up to the applicable UF/IFAS Dean.
    • For Events at county-owned facilities, both the county and UF/IFAS must agree to host the requested event. This step is a prerequisite for any additional University event or permit approvals required by the Office of the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System (https://businessaffairs.ufl.edu/events).
  3. User requests for certain venues with delegated authority to approve Event Requests (excluding requests from RSOs) – the following venues have delegated authority to approve Events held in that venue (subject to the appropriate University requirements):
  4. All other Event or permit requests must be submitted to the Office of the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System (https://businessaffairs.ufl.edu/events/).

4.2.2. When to File Event and Permit Requests
To avoid delays which could negatively impact a User’s ability to host an Event on Campus, event and permit requests must be filed with the correct Permitting Authority as early in the planning process as possible. At the latest, event and permit requests must be submitted to the correct Permitting Authority 21 business days in advance of the proposed Event date to allow for any required reviews. Event and permit requests submitted less than 21 business days before the Event may be delayed or denied due to availability, timing, risk review, or other process requirements.

4.2.3. Responsibilities of Event Organizers
Users submitting a permit request must identify an Event Organizer who will serve as the liaison between the University and the User.

Event Organizers are responsible for:

  1. Submitting the permit request through the Event Permitting System to the correct Permitting Authority.
  2. Responding to Event-related questions from University officials before, during, or after the proposed Event.
  3. Ensuring the Fronting Policy and all other University Regulations and Policies are followed.
  4. Attending the proposed Event.
  5. Properly reserving the Event Space and ensuring the posted occupancy limit of the Space is not exceeded by the number of expected attendees.
  6. Notifying the Permitting Authority and relevant University officials immediately of any material changes to the Event details after the permit has been submitted or approved, and prior to the event occurring. This includes, without limitation:
    • A change in the event date or event cancellation
    • A change in the event location
    • A change in the number of invitees or expected attendees
    • A change in the chosen caterer or bartender
    • A decision to serve alcohol at the Event
    • Adding a component to the event which requires a risk review or additional permitting
    • A change or addition in activities hosted
    • A change to an Event’s invited speaker(s) list
    • A change in the set-up, equipment or temporary structure (e.g., Stages, tents, means of egress)
    • Notifying University of Florida Police Department (UFPD) and Facilities Services – Work Management must be notified of event cancellation or rescheduling at least 24 hours in advance if their services are scheduled to be provided
    • The substitution of one Event Organizer for another.

4.2.4. Process after an Event or Permit Request has been Filed
Permitting Authorities will review Users’ event or permit requests as quickly as possible. Permitting Authorities will inform Users whether their Event or permit request has been approved, denied, or if more information is required via the Vice President for Business Affairs or Vice President for Student Life Event Permitting System. Event or permit request forms will not be approved unless and until the User has complied with all applicable University regulations and policies. Users must also comply with specific requirements and scheduling procedures of the University venue where they wish to hold their event.

4.3. Users and Types of University Space

Four factors inform University decisions as to whether, and to what extent, University Space may be reserved for use:

  • The individual’s or group’s relationship with the University;
  • The type of University space to be used;
  • Whether the proposed use is consistent with the intended purpose for which the subject space was designed and constructed; and
  • Whether the proposed use will materially interfere with the University’s regular educational, business, or administrative activities.

4.3.1. Primary Space
Primary Space is available for use only by Primary Users and only when such Users are using the space for University Business or activities related to the stated mission or purpose of a RSO, not for Events open to the General Public. The University will determine, in its sole discretion, which of the University’s Primary Spaces is best suited for a proposed Event or use. Under certain circumstances, the University may allow an exception whereby indoor Primary Space is utilized for an Event open to the General Public with prior written approval from the Vice President for Business Affairs or their designee.

4.3.2. Select Space
Select Space is available for use by Primary Users and Select Users. Use of Select Space must be consistent with the purpose for which the space was designed. Use of Select Space is subject to any permitting processes and/or reservation policies established by the University. Because of their connection to the University and its mission, Primary Users should be given priority booking over Select Users in Select Spaces. The University will determine, in its sole discretion, which of the University’s Select Spaces is best suited for a proposed Event or use. A current list of Select Spaces, both indoor and outdoor, is available at the Vice President for Business Affairs website, (https://businessaffairs.ufl.edu/events/select-space/). Select Users are required to execute a University-approved use agreement to reserve or utilize Select Space.

