Vice President for Business Affairs

Use of University Space Policy

1. Purpose and Scope

a.  Employee Use of University Space for Outside Activities

b.  Other Applicable University Regulations and Policies

2.  Definitions

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

a.  Events Requiring a Risk Review

4.  Event and Permit Request Process

a.  Where to File Event and Permit Requests

b.  When to File Event and Permit Requests

c.   Responsibilities of Event Organizers

d.  Process after an Event or Permit Request has been Filed

5.  Users and Types of University Space

a.  Primary Space

b.  Select Space

c.  Outdoor Areas

6.  Rules Governing the Use of Space

a.  Amplified and Concert Sound at Outdoor Events

b.  Charges, Costs and Fees

i.  Admission Fees

ii.  Insurance Requirements and Costs

iii.  Security Costs

c.  Commercial Activities

d.  Program Accessibility for Persons with Disabilities

e.  Temporary Signage – Including Banners, Chalking and Yard Signs

i.  Temporary Political Signage

f.  Use of Space Agreement Requirement

g.  Program Accessibility for Persons with Disabilities

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

8.  Policy Enforcement and Consequences for Policy Violations

9.  Exceptions to the Use of University Space Policy

10. Additional Resources

1. Purpose and Scope

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 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’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.

Scope – Each individual and every group or organization using University space is required to abide by this Policy. To the extent any portion of this Policy conflicts with other University rules, policies, or procedures, this Policy shall control.  Any question about how to interpret or apply this Policy should be directed to the Vice President for Business Affairs or their designee, ufba-events@ufl.edu.

a. 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 in furtherance of outside activities, such as private practice or consulting. http://aa.ufl.edu/media/aaufledu/forms/OAA-GA-L-268-Request-to-use-University-Equipment,-Facilities-and-Services-Form.pdf

b.  Other Applicable University Regulations and Policies – In addition to Regulation 2.004 and this Policy, the use of any University Space is 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 (https://regulations.ufl.edu/wp-content/uploads/2012/09/4006.pdf) , alcohol (https://regulations.ufl.edu/wp-content/uploads/2012/09/2019.2016final4-8-16.pdf), public safety (https://regulations.ufl.edu/wp-content/uploads/2012/09/3005.pdf), and parking (https://regulations.ufl.edu/wp-content/uploads/2012/09/3010.pdf).

2.  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 sessions 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: any University building, facility, outdoor space, or any portion thereof, used primarily for Administrative Purposes.

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

Chalking: refers to writing or drawing with approved types of chalk on concrete or paved sidewalks.

Concert Sound: any noise producing a volume between 100 and 115 decibels. Examples of noise within this range include loud rock concerts, sporting events, and military-grade electric 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.

Event Organizer: 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: is the system used by the Vice President for Student Affairs and the Vice President for Business Affairs for registering and permitting Events on Campus (this system is also known as GatorConnect).

General Outdoor Areas: 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.

Instructional Space: refers to 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; and
      • 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: any individual who is seventeen years of age or younger.

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

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

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 Outdoor Areas: designated outdoor space on Campus that is only reservable for reservation and use by Primary Users (e.g., Reitz Union North Lawn, The Plaza of the Americas, Flavet Field Bandshell, and Turlington Plaza).

Primary Space: 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: 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.

Select Space: 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/even ts/select-space/. This definition specifically excludes Instructional Space, Administrative Space, and Primary Outdoor Areas unless otherwise identified on such list.

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

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.

Space Coordinator: University employee overseeing the reservation process for Primary or Select Space controlled by the employees’ department, college and unit.  For purposes of this Policy, the Office of the Vice President for Business Affairs is the Space Coordinator for events held in General Outdoor Areas.

Temporary Signage – refers to the following types of temporary markings or signage used to publicize an Event:

        • Adhesive stickers, labels, and decals;
        • Banners, whether affixed to banner poles or light poles, or hanging from the interiors or exteriors of Campus buildings;
        • Feather banners;
        • Chalking; Posters or flyers;
        • Sandwich boards or a-frames; and
        • Yard signs.

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

User: means both Primary Users and Select Users.

