Auxiliary Enterprises
Event Services
Office of University Event Services (UES)
The Office of University Event Services supports the mission of Florida Polytechnic University by providing comprehensive planning, coordination, and logistical support for events and meetings. Through collaboration, efficient processes, and exceptional service, we help create engaging experiences for students, faculty, staff, and community partners while maximizing the use of campus spaces.
Florida Polytechnic University offers a wide variety of event spaces, including classrooms, conference rooms, and outdoor venues, to meet the needs of both campus and non-affiliated guests. Our team is here to assist with planning, coordinating, and executing your event or meeting so you can focus on your content and guests.
Event Types & Fee Structure
Florida Polytechnic University classifies events into the following categories to determine planning responsibility, access, and fee structure.
Internal University Meeting
Meetings held on campus by a recognized university department, division, office or organization. The university entity serves as the host and holds full responsibility for the meeting.
Fee Structure:
- No charge for room or space rental
- 50% charge for University Events Services labor/support
- Full charge for all other event-related services
Internal University Event
Events hosted by a recognized university department, division, office, or organization. The university entity serves as the host and holds full responsibility for the event. These events may include external guests or be open to the public.
Fee Structure:
- No charge for room or space rental
- 50% charge for University Events Services labor/support
- Full charge for all other event-related services
University Partner Event
Events jointly hosted by a university department/unit and an external organization. Both parties share hosting responsibility. If the external organization promotes the event, Florida Polytechnic University must be identified as a sponsor in all promotional materials.
Fee Structure:
- 50% charge for room or space rental
- 50% charge for University Event Services labor/support
- Full charge for all other event-related services
- No tax charged for tax-exempt organizations
- Costs may be paid by the University, the external organization, or split between both
University Business Partner Event
Events hosted on campus by an external organization with a recognized business partnership with the university. The external organization serves as the primary host.
Fee Structure:
- 50% charge for room or space rental
- 50% charge for University Event Services labor/support
- Full charge for all other event-related services
- No tax charged for tax-exempt organizations
External Event or Meeting
Events or meetings held on university property by an external organization. The external organization holds all responsibility for hosting the event or meeting.
Fee Structure:
- Full charge for room or space rental
- 15% discount for nonprofit organizations
- Full charge for University Event Services labor/support
- Full charge for all other event-related services
- No tax charged for tax-exempt organizations
Planning an Event or Meeting
To ensure a successful event or meeting, please follow the guidelines below.
Planning an Internal University Meeting
If you are affiliated with the University and would like to reserve space for an internal meeting, please submit a request through the Event Management System (EMS) using the internal meeting space reservation process.
If you do not have access to the appropriate meeting template in EMS, contact University Event Services for assistance.
- Meeting spaces may be reserved on the same day, provided no additional services (e.g., audiovisual, catering, equipment) are required.
- Meetings requiring services must follow the Internal University Event process (see Planning an Internal University Event or University Partner Event).
Planning an Internal University Event or University Partner Event
If you are affiliated with the University and plan to host an event on campus, you must complete the University Event Request Form.
Submission Timelines:
Events with fewer than 100 attendees must be submitted at least 30 calendar days in advance. Review and confirmation may take up to two weeks.
Events with more than 100 attendees must be submitted at least 60 calendar days in advance. Review and confirmation may take up to three weeks.
All tabling events must be submitted at least two weeks in advance. Review and confirmation may take up to one week.
Faculty-hosted events must first be submitted through the Academic Affairs Event Request process. Once approved by Academic Affairs, submit the University Event Request Form and follow the process outlined above.
Planning a University Business Partner Event or External Event or Meeting
Non-affiliated organizations wishing to host an event or meeting on campus must contact University Event Services directly.
Submission Timelines:
Events or meetings with fewer than 100 attendees must be requested at least 60 calendar days in advance.
Events or meetings with more than 100 attendees must be requested at least 90 calendar days in advance.
Review and confirmation timelines vary based on complexity and size. Once approved, a University Event Services staff member will contact the requester to finalize event or meeting details and logistics.
Tips for a Successful Event/Meeting
University Event Calendar
Florida Poly has a number of different calendars that contain important information for students, employees, and the community. Check the university event calendar to see what’s already scheduled. If you would like your event included on the official university events calendar, submit a project ticket to Marketing.
Catering Your Event or Meeting
Are you interested in having your event or meeting catered? Chartwells Higher Education Dining Services, our university dining program, offers premiere catering experience in Carved & Crafted!
Let Carved and Crafted guide you, from designing the perfect menu to personalizing all the details of your unique event or meeting. Their catering services can accommodate any size, theme, or individual requirements, in virtually any setting.
Click here to access their full Catering Guide.
Marketing Your Event or Meeting
If you would like assistance with promoting your event or meeting on campus or in the community, contact Marketing. Consider submitting information about your event to the Weekly Phoenix, on the website, in the mobile app, to the local media, etc. Marketing can also help you hire a photographer or videographer.
Event Accessibility
Events are required to be ADA compliant. When planning events, please think about the accessibility of signing up and/or participating in the event. Provide a process for requesting accommodation(s), may use ADA@floridapoly.edu for individuals to request accommodations. The ADA Coordinator is available to provide guidance and recommendations. For information reach out to ADA@floridapoly.edu and/or (863) 874-8484.
Risk Management for Events
The Department of Risk Management supports the university’s on-campus and off-campus events. Events or meetings working with external vendors or having potentially hazardous activities taking place should reach out to the Department of Risk Management to ensure proper documentation is collected and procedures are followed.
Insurance & Liability
Non-affiliated guests who are looking to host their event or meeting at Florida Poly are required to provide proof of insurance, however, the specific insurance types will be determined by the event and activities. Additional insurance requirements or changes to the limits will be assessed based on the type of event. Questions regarding Certificates of Insurance (COI) can be directed to the Department of Risk Management.
Contact Us
863-874-8759 | events@floridapoly.edu
