Organization Resources

• Name: Unique and identifiable
• Defined mission or purpose
• 10 members total: 4 Executive Board Members serving as President, Vice President, and Treasurer and a fourth additional officer who must be full-time currently enrolled University of Florida Students
• Student Organization Advisor for University Sponsored Student Organizations: Full-time, salaried faculty or staff member at the University of Florida.
• Constitution: Current and updated file that meets the University of Florida Constitution Requirements.

All Presidents, Vice Presidents, Treasurers, and a fourth additional officer must complete the following trainings:

• Student Officer Training – Organization Management & Responsibilities (UF_SAI100_OLT) through myTraining
• Hazing Prevention 101™ Course – College Edition through UF’s Prevent.Zone

Instructions: Login using GatorLink credentials

• First time myTraining users: select Create Account to authenticate your GatorLink Account
• Return users: select University of Florida
• Locate the trainings through the search bar.

Chartwells has generously donated funds to assist student organizations in need of support for serving food at events held on campus and that are open to the entire campus community. Applications are reviewed within the event permitting process, and organizations who are eligible for a Catering Grant will be notified at least a week prior to their event.  

Eligibility Criteria 

• Events must be open to all UF students and only UF students. 
• There cannot be an entry or conference/registration fee for the event. 
• Event cannot be a general body meeting or a tabling event. 
• Event cannot be held in an academic classroom space (food is not permitted in classrooms on campus). 

Additional Information 

• The typical maximum amount that can be allocated for an event is $800. 
• The Office of Community & Belonging refers to the details you provide about your event in the accompanying permit request, so please provide enough information to make the nature of your event clear. 
• A consideration in determining dollar amounts to be awarded is the anticipated attendance. Generally, the committee works on a budget of $2.00 per person . Keep in mind that the Catering Grant is intended to supplement your funding for an event and not to provide full funding for your food needs. 
• Each organization will be limited to three (3) grant awards per semester (regardless of dollar amount awarded). 
• All Catering Grants are contingent upon final approval of the event permit. No funds will be released for events that are not approved for a permit. 

Application Timeline 

• Applications for the Catering Grants must be submitted at least 15 business days prior to your event.  
• Please keep in mind that you need to place your order with Palm & Pine a minimum of seven (7) business days prior to your event if ordering in person.  Keep this timing in mind when submitting your Catering Grant request. You can submit your order prior to receiving an award, be sure to consider your existing budget before doing so, as Catering Grants are not guaranteed. 
• Once applications are reviewed during, the decision will be posted in the notes section of your permit on GatorConnect. 

How to Apply 

• Requests for the Catering Grant are made by completing the appropriate portion of the online permit application in GatorConnect. The Catering Grant is only available if you select Chartwells/Palm & Pine as your food vendor. Decision notifications will be posted to the permit notes. 

Questions 

• If you have any questions regarding catering grants, please contact Student Engagement’s Office of Community & Belonging Permits Team at permits@ufsa.ufl.edu  

Are you a Gator for Good?  Are you tracking the impact you are having on campus and in the community? Introducing the Gators For Good Network, a new digital platform that allows student and student organizations to track their impact on campus and in the community.  

• Volunteer management system for Student Orgs, Greek Orgs, or College/Departments
• Tracking tool for Presidential Service Award Eligibility
• Provides service and community engagement involvement for the Gator Experience Record

If you are an individual student or a representative of a student group that is involved in community service, volunteering, or philanthropy - Gators for Good is the tool for you!  

If your organization is interested in creating and managing an account on the Gators for Good Network, please complete one of the following interest forms!

• General Registered Student Organizations!
• University Sponsored Student Organizations!
   
  

Student organizations who already utilize the Gators for Good Network will need to update the admin on your organization's Gators for Good Network account. Students who need to become admin for your organization's Gators for Good Network account will need to have joined the organization before you can make them an admin. 

To update the admin: 

• Login with your GatorLink 
• Click on "Manage" and then your organization 
• Go to "Users" and then "Manage Users" 
• Find the people in the organization who need to become admin. 
• Go to the Actions column and click "Make Admin" 

The annual homecoming parade is a celebration at the University of Florida and is the largest student-run parade in the nation! The UF homecoming parade showcases many of the student organizations and sponsors that make homecoming week so special for all ages. The Office of Community & Belonging provides Homecoming Parade Grants that cover the application fee to eligible registered student organizations desiring to be a part of the event.  