3.  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:

    • Events held or sponsored by Select Users;
    • Events held or sponsored by registered student organizations;
    • Events designed to include animals (refer to Regulation 2.021, Animals Not Allowed in Buildings, https://regulations.ufl.edu/wp-content/uploads/2012/09/2021.pdf);
    • Events including well-known (locally, nationally, or globally) individuals who might bring increased publicity to the University;
    • Tabling Events;
    • Events involving the sale, service or consumption of alcohol on Campus, except when such Events take place in locations approved for the sale of alcoholic beverages (refer to Regulation 2.019, Alcoholic Beverages, https://regulations.ufl.edu/wp-content/uploads/2012/09/2019.2016final4-8-16.pdf, or Events where University funds of any type are being used to pay for the alcoholic beverages; and
    • Events requiring a risk review.

a. Events Requiring a Risk Review – To ensure the safe and orderly use of Campus property, the University reserves the right to review all activities taking place on Campus, 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 brought to campus and the speakers’ audience goes beyond the students enrolled in that class.  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 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, community members);
    • 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 held in Outdoor Areas that include Amplified Sound or Concert Sound;
    • When University officials determine that the complexity of the Event’s 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.

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

  • Permitting Administrators may request that one or more of the following University units review the information provided for the proposed Event, identify any 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; or
    • any other University administrative units with necessary expertise related to the proposed Event.
  • Permitting Administrators may convene one or more meetings to discuss any event management concerns presented by the proposed Event.  Possible attendees at such meetings include, but are not limited to, the appropriate Permitting Agent, the Users, representatives from the proposed venue, and representatives of any other University administrative unit deemed necessary.
  • The University may require Users to use advanced ticketing for the proposed Event. In such cases, ticket distribution plans must be discussed and approved by the appropriate Permitting Agent or venue representative prior to the distribution of any tickets. Any costs for advanced ticketing will be the sole responsibility of the User.
  • In addition to any other requirements or recommendations, the University may, in its sole discretion, take any of the following steps:
    • Move the proposed activity to a more appropriate venue on Campus;
    • Move the day or time of the proposed activity; and
    • Restrict attendance/event capacity at the proposed venue.

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

4. Event and Permit Request Process

 a.  Where to File Event and Permit Requests

    • Registered student organizations – submit their event or permit requests to the Vice President for Student Affairs or designee through the Vice President for Student Affairs Event Permitting System [https://orgs.studentinvolvement.ufl.edu/].
    • 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.  The approvals will be made by the local UF/IFAS leadership, with further approvals up to the applicable UF/IFAS Dean.  For Events at county-owned facilities, the county and UF/IFAS must both agree to host the requested event.  This step is a prerequisite for any additional University event or permit approvals required by the Office of Business Affairs through the Vice President for Business Affairs Event Permitting System [https://businessaffairs.ufl.edu/events]
    • User requests for certain venues with delegated authority to approve Event requests (excluding requests from registered student organizations) – the following venues have authority to approve Events held in that venue (subject to the appropriate University requirements):

Event Organizers looking to reserve space in one of these venues, including Primary Outdoor Spaces, should contact the venue as a first step.  The staff managing these venues will assist the Event Organizer with any additional event or permit requirements.

  • All other event or permit requests – are submitted to the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System [https://businessaffairs.ufl.edu/events/].

b. 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 for proposed Events which could meet the criteria for an Event requiring a risk review (see Section 3(a) above) must be submitted to the correct Permitting Authority 30 business days in advance of the proposed Event date. All other event or permit requests must be submitted to the correct Permitting Authority 15 business days in advance of the proposed Event date.

c.  Responsibilities of Event Organizers – Users submitting an event or permit request must identify a specific individual (an “Event Organizer”) who will serve as the liaison between the University and the User. Event Organizers are responsible for:

    • Submitting the event or permit request through the Event Permitting System to the correct Permitting Authority;
    • Answering Event-related questions posed by University officials prior to, during, or after the proposed Event;
    • Attending the proposed Event; and
    • Notifying the University officials of any material changes to the Event details after the permit has been issued including, without limitation, a change in the number of invitees or expected attendees, a change in the chosen caterer, a decision to serve alcohol at the Event, or a change to an Event’s invited speaker(s) list.

