External Applicants

Here are the steps to host your event at USFSM:

1) Review the venues and rental rates on our website as well as our Facilities Handbook for External Events.

2) Contact the Conference and Events Planner for availability.

Mark Keller
Email:   markkeller@sar.usf.edu
Phone:   941.359.4251
Fax:        941.359.4574

3) Complete and submit the Event Request Form.  Upon receipt of a complete form, you will be notified of approval of your event within seven (7) business days.

4)  When your event is approved, you will be given an estimate of charges as well as a more detailed Facilities Rental Checklist.  Please provide this checklist to the Conference and Events Planner so that he can schedule a time to discuss the detailed logistics and technical needs for your event with our professional staff. This required meeting may include USFSM staff from facilities, communications, IT or other areas and is designed to ensure all details are discussed and properly planned.

5) Receive your Facilities License Agreement.
The Conference and Events Planner will email you a Facilities License Agreement, and any additional helpful information pertaining to your event, including catering. If you have questions about the Agreement, please contact the Conference and Events Planner.

6) Pay deposit and sign Facilities License Agreement.
A non-refundable deposit is due when the signed agreement is returned to secure the rental.  Review the terms of your rental agreement carefully. If you are satisfied, sign and return one copy by mail, email, or fax.  Acceptable forms of payment include cash, cashier’s check or business or personal check. The deposit amount is 10% of the total contract price. Unpaid or late deposits may result in an event cancellation. Both the signed agreement and the deposit must be returned within fourteen (14) calendar days prior to the event.

7) Submit proof of  liability insurance prior to your event.
Information regarding amounts of required insurance is available in your Facilities License Agreement as well as in the Facilities Handbook for External Events.

8) Your event!
Our staff will be on site at your contracted rental time to assist with your event needs, from technical to front of house.

9) Pay any final balance. 
The final invoice will be calculated after your event, to reflect actual staff times, rooms, and equipment used. The balance is due five (5) days from the receipt of invoice.

Please note:

  • Facilities are available during normal University hours of operations only
    Monday- Friday 8:00 a.m. to 5:00 p.m with some limited exceptions.
  • Review and approval of completed Event Request Forms are made on a weekly basis. You will be notified as soon as possible of your request’s final determination.

Prohibitions:

  • The use of University space for outside fundraising is prohibited.
  • USFSM is a tobacco and smoke free campus. Pursuant to Policy 0-608 SM, all
    buildings, property and grounds where USFSM business is conducted are subject to this policy.
  • USFSM does not provide rental space for private events that do not support our
    mission (e.g. private parties, weddings, family gatherings, etc.).