Student organizations that have completed the recognition process are granted access to create reservations through the FSU events management system, Mazévo.
Only officers listed on the Registered Student Organization's (RSO's) Nole Central page will be granted Mazévo access. Registration is a process that must be completed annually by all student organizations to receive and maintain privileges on campus. Please see the Office of Student Organizations & Involvement (SOI) for RSO resources.
All reservations must be requested a minimum of 14 days in advance of the proposed event to provide enough time for review and approval(s).
Five Steps to Planning Your Event
Helpful Resources and Guidelines
01: Request An Event Space
Types of Spaces & Reservation Notice Requirements
| Space | No. of Days Notice |
|---|---|
| Classrooms | 10-days |
| Meeting Spaces, Information Tables, Moore Auditorium | 14-days |
| Premium Spaces (Union Green, Landis Green, Langford Green, the Student Union Ballrooms, Student Life Cinema, Club Downunder, and the Bowling & Billiards spaces) | 30-days |
When Are Space reservations Available?
Campus Event Services (CES) opens space reservations at the following times each academic year.- Summer/Fall - First Monday in April
- Spring- First Monday in November
Reserving Classroom Spaces
Academic/Classroom spaces are available to request in Mazévo the first Friday of August for fall requests and the first Friday of November for spring requests. The first date available to book will be 10 days after drop/add officially closes for the semester.
Classroom space is limited and is only reservable during the following times:- Mon./Tues./Wed./Thurs. 4:30 – 10 p.m.
- Friday 1 – 10 p.m.
- Sat./Sun. Noon – 10 p.m.
Requests are reviewed and placed by the Registrar’s office. Academic/Classroom requests require submission at least 10-days prior to the event date. Please note that at the beginning of a semester, this means the first date you would be able to hold your event is 10-days after the first Monday of drop/add.
Reserving 5k Route Start Locations
5K start locations that are on campus require a reservation hold with CES. Start locations that CES manages are:
- Integration Statue
- Langford Green, and
- Union Green
02: Event Planning & Logistics
For larger events, an event coordinator will be assigned to assist you throughout the planning process. Please designate one primary point of contact for the event, who will also be responsible for submitting Event Proposals on Nole Central.
A secondary point of contact may be added to the reservation to help communicate logistics with CES. The primary contact should be the main event planner and must relay event details to the event coordinator and campus partners via Nole Central.
Note: Only officers are permitted to request space through Campus Event Services.
02A: Premium Space Requirements
Events held in the Ballrooms, Club Downunder (CDU), Askew, and Union Green require a walkthrough or logistics meeting with your assigned event coordinator.
- Walkthroughs should occur as early as 2 months before the event but no later than 3 weeks prior.
- The earlier, the better.
Key Items to Confirm in Walkthroughs:
- Event Details (Speakers, Specific Run of Show)
- Expected Attendee Numbers
- Food Arrangements
- Room Set-Up
- AV Needs
- Insurance Requirements
- Extra Staff Costs
- Parking, Food Trucks, or Equipment Drop-off
02B: Campus Partners & Approvals
Dining
If your event includes food:- No food sales are permitted at the event. Food trucks must be pre-paid.
- A valid food service license must be provided for any caterers or food trucks and attached to your Event Proposal (EP) for review.
- All drinks must be Coca-Cola brand, including Dasani water.
- Potlucks and homemade foods are not permitted at public events.
- Aramark is required for all alcohol services.
- Compliance with the FSU Alcohol Policy is mandatory.
Medical Response Unit (MRU)
For physical activity events (e.g., 5Ks, sporting events, field days), MRU will review details to determine if personnel are required.
Weather Plan (Outdoor Events Only)
Events must have a backup plan in case of inclement weather, which includes:
- Alternate locations (must be reserved in advance).
- Reschedule or cancellation plans.
The Union Ballrooms are NOT available as a rain backup.
Sales & Fundraising
Fundraising is limited to three times per semester.
- Selling food as a fundraiser is NOT permitted.
- External vendors may sell items if they purchase a tablepermit and sign a contract with CES.
