Academic and college events for the college’s four campuses are run by the Office of Events. Please let the Events team know if you have any questions regarding events.
The Events team is currently working on resources to assist with your event planning needs. Please let us know if you have any questions!
1. Starting your event
These tools were designed to help you start thinking about your event and everything that will need to be done for it. We recommend looking through the Planning Task List to get an idea of what you would like at your event, which will begin to help you build your budget sheet for the event. Please make sure to review the UF Entertainment Policy to understand the rules and regulations around events.
A place to start with your events so you know what to plan for and will allow you to keep track of what has been done and still needs to be done.
Keep track of your expenses for your event in one easy spreadsheet.
Please review prior to planning your event.
If your event is expecting to receive donations or sponsorships, please make sure to discuss your event with our Development team before you start this process.
2. Event Support Request Form
Please review the tools above prior to submitting your event support request form.
3. Planning your event – Venue
Venue selection is normally the first step in planning an event. You will need to have an idea of what dates you are interested in booking your event for, and that will be the starting place to see which venues are available.
Login. Select “Book Now” for UF Health Room Request. “Add” a location and select the date and times you are looking at. Choose the room(s) you would like to book that are available and then select “Next Step”.
On campus (Gainesville) venue that has large event spaces. Palm and Pine is the exclusive caterer for the Reitz.
On campus (Gainesville) venue that has medium to large event and meeting spaces. Have a preferred list of vendors to use for events in their venue.
Venue across the street from Gainesville campus that has large event spaces. All catering must be provided by the Hilton. Can provide hotel room blocks as well.
Lake Nona campus venue that can host medium to large events in their auditorium. Catering options are currently limited to Arthur’s Catering and picking up catering orders from Publix.
4. Planning your event – Catering
Booking your caterer can be concurrent with venue selection as long as you know the general location of your event. Be aware that some venues only allow certain caterers or have their own in house catering that is required to be used, so you will want to determine that before reaching out to caterers. Any event on UF campus is required to use a UF approved caterer.
These are caterers that have been vetted and approved by UF and allow for direct billing. Any event on UF campus is required to use an approved caterer.
This form must be completed for any on campus events that you plan to have alcohol at. Alcohol cannot be served on campus before 5 PM on weekdays.
You can order directly from Palm & Pine and their national brand partners through this website after creating an account with them.
This is the only Publix in Gainesville that has a dedicated catering representative and is a UF Approved Caterer. Can order with them, they honor our tax exemption, and will deliver to campus.
5. Other Vendors
Once your venue and event dates are set, you can begin to reach out to other vendors to start rounding out your event. This can include hotels, décor, A/V, DJ, parking, equipment rentals, or any other vendors you may need for your specific event.
6. Gathering RSVPs
For any UF event, you are required to have an RSVP and/or an attendee list for your event to submit as backup for any purchases made. The best way to do this is to send out an RSVP prior to the event to help you know how many people to expect in attendance, which is also information that your venue, caterer, and most vendors will need.
Qualtrics allows you to build forms to collect RSVPs for events, feedback, and other surveys to collect information.
Please reach out to the Event Manager to discuss these events, since there are specific ways to collect these registrations.
Gainesville Hotels – Discounted Rates
Discount only for weekdays.
Discount Code: NEGUF
Lake Nona Hotels – Discounted Rates
Aloft, Courtyard, Residence Inn, & SpringHill Suites in Lake Nona. Can also use discount code “Q7G” on each of these hotels regular websites.