4.3.3. Outdoor Areas
Primary Outdoor Areas can be reserved and utilized in the same manner as Primary Space. General Outdoor Areas cannot be reserved.
Individuals may use General Outdoor Areas and Primary Outdoor Areas for informal, spontaneous gatherings for expressive activities, without registration or approval. Individuals or groups using Outdoor Areas must adhere to all applicable federal and state laws, and University regulations and policies.

4.4. Rules Governing the Use of Space

4.4.1. Amplified and Concert Sound at Outdoor Events
No sound, amplified or otherwise, should interfere with the University’s academic processes or any other previously scheduled events or campus activities. To that end, use of Amplified Sound and Concert Sound, other than the Century Tower Carillon, is generally prohibited in academic areas Mondays through Fridays, unless approved by the appropriate Permitting Authority. Any use of Amplified Sound and Concert Sound may be further limited by the University during specific days and times in accordance with the academic calendar (such as finals week).

The Permitting Authority for Events held by Registered Student Organizations is the Vice President for Student Life or their designee. Registered Student Organizations are to use the Vice President for Student Life’s Event Permitting System to submit requests for the outdoor use of Amplified Sound or Concert Sound at an Event: https://orgs.studentinvolvement.ufl.edu/.

The Permitting Authority for all other Users (other than registered student organizations) is the Vice President for Business Affairs or their designee. All such requests are to use the Vice President for Business Affairs’ Event Permitting System to submit requests for the outdoor use of Amplified Sound or Concert Sound at an Event: (https://businessaffairs.ufl.edu/events/gatorconnect/).

Outdoor noise levels must be at or below the Ambient Sound level threshold (50 to 75 decibels). Sound amplification equipment (including external speakers) may be used outside without prior approval so long as such equipment does not produce sound exceeding the Ambient Sound threshold. Any outdoor use of sound amplification equipment exceeding the Ambient Sound level threshold must have prior approval from the appropriate Permitting Authority.

Amplified Sound may be used during properly permitted Events at the following outdoor locations, days and times:

  • Reitz Union North Lawn and Amphitheatre: Mondays through Fridays 6pm to 10pm, Saturdays and Sundays from 9am to 10pm;
  • Turlington Plaza and Plaza of the Americas: Mondays through Fridays 6pm to 10pm, Saturdays and Sundays from 9am to 10pm; and
  • Flavet Field: Mondays through Thursdays 4pm to 10pm, Fridays 4pm – 11pm, Saturdays 9am – 11pm, and Sundays 9am to 10pm.

On weekdays when no University classes are being held (e.g., Federal and State holidays), Amplified Sound may be used at Events at the outdoor locations listed above starting at 9am, but any use of Amplified Sound must end in accordance with the restrictions found above.

Concert Sound is prohibited from all areas of Campus, except:

  • Concert Sound is permitted at properly permitted Events on Flavet Field during the following times: Mondays through Thursdays 4pm to 10pm, Fridays 4pm – 11pm, Saturdays 9am – 11pm, and Sundays 9am to 10pm; and
  • When approved by the appropriate Permitting Authority through the event and permit request process.

Campus outdoor venues may establish criteria requiring Users to utilize the University’s or the venue’s production staff whenever Amplified Sound or Concert Sound is used at an Event being held at the venue. Any designated University officials, including employees of the University of Florida Police Department, are authorized to manage sound levels on Campus and can require the User to reduce the volume of sound. If a User refuses to reduce the sound volume when requested by a designated University official, the designated University official is authorized to require the User to cease the Amplified or Concert Sound and end the Event immediately.

4.4.2. Charges, Costs and Fees
Departments, colleges or units seeking to charge for the use of Space must develop rate usage structures that comply with all Educational Business Activity Rate Development directives established by the University’s Finance & Accounting: https://www.fa.ufl.edu/directive-categories/rate-development/. Use charges and ancillary service costs that Users will likely be responsible for include, without limitation, security, custodial, catering, parking, and audio-visual equipment set-up and operation associated with their Event or use.

