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PolicIes & Procedures

Regular Business Hours

Monday - Friday 8 a.m. - 5 p.m.

After Hours

Monday - Friday, 5 p.m. - 10 p.m., Saturday 8 a.m. - 10 p.m.
(All after hours events require an University Police Officer be on site)
Please see Direct Charges on Rates page

*EAH is available for rent to approved University of Florida colleges, departments and student groups, as well as non-UF affiliated groups.

Reservations are taken on a first-come, first-served basis. A reservation request form must be submitted to the UF Foundation Events Department before an event can be considered. Reservation requests can be no more than four months in advance for non-UF groups or six months for UF and student groups.

No event is confirmed on the calendar until an Agreement is signed and returned by Sponsor to the EAH Events Department. Rooms must be left in the condition in which they are found.

Booking Policy

At this time, we have identified that to best serve both our priority groups needs and our external customers; we need to limit the amount of lead time for reservations.  Priority booking is given to internal departments, the UF President's Office and UF Provost's Office. UF Departments and registered student organizations may book no further than six months in advance. At this time reservation requests for non-UF groups can be no more than four months in advance.  Once your event date is within the booking window, please submit a reservation request. A Facilities Event Staff member will receive your request and reach out to you to help with all of your event needs.  For more information regarding our booking policy, please visit the “contact us” link to submit an inquiry.

Booking Time Frame

To allow the Facilities Event Management staff to meet all individual clients’ needs. Please allow at minimum the following time frame for making reservations:

  • Conference Room - three (3) business days’ notice
  • Regular Set - Less than 50 guests (no catering) - seven (7) business days’ notice
  • Regular Set - Less than 50 guests (with catering) - ten (10) business days’ notice
  • Large Event Set - 50 or more guests (Full Ballroom with Catering) – one (1) month in advance

Cancellation Policy

The cancellation policy has been put in place to maximize the use of all of Emerson’s rental space. The Event Sponsor must provide UFF with written notice of cancellation 30 days or more prior to the event, all amounts paid pursuant to paragraph (2) of the Emerson Alumni Hall rental agreement shall be returned, including insurance payments made to a third party in paragraph 10(D) of the EAH rental agreement. If Sponsor cancels the event fewer than 30 days prior to the event, the client is responsible for the cancellation fee which is equal to the room rental stated in paragraph 2(A) in the Emerson Alumni Hall Rental Agreement, except as provided in paragraph 14(C) of the EAH rental agreement.

Co Sponsoring

The Facilities Event Management Staff understands that some events are co-sponsored by one or more UF groups, departments and/or student groups. The event sponsor (department or group) must be actively involved in the reservation process, and be present during the event that is being sponsored. In the event that the space is reserved by one UF Department or Student Group but officially sponsored by another UF Department or Group, all cost associated will be adjusted to reflect the pricing of the group that is sponsoring (financially responsible) and not the host group.

Food and Beverages

Any catered event may use any approved caterer from UF’s approved catering list. EAH does recommend, though, that you choose from our preferred catering list. For meetings of fewer than 20 people that do not require full catering services, food may be brought in from an alternate source, subject to the approval of the EAH Events Department. Small groups are responsible for disposing of all trash and wiping down tables and countertops. If a caterer is used, the caterer is responsible for clean-up of entire kitchen.

No alcoholic beverages may be sold at any event in EAH. Alcoholic beverages may not be served on EAH property during regular business hours (Monday - Friday, 8:00 a.m. - 5:00 p.m.). All groups who wish to serve alcohol at events in EAH must get approval in advance from the Office of Business Affairs or the Dean of Students Office.

Clean-up

EAH should be left in the same condition as it was prior to the event. All cleanup, including the removal and proper disposal of food, beverages, and garbage and the sweeping and mopping of floors is the responsibility of Sponsor and must be completed promptly at the end of the event.

Décor

Décor (over and above the use of centerpieces and plants) must be approved in advance by the EAH Events Staff. No confetti, glitter, rice/bird seed, or similar items may be used in EAH. Candles must be approved well in advance by the EAH Events Office. Banners, posters, and/or flyers may not be hung or attached to walls in any event space. No banners may be hung on the exterior of EAH without permission from the EAH Events Department.

Table Exhibits, Displays, and Distribution of Materials

The areas in EAH that have been designed for registration tables, table exhibits and displays are the: Ground Floor Lobby, the Second Floor Meeting Rooms, and the Second Floor Mezzanine. Groups who wish to sell merchandise at events in Emerson Hall must get approval in advance from the Events Department. Please contact your EAH event coordinator to confirm the best location.

Parking

Due to limited available parking, Event Sponors will need to arrange parking for guests through TAPS.  Vendor parking (caterer, décor company, etc.) is also limited but can be discussed with your EAH event coordinator.