Users must notify the Permitting Authority immediately upon the substitution of one Event Organizer for another.

d.  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 Affairs 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.

 

5.  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.

a.  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 registered student organization. The University will determine, in its sole discretion, which of the University’s Primary Spaces is best suited for a proposed Event or use.

 b.  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/e vents/select-space/. ­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­Select Users are required to execute a University-approved use agreement in order to reserve or utilize Select Space­.

 c.  Outdoor Areas– Primary Outdoor Areas can be reserved and utilized in the same manner as Primary Space.  General Outdoor Areas cannot be reserved, but are available for informal, unscheduled gatherings of persons without registration or approval.

Individuals or groups may use General Outdoor Areas for informal, unscheduled gatherings for free expression.  Individuals or groups using General Outdoor Areas must adhere to all applicable University regulations and policies.  Individuals or groups using General Outdoor Areas shall not cause a material and substantial disruption to Campus or Events and activities taking place on Campus.  Material and substantial disruptions are defined as any conduct that intentionally and significantly hinders the University’s educational, business, and operational activities, or another person’s or group’s expressive rights.  Material and substantial disruptions do not include conduct that is protected under the First Amendment to the United States Constitution and Article I of the State 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. Individuals or groups using General Outdoor Areas may not use Amplified Sound or Concert Sound without prior written approval from the Vice President for Business Affairs or their designee (see Amplified and Concert Sound at Outdoor Events in section 6. below, Rules Governing the Use of Space).

6.  Rules Governing the Use of Space

 a.  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 and all 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 Affairs or designee.  Registered student organizations are to use the Vice President for Student Affairs’ 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 designee.  All such requestors are to use the Vice President for Business Affairs’ permitting system to submit requests for the outdoor use of Amplified Sound or Concert Sound at an Event: https://businessaffairs.ufl.edu/events/permit

ting/.

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 Agent 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 at an Event.  If a User refuses to reduce the sound volume when requested by a designated University official, the designated University official is authorized to end the Event immediately.

b.  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.

i.  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. Registered student organizations may charge admission fees (which includes solicitating voluntary contributions from attendees) to their Events or activities if: the registered student organization complies with the requirements of University of Florida Regulation 4.006, Commercial Activity; Selling of Merchandise, Activities Involving Off-Campus Vendors (https://regulations.ufl.edu/wp-content/uploads/2012/09/4006.pdf) and the Vice President for Student Affairs or designee has approved a request to charge admission through the Event Permitting System.  Admission fees, when allowed, are the only fees that registered student organizations may charge during an Event. Registered student organizations may not charge admission to non-permitted Events or meetings of any kind.  Unless otherwise precluded or conditioned by the University, non-registered student organization 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.

 ii. Insurance Requirements and Costs – The University may, in its sole discretion, require that any User obtain, at User’s sole cost, insurance coverage satisfactory to University for the User’s proposed Event or use.

 iii.  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:  https://police.ufl.edu/wpcontent/uploads /2020/12/Security-Details-Criteria.pdf.

c.  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.

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

e.  Temporary Signage – Including Banners, Chalking and Yard SignsExcept for the distribution of flyers and the presentation of hand held posters, see Regulation 2.003, Distribution of Printed Materials (https://regulations.ufl.edu/wp-content/uploads/2018/04/2.003.pdf), Select Users, including individual students as well as businesses, organizations, entities, and other individuals not associated with the University, are prohibited from placing Temporary Signage on Campus.

 Primary Users, including registered student organizations, may use Temporary Signage for the following reasons:

    • To promote and provide directions to Events held on the University Campus;
    • To promote Events or activities related to the mission of the University;
    • To celebrate the academic achievements of Primary Users, University students, or University alumni;
    • To celebrate anniversary milestones of Primary Users related to the University;
    • Celebratory anniversary milestones should begin at 50 years and continue in increments of 25 years (e.g. 75 years, 100 years, 125 years, et cetera); and
    • To recognize major donors (e.g. donors after whom a college or building will be named).