  1. a) Admission Fees – Any Users holding Events in Instructional Space are prohibited from charging admission fees (which includes soliciting voluntary contributions from attendees) without prior written approval from the Vice President for Business Affairs.

    RSOs may charge admission fees (which includes soliciting voluntary contributions from attendees) to their Events or activities if the RSO is not using activity and service fee funds in compliance with Fla. Stat. 1009.24(10)(b); the RSO complies with the requirements of University of Florida Regulation 4.006, Commercial Activity; Selling of Merchandise, Activities Involving Off-Campus Vendors (https://policy.ufl.edu/regulation/4-006/) and the Vice President for Student Life or designee has approved a request to charge admission through the Event Permitting System. Admission fees, when allowed, are the only fees that RSOs may charge during an Event. RSOs may not charge admission to non-permitted Events or meetings of any kind.

    Unless otherwise precluded or conditioned by the University, non-RSO Users may only charge an admission fee (which includes soliciting voluntary contributions) to attend their permitted Events if: the fees or contributions are in an amount that covers only the costs of the Event, or the net proceeds generated from the Event are transferred to a charitable institution or organization as defined in §501(c)(3) of the Internal Revenue Code of the United States.
  2. Insurance Requirements and Costs – The University, in its sole discretion, may require any User to obtain, at the User’s sole expense, insurance coverage satisfactory to University for the User’s proposed Event or use.

    Users are responsible for providing the vendor’s Certificate of Insurance (COI) to Environmental Health and Safety prior to the Event date, if requested. Additionally, waivers may be required for certain activities.

    Vendors conducting business on Campus are required to maintain valid insurance as outlined in the requirements established by Environmental Health and Safety: https://www.ehs.ufl.edu/departments/occupational-safety-risk/insurance-and-risk-management/events/. Vendors include, without limitation, tent suppliers, photographers, DJs, party rental companies (e.g., dunk tanks, bounce houses, rock climbing walls), performers, and live animal handlers.
  3. Security Costs – The University of Florida Police Department, in its sole discretion, determines what level of security and the cost associated, if any, a proposed Event requires, based on objective, viewpoint neutral criteria. Primary Users and Select Users are responsible for paying the costs of any security needs (as established by the University of Florida Police Department security cost sheet) identified by the University of Florida Police Department’s independent review. A copy of the current UFPD security cost sheet is available for review at: UFPD-Special-Events-Info-Sheet-Effective-9-1-23.pdf.

4.4.3. Commercial Activities
University Space shall not be utilized for Commercial Activity [defined by University Regulation 4.006 as “any act or event which results in financial gain to the salesperson, individual(s) or organization(s)”] by any User unless the Vice President for Business Affairs grants prior written approval.

4.4.4. Program Accessibility for Persons with Disabilities
If required by law, Users are responsible for providing, at the User’s sole cost and expense, programmatic access to individuals with disabilities.

4.4.5. Use of Space Agreement Requirement
Any Select User’s rental, license, and/or use of University Select Space must be governed by an approved Use of Space Agreement. The University’s Use of Space Agreement template must be used by all departments, colleges, or units that control Select Space. Any adaptation of the template to meet the specific needs of a department’s, college’s, or unit’s Select Space must be approved by the Office of the Vice President and General Counsel. Departments, colleges, or units may only continue using a pre-existing Use of Space Agreement (created prior to the effective date of this policy) if the agreement is approved by the Office of the Vice President and General Counsel for continued use. Departments, colleges, or units are prohibited from making any substantive changes to the Use of Space Agreement without the Office of the Vice President and General Counsel’s approval.

The Vice President for Business Affairs reserves the right to conduct periodic audits to ensure that departments, colleges, and units are correctly using approved Use of Space Agreements.

4.4.6. Employee Use of University Space for Outside Activities
All University employees must obtain written approval from the Vice President for Business Affairs prior to utilizing the employee’s office or other University facilities, equipment, or services for outside activities, such as private practice or consulting. Employees must also comply with University Regulation 1.011, Disclosure and Regulation of Outside Activities and Conflicts of Interest, which require disclosure of outside activities through the University’s required disclosure process.