- Vendor list must be submitted to CES at least 14 daysbefore the event.
- External vendors must follow the Market Wednesday Terms & Conditions (pdf).
Film & Media Screening
If your event includes a film or media screening:
- You must purchase screening rights regardless of format (DVD, streaming, DCP).
- Send email to aslc@fsu.edu for licensing details.
- Proof of media rights must be attached to the Event Proposal (EP) or emailed to ces@fsu.edu.
FSU PD Required Approvals
Security approval is required for events involving:
- Emotionally charged content
- Rallies or demonstrations
- Public speaking engagements
- Cash transactions (money exchanging hands)
- Crowds over 250 (security at FSU PD’s discretion)
- National, state, or local officials in attendance
- Events with minors on campus
- Alcohol service
- 5k Run/Walk (route must be confirmed 30+ days before the event with FSU PD and CES).
02C: Outdoor Event Policies and Forms
Carnivals, Fairs & Festivals
Approval from Environmental Health & Safety (EH&S) and FSU Grounds is required.
- Tents must be weighted down (no stakes allowed).
- Food trucks/trailers must remain on paved areas (no driving on grass).
- Rides & Inflatables require vendor insurance:
- Vendor must provide an operator for each ride.
- Liability waivers required for participants (RSOs mustretain for 1 year).
EH&S requires vendors to provide:
Commercial General Liability Insurance with limits of $1M/$2M.
- The Florida State University Board of Trustees 600 W.College Avenue Tallahassee FL 32306 must be named as Certificate Holder/Additional Insured.
Animals & Petting Zoos
Events featuring animals must provide a Certificate of Insurance (COI).
- The FSU Board of Trustees must be listed as an AdditionalInsured.
- A list of all animals must be included in the EventProposal.
- Liability waivers required for participants (RSOs must retain for 1 year).
02D: Event-Specific Policies
Pie-In-The-Face Events
Permitted only at:- Legacy Walk
- Integration Statue
- Union Green
- Landis Green
- No events on the UnionPlaza.
- A tarp/drop cloth is required for cleanup.
- Shaving cream is NOT allowed (use whipped cream,stored in a cooler).
- One-time-use plates only (no reusing).
- Provide gloves, goggles, paper towels, and wet wipes.
Questions? Contact CES at ces@fsu.edu.
Water or Ice Bucket Challenge
- Not permitted on the Union patio/plaza.
- Permitted around the Integration Statue, Union Green or Landis Green only.
Dunk Tanks
EH&S requires vendors to provide:- Commercial General Liability Insurance with limits of$1M/$2M.
- The Florida State University Board of Trustees 600 W.College Avenue, Tallahassee FL 32306 must be named as Certificate Holder/Additional Insured.
- Liability waivers required for participants (RSOs must retain for 1 year).
- Non-chlorinated water only (coordinate with FSU Facilitiesif needed).
- No water is located on Landis or the Union Green.
- Water disposal on the grass and near a drain.
- When placing the tank, no driving on the grass, and tanks must be set up near pavement.
02E: Technical & Logistics
Power Needs
The FSU Electrical Team requires a work order from the Service Center to assign two electricians and one supervisor for standby duty during the event.
Additionally, the team has portable generators available to provide power for Landis Green.
Power Outlets & Locations- Union Green:
- Outlets on the wall near the food service doors.
- One (1) outlet on the light pole closest to the Union building.
- Moore Auditorium:
- Outlets located on the porch.
- $40/hr per person (8 a.m. – 4:30 p.m.)
- $60/hr per person (overtime after 4:30 p.m.)
- William Bryant, wbryant@admin.fsu.edu
- FSU Facilities, 850-644-2424
Vendors may provide their own generators if needed.
Amplified Sound Policies
Allowed Hours:- Mon–Fri: 12 – 1 p.m.
- Fri: 5 – 11 p.m.
- Sat: 3 – 11 p.m.
- Sun: 3 – 7 p.m.
No sound checks before 4:30 p.m. on Fridays. For exceptions, approval is required in the Event Proposal.
