Guidelines for use of the University of Florida President's House
Availability
Designated areas of the UF President's House are available to rent for university-sponsored functions by approved university groups and organizations. A reservation request form must be submitted to the President's Office before an event can be considered. Each request form will be reviewed individually. The President's Office reserves the right to decline any request that does not meet the established guidelines. Reservations are taken on a first-come, first-served basis. No event is confirmed on the calendar until a signed contract is received by the President's Office.
Food and Beverage
A caterer approved by the President's Office must be used for events in which food and/or beverages will be served. For meetings of fewer than 10 people, food may be brought in from an alternate source upon prior written approval of the UF President's Office.
No alcoholic beverages may be sold at the UF President's House. Alcohol may be served on the weekends and after 5 p.m. on weekdays. Groups planning to serve alcoholic beverages must receive approval in advance by submitting the Alcohol Form to the President's Office and must comply with all applicable laws and regulations.
Alcoholic beverages may NOT be served at events sponsored/hosted by student organizations.
Set-Up and Clean-Up
Catered events will be set up and cleaned up under the direction of the caterer and the cost will be included in the caterer's service fee. Excessive clean-up and/or damage will be noted immediately and billed at a higher rate.
Groups of fewer than 10 people that do not use a catering service are responsible for disposing of all trash, wiping down tables and countertops and restoring the house to its pre-event condition.
Décor
A vendor approved by the President's Office must be used for catering supplies and decorations. Décor (over and above the use of linens, centerpieces, flowers and plants) must be approved in advance and in writing by the President's Office. No candles, confetti, glitter, rice/bird seed or similar items may be used at the UF President's House unless approved in advance by the President's Office. Banners, posters and/or flyers may not be hung or attached to walls in any interior space. Banners may be hung on the exterior of the President's House with prior written permission from the President's Office.
Entertainment
Live entertainment must be approved in writing by the President's Office prior to the start of the event. In accordance with UF Policy, after 10:00 p.m., no live bands using a PA system may perform outside.
Security/Parking
Security will be provided by University Police Department (UPD) and arranged by the President's Office. All charges will be paid directly to UPD at a maximum rate of $40/officer/hour, with a two-hour minimum. Any event involving alcohol will require security. The President's Office will determine if security is required for all other events.
Unless there is a large event in progress at the O'Connell Center, there is usually ample parking available during after-hours events. For other parking arrangements, the President's Office will assist in making plans with UPD.
The UF President's House circular drive can accommodate approximately 20 cars and is appropriate to use for small events or for VIP's attending large events (please submit VIP list 24 hours in advance).
Additional Guidelines
- A draft copy of the invitation to your event must be approved in writing by the President's Office prior to distribution (see Invitation Guidelines).
- Events are expected to begin and end on time; it is the responsibility of the host organization to ensure that their event ends in a timely manner.
- The hosting organization must have a contact person at the President's House from at least 30 minutes prior to the start of the event until the last guest leaves.
- It is required that Cicerones (Student Ambassadors to UF) be on duty at events with over 50 attendees to assist with greeting guests, distributing nametags and programs and other appropriate tasks. The Office of the President will assist with scheduling Cicerones.
- Guests are welcome to visit the public areas of the house; however, guests are not allowed upstairs or in the kitchen/office areas. It is the responsibility of the person requesting use of the house to ensure that their guests respect these private areas.
- Smoking is prohibited in the President's House
- All events must occur between the hours of 8:00 a.m. and 11 p.m.
- Maximum capacity per event is 500 people.
- The UF President's House is unavailable to rent on official university holidays.
Contact Information
Office of the President, www.president.ufl.edu/house; presidents-house@ufl.edu.