Temporary Signage containing references to the illegal use, sale, consumption, or distribution of alcohol or illegal drugs are prohibited.  Temporary Signage must not sponsor commercial, off-campus vendors, unless it fully complies with all University regulations, including, without limitation, Regulation 4.006.  Temporary Signage must not contain obscenity, defamation or other forms of unprotected speech.

The placement of Temporary Signage must never:

    • impede the free movement of foot, bicycle, or vehicular traffic on Campus;
    • be placed on, under, or in the immediate vicinity of any light or utility (electrical or telephone) lines or facilities;
    • be placed on any traffic signs, emergency call boxes, painted surfaces, benches, planters, utility boxes, newsstands, advertising dispensers, trees, roadways, or outdoor steps; or
    • be placed on sidewalks or walkways (except for Chalking in certain locations, see Chalking under “Specific Types of Temporary Signage”).

Unless otherwise authorized, Temporary Signage may not be placed on building roofs, exterior or interior walls of Campus buildings or structures, the windows or doors of Campus buildings, or over Campus roads or roadways.

The Vice President for Student Affairs or designee and Vice President for Business Affairs or designee are the Permitting Authorities for Temporary Signage without limitation.

The Vice President for Student Affairs is responsible for Temporary Signage in the following Campus locations:

    • Within or on the exterior of the Reitz Union;
    • Within the boundaries of the Reitz Union’s North Lawn;
    • Within or on the exterior of Newell Hall;
    • Within the Plaza of the Americas;
    • Within the Turlington Plaza;
    • Within or on the exterior of RecSports facilities; and
    • Within or on the exterior of Housing facilities.

The Vice President for Business Affairs is the Permitting Authority and responsible for approving requests for Temporary Signage at all other Campus locations.

In all cases, it is the Primary User’s responsibility to make sure the Temporary Signage is removed within 24 hours of the completion of the event or any time limitations established in this Policy for specific types of Temporary Signage.

The University will remove any Temporary Signage that does not comply with this policy.  Any costs associated with removing Temporary Signage that does not comply with this policy will be charged to the individual or group placing the Temporary Signage.

Specific Types of Temporary Signage and any additional rules include, without limitation, the following:

    • Adhesive Stickers, Labels, Static Window Clings and Decals (including Vinyl Decals) – Placement of adhesive stickers, labels, static window clings and decals on or affixed to any University-owned structure, building (or any parts thereof, including windows and doors), sidewalk, walkway, roadway or any other Space is generally prohibited. This restriction does not apply to stickers, labels, clings and decals placed by a University department for building code or operational and programmatic reasons.
    • Banners – Unless otherwise approved, all banners placed on Campus must meet the following specifications:
      • Banners must not exceed the following dimensions – 10 feet wide or 8 feet tall;
      • Banners must be constructed of heavy cloth, heavy vinyl or heavy plastic; and
      • Banners must be properly sewn and vented.

The University maintains banner poles for the exclusive use of registered student organizations and the Division of Student Affairs.  Banner poles are located near the Reitz Union and the Plaza of the Americas.  Registered student organizations reserve banner poles through the Office of Event Services online reservation request form, found here: https://eventservices.ufsa.ufl.edu/.  Registered student organizations may reserve banner poles for up to five calendar days in a thirty-day period.  Registered student organizations can only reserve banner poles thirty days in advance of the first day of the requested reservation period.  Registered student organizations are responsible for installing and removing their banners on banner poles.  Registered student organizations must remove their banners from the banner poles by 5:00 pm on the final date of the registered student organization’s reservation.  Additional specifications for banners hung from banner poles (applies to registered student organizations and University Departments uses) include:

      • Banners must be hung using the existing ropes and hardware;
      • Banners must have grommets to attach to the banner poles; and
      • Banners must not touch the ground.

