Room Reservations
IBC Meeting Room Policies and Procedures
1. Meeting Reservation.
a. Reservations for a one-day event/meeting must be made at least two days in advance of the
meeting/events unless otherwise noted. However, approval of request for after hour usage is in part
contingent upon the availability of completion of the afterhours reservation form. Early submission
of your event request form improves the likelihood of identifying available staff to cover your event.
b. All event request submissions must receive prior approval by the IBC Director. Reservations for the
entire semester are done on a first come, first serve basis.
c. All meeting attendees should check in at the front desk and sign the IBC guest book upon arrival for
meetings.
d. If the meeting facility is not found in a clean and orderly state, attendees should notify a staff member mmediately upon arrival. Failure to do so may result in your organization being held responsible for a violation of policies #6-7 below
e. Cancellation of a reservation should be confirmed by contacting the IBC at least 3 hours prior to the
Scheduled start time of the event whenever possible.
f. The IBC Director reserves the right to deny after hour requests for the use of IBC facilities, equipment, or other resources.
g. Due to noise ordinances, events that include the use of outdoor speakers must not go beyond the hour of 10:00 pm. After this time, noise levels should be kept to a minimum by removing speakers, loud sounds inside of the Institute.
2. Meeting Time. Meetings should start and end at the scheduled time. This should include the time needed to restore facilities to its original state. Meetings, programs, events may not be extended without the approval of the IBC Director or the IBC Senior Secretary.
3. Waiting Area. Visitors/guests are welcome to use the front waiting room areas. For events held during normal hours of operation noise levels within the waiting room area should be kept to a minimum as to not impede regular business operation.
4. Staff Work Areas & Computers. Workstations are reserved for staff use only. Use of IBC staff computers is not allowed. Visitors are welcome to use the student computers for personal use. While using the computers do not, 1.) download any programs onto computers, 2). Spill food/drink onto computer components, work/computer components, 3). Do not leave food debris, trash, etc. around work table/computer table 4). Abuse office equipment in any manner.
5. Telephones/Faxes. Telephones/fax machines are to be used by IBC staff only. Anyone needing to make a phone call/fax must get permission from the IBC Director, or the IBC Secretary prior to use.
6. Food/ Clean-up. Food is allowed at meetings and events, but must be arranged at the time of reservation. Each organization is responsible for insuring that the food served is in compliance with UF's food policy and the reserved meeting room is cleaned and left in an orderly manner before departure. Damage to office facility/equipment resulting from the abuse of facility space may result in a replacement fine/carpet cleaning fee charged to the organization. Repeated violations may result in a suspension of meeting privileges at the IBC.
7. Equipment. Equipment request should be made at the time of the reservation request. Problems with office equipment should be reported to the staff on duty. Abuse of office equipment resulting in damage may result in charges being assessed to the organization.
8. Non UF Groups: Groups not affiliated with the University of Florida may request use of facilities at no cost during regular office hours. Reservation requests made during the close of business will require the completion of the afterhours request form.
If you agree to the terms listed above you may proceed to the online form. If you do not agree you are not allowed to reserve a room.