Terms & Conditions

Student Union facilities are typically available for space reservations during the following times:

• Mon. - Fri., 8 a.m. - 10 p.m., and
• Sat./Sun. (Union/Moore), 9 a.m. - 10 p.m.
• Sat./Sun. (SSB/ASLC), Noon - 10 p.m.

Actual hours of operation may vary due to holidays, semester breaks, home football games, etc.

Student Union staff reserves the right to enter any event at any time to ensure compliance with policies and to ensure a safe and successful event.

For events taking place during the fall and summer semesters, space reservations may be made no earlier than 8 a.m. on the first working Monday of April in the same year. Space reservations for the spring semester may be made no earlier than 8 a.m. on the first working Monday of November.

Per Union Board Policy, certain university events have priority for reservations. These university events include, but are not limited to: Presidential events, DSA events, Orientation, Welcome Weeks, Family Weekend, Homecoming events, Graduation, Board of Trustee’s Meetings.

Only those listed as officers in Nole Central can book on behalf of the organization and three officers per organization can be attached to Mazévo as a contact to request space. The President and Treasurer are automatically assigned as requesters via Mazévo, and the 3rd officer must be manually added. Campus Event Services cross-checks each request with the organization’s roster information on Nole Central. If the person requesting space is not an officer of the organization, the space request will not be granted until the president of the organization authorizes the request.

RSOs are strongly encouraged to keep their organization’s information in Nole Central current so as to not delay any pending space reservation requests.

Overtime fees are charged daily and are equal to two hundred dollars ($200) for each additional hour of the request that falls outside of the established hours of operation for the day.

Such requests must be approved by Campus Event Services administration.

Campus Event Services administration reserves the right to adjust space reservation assignments in order to accommodate as many space requests as possible. Updated reservation confirmations with new room locations will be sent from Mazévo via email to the event contact.

Many requests for events held in the Student Union facilities require special attention and consideration before they can be confirmed. Any request received that requires further review is assigned a status of Pending Requirements. This means that while the space reservation has been made, the event itself is tentative and not yet confirmed.

Guests receiving this status with their reservation request are required to visit the How to Reserve FSU Spaces to provide additional information relevant to their event. Guests may also visit the Student Organizations and Involvement (SOI) office located on the third floor of the Student Union. If permit(s), insurance certificate(s), contract(s), etc. is/are required for an event, the guest requesting the space reservation is responsible for obtaining all required documentation at least fourteen (14) days before the event is to take place.

Any misrepresentation of an event or guest will result in the cancellation of the event(s) and/or the loss of reservation privileges in the Student Union, Student Services Building, Askew Student Life Center, and academic spaces at Florida State University. Examples of misrepresentation include, but are not limited to, Recognized Student Organizations requesting space on behalf of FSU departments, non-university entities or non-recognized student organizations, purposefully omitting event details in an effort to circumvent event permitting procedures, and requesting space for an organization of which the requesting party is not a member.

Any misrepresentation of an event or guest will result in the cancellation of the event(s) and/or the loss of reservation privileges in the Student Union, Student Services Building, Askew Student Life Center, and academic spaces at Florida State University. Examples of misrepresentation include, but are not limited to, Recognized Student Organizations requesting space on behalf of non-university entities or non-recognized student organizations, purposefully omitting event details in an effort to circumvent event permitting procedures, and requesting space for an organization of which the requesting party is not a member.

Groups, organizations, and individuals reserving space or facilities should be aware and make their members or others participating aware of the responsibilities attendant to the reservation of designated space or facilities including responsibility for the proper care of any furnishings and equipment located in or about the designated area:

The group, organization, or individual reserving the space or facility agrees to abide by all laws, rules, regulations, policies, ordinances, etc. pertaining to the use of University property, furnishings, and equipment.

• Damage: The group, organization, or individual reserving the space or facility is responsible for any damage to the area reserved, including property, furnishings, and/or equipment. If damage should occur, the group, organization, or individual reserving the space or facilities shall be held responsible for costs incurred and the repair or replacement of said damaged property, furnishings, or equipment.
• Removal: Removal of property, furnishings, or equipment assigned to university facilities is strictly prohibited except in instances where proper removal procedures are followed.
• Liability: The University disclaims responsibility for any injuries occurring in the use or preparation of reserved space for special events that require the alteration of rooms, set up, or decoration. Injuries or the theft of personal effects occurring in connection with the event shall in no way be the responsibility of the University or its officials.