The University only allows the hanging or draping of banners from the interiors or exteriors of certain Campus buildings pursuant to the following conditions:

    • Facilities Services must install and remove all hanging banners, unless a Campus Space has assigned that task to another approved unit.
    • Hanging banners may not remain on or in Campus buildings longer than five business days without written permission by proper authority.
    • The senior college or unit administrator overseeing the operations of a Campus building is authorized to decide:
      • Whether or not hanging banners will be allowed in or on their buildings;
      • Any physical specifications (such as size restrictions) for the banners; and
      • Whether to allow all Primary Users to place hanging banners in or on their building or to limit such opportunities to specific categories of Primary Users (e.g., only registered student organizations or campus units and registered student organizations, et cetera). If a specific category of Primary Users (e.g. registered student organizations) is allowed to place hanging banners in or on a Campus building, all individuals or groups in that specific category (e.g., all registered student organizations) must also be allowed to do so, except that a college can limit the banners placed in or on its building to Primary Users associated with that college (e.g., the College of Law can limit the placement of banners within or on College of Law buildings to registered student organizations affiliated with the College of Law).
    • Approval process for Primary Users (excluding registered student organizations) – In addition to obtaining the permission of the senior college administrator or unit administrator of the building where the banner will be placed, such Primary Users must also submit a banner permit request with the Vice President for Business Affairs using the form found here: https://businessaffairs.ufl.edu/ events/permitting/.
    • Banner designs must be approved by the senior college/unit communicator of the department submitting the request to review the banner for adherence to identity standards including images and the presentation of the university name and trademarks.

As for banners at fraternity and sorority houses, except the following safety precautions, banners at fraternities and sorority houses are exempt from these provisions.

      • Banners must not exceed 100 square feet in total area;
      • Banners must not be placed on the roofs of the houses; and
      • Banners must not be placed on, under, or in the immediate vicinity of utility lines or equipment
  • Light Pole Banners – UF Communications is responsible for overseeing and approving any requests to erect light pole banners. Information regarding the guidelines for light pole banners is available at: http://identity.ufl.edu/signage/.  The banner request form to erect light pole banners is available at: http://identity.ufl.edu/wp-content/uploads/2017/05/ LightpoleBannersForm.pdf.
  • Chalking – The only type of chalk approved for Chalking is water-soluble, dry stick chalk specifically designed for writing or drawing on concrete or paved sidewalks. The use of aerosol spray chalk, markers, paints (latex or oil-based) and similar products is prohibited.

Chalking is permitted ONLY on the following locations:

      • Concrete sidewalks on the north side of the Reitz Union, up the emergency fire lane, to the eastern most point of the North Lawn Stage, and ending at the western most point of the emergency fire lane at the Reitz Union breezeway, and
      • Concrete portions of the walkway located in the northeast corner of the Turlington Plaza (south of Union Road, west of Newell Drive, back to the northeast side of Turlington), including the tabling area.

Chalking is prohibited in or on any of the following areas or surfaces:

      • Vertical surfaces, doors, walls, sides of buildings, windows, pilings, and columns;
      • Painted surfaces, glass, benches, planters, trees, traffic signs, light posts, emergency call phones, fixtures, newsstands, ad dispensers, utility boxes, private property, and any other similar objects;
      • The concrete stairs, walls, tables, and planters on Turlington Plaza; and
      • In any areas where temporary or permanent coverings hinder rain from reaching the chalked area.

Chalking must be clear and legible, bear the name of the registered student organization or University unit responsible for the chalking.

Chalking activities that comply with these rules are not subject to the permitting process and do not need an approval from a Permitting Authority.

  • Printed Materials such as Posters or Flyers[1] – In addition to Primary Users, Select Users including individual University students and non-registered student organizations may distribute printed materials on Campus, (refer to Regulation 2.003, Distribution of Printed Materials, https://regulations.ufl.edu/wp-content/uploads/2018/04/2.003.pdf).  Posters or flyers placed on Campus by registered student organizations must include the organization’s name and contact information.

The placement of posters or flyers is restricted to outside bulletin boards exclusively.  Posters and flyers must not be placed on any other outside structures, including, but not limited to, statues, trees, walls, light posts, doors, or cars.