Amplification of Sound in Indoor Spaces
Amplification of sound in indoor spaces is limited to the the following spaces:
- Union Ballrooms, (all three ballrooms must be reserved), and
- Moore Auditorium
Amplification of sound in indoor spaces is defined as any sound level which exceeds normal tolerances and may disturb or disrupt activities happening nearby. This includes the use of microphones, speakers, musical instruments (acoustic or electric), DJs, etc. Generally speaking, if the sound level exceeds that of someone giving a lecture, it is considered an amplified sound.
02F: Prohibited Items & Activities
- Glitter or helium balloons.
- Hanging items on walls without CES approval.
- Dance rehearsals/Performance/Auditions only permitted in the Union ballrooms, SSB 203, 208/218 (combined) Moore Auditorium, and Club Downunder.
- Painting/Crafts/Slime - Only permitted in the outdoor areas. Specific craft must still be approved by CES. Tables must be covered with either a drop cloth or plastic tablecloths.
- Karaoke – Only permitted in the following spaces:
- Club Downunder: Equipment Provided by the Venue
- Moore Auditorium, Askew Student Life Theatre, SSB 203, and SSB 214 with self-provided equipment.
- Open flame is not permitted indoors, special permissions will need to be obtained by EH&S and FSU Fire Safety for outdoor use.
Note: A fee may be applied if additional cleaning is required as a result of your event.
03: Fees & How to Pay
RSO Complimentary Meeting Room Rentals
Registered Student Organizations (RSOs) in good standing are not charged for the use of the following rooms, unless there is an admission fee for their event.- Student Union meeting rooms
- Moore Auditorium, and the
- Student Services Building (SSB) meeting rooms.
- Student Union Ballrooms
- Club Downunder
- Askew Student Life Center, and the
- Bowling and Billiards spaces.
No-Show and Setup Change Fees
No-Show Fees:
- A no-show charge will be applied if an organization fails to show up for a confirmed reservation and does not cancel.
- For premium spaces, this charge applies on the first no-show.
- For meeting spaces, it applies after the second no-show.
Room Setup Changes: If a client makes major changes to a confirmed room setup, a reset fee will be applied at CES’s discretion.
Payment Options
RSOs can pay using SGA funding or outside funds (e.g., a bank account).
- SGA Funding: If using SGA funds, a Purchase Order (PO) number must be issued and provided to CES.
- Outside Funds (Bank Account): If using outside funds, a customer ID must be created. Email ces@fsu.edu for instructions on completing this process.
All final invoices will be generated after the event. Any additional fees or charges will be included in the final invoice.
Cancellations & Outstanding Payments
If you are unable to proceed with payment, please cancel any remaining reservations through Mazévo at least 14-days before your event, in accordance with Mazévo’s security policy.
For assistance with cancellations, please refer to our how-to guide. If you need to cancel an event outside of the 14-day window, please email us at ces@fsu.edu, and we will assist you.Failure to pay an outstanding invoice will result in future space requests being denied until payment is received.
04: Event Proposal Submission
For most large events, an Event Proposal (EP) is required. You will receive detailed instructions via a Mazévo email. The EP must be submitted no later than 14-days before the event date, or 30-days for a premium space. Nole Central enforces this deadline strictly and will not accept late submissions. This ensures our campus partners have sufficient time to review the proposal.
See the following link for key considerations when planning your event.
How to Submit an RSO Event Permit Request Through Nole Central
- Go to: nolecentral.dsa.fsu.edu.
- Log in using your FSU ID and password.
- Select your organization from your Memberships.
- Open the sidebar menu (three lines in the top left) and select "Events".
- Click "Create New Event" in the top right corner.
- Complete and submit the online Event Permit Request form at least 14-days before the event or 30-days for a premium space.
05: Event Confirmation
For large events, an event coordinator will work with you to finalize logistics and confirm your reservation. Once all event details are planned, payment information (if required) is received, and the Event Proposal (EP) is approved, a final confirmation will be sent via Mazévo to the event contact listed on the reservation.