In addition to the liability policy outlined in the section above, the usage of audio/visual equipment, furniture, and/or other items cannot be guaranteed and is subject to availability.

Cancellation by CES

• Reservations may be cancelled by CES when USER:
  • Fails to comply with conditions required for the event.
  • Fails to provide the purchase order or payment method prior to the event.
  • Is not willing or able to perform adequately all required duties and responsibilities related to the event.
  • Has not paid for a previous event at CES or another University facility within 30 days of the issued invoice.
  • Violates Board of Governors and University policies or other applicable laws.

Policies for Cancellations by USER

• All CES venues, except the Student Union Ballrooms, if a University Person, Group or Organization’s event is cancelled on or within fourteen (14) days of the reservation start date, the USER will be charged a two-hour minimum for all estimated crew costs. 
• All CES venues, except the Student Union Ballrooms Club Down Under, ASLC Theatre, if a University Person, Group or Organization’s event is cancelled on or within two (2) days of the reservation start date, the USER will be charged the full estimated amount provided when reserving the space.  
• Student Union Ballrooms if a University Person, Group or Organization’s event is cancelled on or within thirty (30) days of the reservation start date, the USER will be charged a two-hour minimum for all estimated crew costs. 
• Student Union Ballrooms if a University Person, Group or Organization’s event is cancelled on or within seven (14) days of the reservation start date, the USER will be charged the full estimated amount provided when reserving the space.

Rescheduling of Cancelled Events

• In the event of cancellation by the CES or the USER, the event shall be rescheduled only by mutual agreement between the CES and USER and upon the availability of requested space. Neither the CES nor USER is obligated to reschedule the event. Any application of deposits or payments already made by USER to such rescheduling is solely at CES’s discretion.
• The easiest way to cancel an event that was requested is through the online reservations portal, log in, select Reservations, then View My Requests. From there you can select the reservation you would like to cancel and select the red “X” next to it. Alternatively, cancellations may be e-mailed to ces@fsu.edu, or communicated in person to Campus Event Services personnel at the information desk on the Student Services Building second floor. Groups that do not properly cancel an event will be charged with a  No-Show for that event.

A no-show will be recorded for any guest that fails to show up for a reserved event within one (1) hour of the event start time. Groups charged with three (3) no-shows will lose reservation privileges in Student Union, Student Services Building, Askew Student Life Center, and academic spaces at Florida State University. All outstanding space reservations belonging to the organization will also be canceled.

Regardless of organization type (RSO, university-related, etc.); a rental fee will be assessed for all reservations that include any type of monetary exchange (i.e. admission fees, donations, items for sale, auctions, etc.).

Guests are permitted to decorate reserved spaces when appropriate. In addition to reserving enough time to decorate, the following guidelines apply:

• Guests may not tape, nail, or thumbtack any items to floors and walls. Additionally, guests are not permitted to attach items to light fixtures or ceilings.
• The following items are not be used while decorating Union spaces:
  • Tape (other than painter's tape)
  • Glitter
  • Nails
  • Thumbtacks
  • Covering any room window(s)
  • Candles or any open flame
  • Incense
  • Fog or smoke machines
  • Fountains or any water machine
  • Balloons (outdoor events only)

All Student Union facilities are designated as non-smoking/non-vaping. Guests found in violation of this policy will be asked to leave immediately.

Guests attending an event held in Union facilities are expected to be respectful and courteous to other guests and staff members of the Union. Excessive noise or other disruptive behavior will not be tolerated. The Student Union reserves the right to immediately terminate any event deemed to be disruptive or unsafe in any way. Disruptive individuals will be removed from the facility and any outstanding events scheduled by the offending organization may be canceled.

Please refer to the FSU Posting Policy for more information.

Please refer to the FSU Freedom of Speech Policy (pdf) for more information.