Policy & Procedures
Reservation Times
When reserving space it is important to include event preparation, decorating, and event breakdown time. Any event that has not ended or any event that has not been cleaned up by closing time of Oglesby Union will be assessed an overtime ($25) charge and an excessive clean up fee of ($300) may be assessed. Oglesby Union staff has the right to enter an event to insure that there are no violations to Union policy or to insure safety and a successful event.
Reserving Space Outside of Operating Hours
If a guest wishes to book an event before the opening hours or wishes for an event to go past closing hours of the Union Facilities, an overtime fee of $25 will be assessed for each hour outside of the normal operation hours. Any request for early openings or late closings need to be requested (14) days before the event.
Special Event Reservations
Any event that needs special attention requires additional paper work or meetings to clarify any details pertaining to the event. The request will be reserved as pending until all details are worked through. Events that are pending will need an Events Permit that may be obtained from the Student Activities Center or at Event Planning. EPs must be submitted (7) business days before the event date.
Use of Union Equipment
If guest use any audio / visual equipment, furniture or any other equipment belonging to the Union, the guest is held liable for all equipment reserved for that event. If there are any damages during a guest's event, the guest will be assessed a fee equal to the repair or replacement of the damaged equipment.
Cancellations
If for any reason a reservation needs to be cancelled, guests must either fill out a cancellation form at the Guest Services Office or call the office directly to cancel. Cancellations must be made (48) hours prior to the event date. Failure to do so will result in the event being considered a no show.
No Shows
If a guest does not show up within one hour into the reservation time, the guest will be recorded as a no-show for that event. After three no shows without canceling, the guests will lose their reservation privileges in Oglesby Union, Student Services Building, Student Life Building, and Academic Space at Florida State University.
Exchange of Money
For all Registered Student Organizations and University Related events that have any type of exchange of money (admission, fee, donation, selling items, or auctions), there will be a rental fee assessed to the reservation.
Misrepresentation of an Event or Guest
Any misrepresentation of an event or guest will result in the cancellation of the event(s) and/or the loss of privileges in Oglesby Union, Student Services Building, Student Life Building, and Academic Space at Florida State University.
Amplification of Sound
Approval to use amplification is granted by the Director of the Oglesby Union or Director of Student Activities. Amplification is allowed between the hours of 12 p.m. and 1 p.m. Monday through Friday. Amplification is also permitted Friday between the hours of 5 p.m. and 11 p.m., Saturday between the hours of 3 p.m. and 11 p.m., and Sundays between the hours of 3 p.m. and 7 p.m. On Fridays there cannot be a sound check before 4:30 p.m. All amplification requires a Special Event Permit (SEP). Click here for more information.
Decorations
When decorating rooms, guest may not tape, nail, or thumb tack any items to a floor, wall, or ceiling. Guests are also not allowed to hang items to light fixtures or ceilings. When decorating a room it is also important to note that any types of candles or open flames are prohibited from any Union facility. The following is a list of banned decorations at the Union Facilities:
- Tape
- Nails
- Thumb Tacks
- **Covering any room windows is prohibited**
- Candles or any Open Flame
- Incense
- Fog or Smoke Machines
- Fountains or any Water Machine
- Smoking: All Union Facilities are non-smoking buildings. If a guest is found to be smoking in any room, they will be asked to leave immediately.
Guest Conduct
Any guests of the Union Facilities may not be disruptive or disturb other guest and employees of the Union Facilities. Excessive noise or other disruptive behavior will not be tolerated and the Oglesby Union will have any person disrupting the Union operation and Union Facility Events removed.
