What is an event permit and when do I fill it out?
The Event Permitting (EP) process was created to assist student organizations with event planning, with the hopes to ensure safe and successful events on campus. Once the permit request is submitted, it is sent out to various campus departments for review (i.e. Guest Services, Athletics, FSUPD, Environmental Health and Safety, etc.). The permitting process ensures that all stakeholders in the event are informed about the event and can provide the organization/department with the adequate support to make the event both safe and successful. All Event Permit requests should be submitted at least ten (10) business days in advance of your event. If your event may require a contract for DJ/artist services or rentals, your contracts and Event Permit request should be submitted at least fifteen (15) business days in advance of your event to meet contract deadlines. If your event requires a Temporary Food Permit, requests are built into the EP request system in Nole Central and are also due at least 10 business days in advance of the event. Facility request timelines vary based on departmental policies, so please check with each facility individually.
Why does my event need an event permit?
Did you know that as an RSO officer or event coordinator that you can be held legally liable for what happens at your event? We want to help you out with the event planning process so that you can limit the liability for yourself, your organization, and FSU by partnering with us to help your event be safe and successful. Each event is different and has risks associated with it like large crowds, the potential for food-borne illness, injury, financial risks, etc. The Event Permit process allows you to work with campus partners such as FSUPD, Medical Response Unit, facility, and SAC staff which can assist you in limiting risk involved with your events. It is a checks and balances process. Once the Event Permit request is submitted, it is sent out to various campus departments for review (i.e. Guest Services, Athletics, FSUPD, Environmental Health and Safety). You can obtain Event Permit completion by submitting an EP request, making all arrangements outlined the SAC and university staff.
What kinds of events need an event permit?
Event Permits are required for any event that meets one or more of the following criteria:
- Events held outdoors
- Events in which food is served to the general public
- Events in which large crowds are anticipated
- Events that involve physical activity or in which a waiver is necessary
- Events involving amplified sound (like DJs or bands)
- Events that involve performers, speakers, or other acts
- Events that involve one or more contracts or rentals
- Fundraisers or events where money exchanges hands
- Events that involve minors on campus
- Events in which controversial and/or emotionally charged content may be involved
- Events in which national, state, or local appointed or elected officials or candidates will be present (not SGA or RSO officers)
- Events in which media will be on campus
- Rallies/demonstrations held in areas other than designated free speech zones
- Events in which a motion picture is being shown
Who can help me with event planning?
One of your main resources is the Student Activities Center (SAC) and its staff. The SAC can provide assistance with event planning at all stages in the process. From setting event goals and conceptualizing the program to evaluation, the SAC staff can work with you to make your program a success. Contact the SAC Event Planning staff at (850) 644-6673 to make an appointment to discuss your event ideas.
How long does it take to approve an event permit?
All Event Permit requests should be submitted at least ten (10) business days in advance of your event. If your event may require a contract for DJ/artist services or rentals, your contracts and Event Permit request should be submitted at least fifteen (15) business days in advance of your event to meet contract deadlines. Event Permits can usually be approved within 10 business days, but it depends on you. The quicker you make all arrangements outlined by SAC staff after you have submitted your EP request, the faster your Event Permit will be approved. For larger events, you should consider submitting your EP request well in advance of the deadline.
How do I request space?
You must tentatively reserve space for your event before submitting an Event Permit request. Please visit the Contacts for Events page for more information on how to tentatively reserve space as outlined by each department.
What do I do if I decide not to use the space I tentatively reserved?
In the case of a cancellation you must notify the appropriate person of the cancellation. Please check with the reservations staff for the facility you planned to use to confirm cancellation deadlines and other policies. Failure to notify the Union Guest Services office of a cancellation at least 48 hours in advance of a space reservation will result in a charge equal to the established rental charge for the space, if a charge would have been made. After two cancellations without notification, the Union Guest Services office will notify the party reserving space that they may lose their reservation privileges.
What is the university posting policy?
For FSU’s Posting Policy and posting locations, please refer to https://posting.fsu.edu
Where can I get furniture or equipment for my event?
Guest Services may be able to provide some equipment for your event at the Oglesby Union, Student Services Building, and Askew Student Life Center. Please contact Guest Services for these additional requests. Some other venues have furniture and equipment available. Please check with the specific facility's staff for more information. For furniture or equipment that is not Oglesby Union, Student Services Building, or Askew Student Life Center, campus departments or entities should contact Building Services, 644-2424. Building Services will only work with Recognized Student Organizations if they have an SGA-managed account (or OMNI #). For additional services or special setup in facilities other than the Oglesby Union, Student Services Building, and Askew Student Life Center, organizations should contact the department overseeing the facility for information about furniture and equipment availability. If it is determined you need to use an outside vendors, but they must be approved to do work on campus and be properly insured. Please refer to the Inflatables and Rentals Checklist on the Forms for Events page for more information about requirements.
How Can I book at 5k at FSU and who is eligible?
5k races are very popular fundraisers at FSU. Recognized student organizations and FSU university departments/entities are eligible to book 5k races on the FSU campus. Dates can be scheduled by contacting Lt. Justin Maloy with FSUPD at 644-1343 or firstname.lastname@example.org. Dates are reserved on a first-come, first-served basis for eligible groups. After scheduling a race date, groups must complete an Event Permit through the Student Activities Center. It is encouraged that EP requests for 5ks be submitted at least a month since many campus departments are involved in staffing and other aspects of a 5k event. Information about 5k planning can be found in the 5k Packet available on the Forms for Events page of this website.