  • Sandwich Boards (including A-Frame signs) in Outdoor Locations – The use of sandwich boards at outdoor locations is limited to university departments, colleges, or units responsible for Select Spaces and may only be used for providing directions to or for Events occurring on Campus. Sandwich boards must not be placed in locations that will impede pedestrian traffic or vehicle visibility and must be removed upon completion of the event.  There must be five feet of clearance around any sandwich board in an open paved area or sidewalk.  Sandwich boards must not be placed in landscape beds or turf areas.  Sandwich boards must only be secured with self-contained weighting systems.  Using chains or cable locks to attach sandwich boards to University property (including, but not limited to trees, bollards, railings, street or lampposts, and buildings) is prohibited.
  • Sandwich board uses in compliance with these rules are not subject to the permitting process and do not need an approval from a Permitting Authority.
  • Yard Signs (including Feather Banners or Flags) – Yard signs may only be used to advertise on-Campus Events occurring within 3 calendar days, not for advertising on-Campus Events beyond that timeframe or advertising off-Campus Events, and to provide directions to on-Campus Events and such yard signs must comply with the time restrictions covered under Temporary Directional or Way-Finding Signs for Events.  Feather banners may only be placed in front of the Campus Spaces where the Events will take place and only on the days when the Events are being held.

Yard signs must be placed at least 12 inches away from sidewalks and curbs in order to avoid damage to the irrigation system.  Any yard signs requiring the placement in the ground of a spike, post, or base for support (such as feather banners or flags) must be placed by Facility Services.  Yard signs not requiring the placement in the ground of a spike, post, or base for the sign’s support (e.g. wire stake signs) may be placed on Campus by the Primary Users.  Any User placing a yard sign in violation of this rule is responsible for costs incurred by the University to repair damages incurred by the University because of the User’s actions.

All yard signs must include the Primary User’s name (university department or registered student organization) and installation/removal dates (e.g., 01/01/2021 – 01/03/2021) on both sides of the yard sign at the bottom right corner in black Times New Roman text with a minimum size 24 font on a light color background.

Yard signs that comply with these rules and placed in the following Campus locations are not subject to the permitting process and do not need an approval from a Permitting Authority:

      • Within the boundaries of the Reitz Union’s North Lawn;
      • Exterior of Newell Hall;
      • Within the Plaza of the Americas; and
      • Within the Turlington Plaza.
  • For yard signs to be placed anywhere else on Campus, such requests must be approved in advance by the Vice President for Business Affairs or designee using the process found at https://businessaffairs.ufl.edu/events/permitting/. Yard signs placed elsewhere on Campus must be placed in landscape beds, unless otherwise approved by the Vice President for Business Affairs or designee.
  • Temporary Directional or Way-Finding Signs for Events – Time restrictions for temporary directional and way-finding signs, designed to help guide attendees to Events, are as follows:
      • Such signs must not be placed on Campus until after 8:00 a.m. the morning prior to the Event.
      • Such signs must be removed no later than 5:00 p.m. the day after the Event.

i.  Temporary Political Signage – This policy does not apply to political signage, including signage supporting candidates for upcoming elections; rather the University follows all applicable federal, state, and local laws and rules regarding such signs. Political signage is addressed in the Political Campaigning on Campus Policy (https://policy.ufl.edu/policy/policy-on-political-campaigning-on-campus/). 

f.  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.

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

 7.  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 non-academic 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://businessa ffairs.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/. ­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­­

8.  Policy Enforcement and Consequences for Policy Violations – The Vice President for Business Affairs or designee is authorized to impose appropriate sanctions against Users who fail to follow University regulations or policies. Such sanctions may include, without limitation, the following:

    • cancellation of the Event;
    • prohibition on reserving or using specific University venues or, alternatively, any University Space for an appropriate amount of time determined by the Vice President for Business Affairs; and
    • charging 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
      • increased staff fees.

If a department, college or unit responsible for the 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 redress the violation, including, without limitation, the following:

    • suspending or revoking a Select Space designation, or
    • revoking the department, college 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 Affairs principles, including referral to student conduct for violations of the student conduct code and the removal of registration status for registered student organizations.

9.  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.

10.  Additional Resources

Noise Level information obtained from various sources, including: http://www.industrialnoisecontrol.com/comparative-noise-examples.htm

[1] This rule does not regulate the posting of materials within the Department of Housing and Residence Education.  Individuals or groups wanting to place posters or flyers in areas operated by the Department of Housing and Residence Education, including its outdoor bulletin boards, should contact that department at HREConduct@ufsa.ufl.edu.