4.4.7 Disruptive Behavior Prohibited
All individuals, groups, and organizations must conduct themselves professionally and respectfully, ensuring their actions do not disrupt events, speakers, or University Business, nor infringe on the rights of other members of the University community.

Users of Outdoor Areas must not cause a material and substantial disruption to University Business, Events and activities taking place on Campus. A material and substantial disruption is any conduct that significantly interferes with the University’s educational, business, and operational functions or intentionally and significantly hinders another person’s or group’s expressive rights. However, this does not include conduct protected under the First Amendment to the United States Constitution or Article I of the Florida Constitution, including, but not limited to, lawful protests and counter-protests in the Outdoor Areas of Campus or minor, brief, or fleeting nonviolent disruptions that are isolated as outlined in the Campus Free Expression Act (Section 1004.097, Florida Statutes).

Additional rules regarding disruptive behavior for university faculty, staff, and students can be found in University of Florida Regulation 1.008 – Disruptive Behavior, https://policy.ufl.edu/regulation/1-008/.

4.5. Process for University Space to be Designated as Select Space

The Use of University Space Definitions in this Policy establish two distinct designations for University Space: Primary Space and Select Space. Select Space is available to a wider selection of Users (including individuals not associated with the University) for a broad array of academic and nonacademic Events. Unless specifically designated as Select Space, all indoor Space controlled by the University is Primary Space.

For Space to be designated as Select Space, departments, colleges and units must apply for such designation through the Select Space Designation Committee (“Designation Committee”). To start the designation process, departments, colleges or units must complete a Select Space Designation Application (“Designation Application”) and submit it to the Designation Committee. The link to the current Select Space Designation Application on the Business Affairs website is: https://businessaffairs.ufl.edu/wp-content/uploads/space/docs/SelectSpaceDesignationApplication.pdf

A current list of Select Spaces is available at the Vice President for Business Affairs website: https://businessaffairs.ufl.edu/events/select-space/.

4.6. Exceptions to the Use of University Space Policy

The Vice President for Business Affairs may, within his or her sole discretion, grant an exception to Regulation 2.004 or any policy adopted pursuant to Regulation 2.004.

4.7. Policy Violations

The Vice President for Business Affairs or their designee is authorized to impose appropriate sanctions against Users who fail to comply with University regulations or policies. Such sanctions may include, but are not limited to, the following:

  • Cancellation of the Event.
  • Prohibition on reserving or using specific University venues or, alternatively, any University Space for an appropriate period, as determined by the Vice President for Business Affairs.
  • Charging the User for additional costs related to the User’s misuse of University Space, including, without limitation, the following:
  • Venue cleanup and restoration;
  • Property repair or replacement; and/or
  • Increased staff fees.

If a department, college or unit responsible for a Select Space violates the University’s Select Space Policy or related rules, the Vice President for Business Affairs may take any corrective action necessary to address the violation, including, without limitation, the following:

  • Suspending or revoking a Select Space designation; or
  • Revoking the department’s, college’s, or unit’s authority to host certain types of events in its Select Space.

The Designation Committee shall recommend to the Vice President for Business Affairs whether the department, college or unit’s violations warrant corrective action and, if so, what type. The decision of the Vice President for Business Affairs is final.

Students and student organizations (both registered and non-registered) may also face similar sanctions and corrective actions to those listed above for failing to comply with these rules as well as further sanctions in line with the Division of Student Life principles, including referral to student conduct for violations of the student conduct code and the removal of registration status for Registered Student Organizations.

4.8. Questions

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

5. References and Related Information

5.1. Florida Statutes

5.2. University Regulations

5.3. University Policies

5.4. University Statements

History

History: New 12-7-2020, Amended 4-2-2021, Amended 11-30-2021, Amended 12-13-2021 (substantive), Amended 3-10-2022 (administrative), Amended 7-21-2022 (substantive), Amended 11-13-2024 (administrative), Amended 4-7-2025 (substantive).