Eligibility Criteria 

• Be a registered student organization in good standing with the university at the time of application and on parade day. 
• Submit the parade application by the stated deadline using the official application form. 
• Provide a brief description of planned parade presence, such as float ideas, costumes, signs, themes, music, or coordinated attire that must align with University of Florida spirit.  
• Agree to actively participate in the parade, with: 
• A minimum of 10 walkers (up to 25 covered by fee) 
• At least one org leader checking in at the designated start location 
• Completion of the full parade route 

Additional Information 

• Grants are not guaranteed — funds are limited and will be awarded based on eligibility, need, and proposed participation. 
• No-shows or incomplete participation will not be reimbursed. 
• Applications are reviewed based on a first come-first serve basis and resources are limited.  

Questions  

• If you have any questions regarding Homecoming Parade Grants, please contact Student Engagement’s Office of Community & Belonging at seorganizations@ufsa.ufl.edu - and if you have any questions about the Homecoming Parade you can contact parade@ufhomecoming.org     

The Office of Community & Belonging hosts a number of recognition events for registered student organizations. Active registered student organizations are eligible to register for and attend these recognition programs and events. Some recognition events include: 

• Presidents’ Toast 
• Gingerbread Competition 
• Officer Appreciation Day 
• Involvement Awards 
• Student Organization Fairs 

The Student Government Graphics & Copy Center provides funds to assist registered student organizations in need of print services through the SG Graphics & Copy Center. Eligible registered student organizations are provided with a $20.00 balance each year to be used with the center for eligible services.  

Eligibility Criteria 

• Be a registered student organization in good standing with the university.  
• Submit the official Student Organization Print Form at least 24 hours in advance.   
• Meet all requirements outlined in the SG Graphics & Copy Center website (https://sg.ufl.edu/services/graphics-and-copy-center/)  

Additional Information 

• Once organizations use their allocated balance, they will be responsible for covering any costs not covered by the balance. 
• Organizations who are Funded by SG and have the appropriate budgets can still use those appropriate SG funds for future printing needs. 

Questions  

• If you have any questions regarding the Graphics & Copy Center, contact SG Finance directly with any budget questions or concerns: Visit in-person – Reitz Union, Level 3, Suite 3000 – email sgcopycenter@ufsa.ufl.edu or call 352-273-4441. 

Registered Student Organizations (RSOs) have the opportunity to apply for designated space within the Student Engagement Portal, including shared office spaces, storage cabinets, and cage lockers. These resources are intended to support organizational operations, enhance collaboration, and provide secure storage for materials and equipment. 

In addition to physical space allocations, all active RSOs may receive paper mail through the Student Engagement Portal. Organizations are responsible for monitoring their mail and ensuring that all correspondence is collected in a timely manner. 

Space allocation requests are managed through the annual organization registration process. Each year, eligible organizations are given the opportunity to indicate their interest in office, storage, or locker space as part of their registration submission. Because all spaces are allocated on an annual basis, organizations must reapply each year to be considered for continued or new space assignments. Submission of an application does not guarantee an allocation, as space availability is limited and assignments are made based on established criteria and available capacity. 

Organizations are encouraged to carefully review all space allocation requirements and deadlines during the registration process to ensure full consideration for available resources. 

To book a Student Engagement Collaboration Room or Blue Lagoon Reservation, please complete this form.

To be eligible for a Collaboration Room or Blue Lagoon Reservation, you must meet the following requirements: 

• Be a registered student organization 
• Be a Student Engagement Portal Partner 
• Reservation is no more than two (2) weeks away from request date unless approved by Student Engagement 
• No food in the rooms unless approved by Student Engagement 
• All meetings must end at least 10 minutes before the Student Engagement Portal Closes for the day. 

Registered Student Organizations holding such Events anywhere on University Property are to submit a permit request using the event request submission process in Gator Connect. 

• Approved Caterers list: https://www.bsd.ufl.edu/catering/Caterers 
• Alcohol policy: https://policy.ufl.edu/policy/alcoholic-beverage/ 
• Food and Beverage policy: https://policy.ufl.edu/policy/food-and-beverage-services/ 

The Permitting Authority for Events held by Registered Student Organizations is the Vice President for Student Life or their designee. Registered Student Organizations are to use the Vice President for Student Life’s Event Permitting System to submit requests for the outdoor use of Amplified Sound or Concert Sound at an Event: GatorConnect.ufl.edu  

Use of University Space policy: https://policy.ufl.edu/policy/use-of-university-space/ 

• Animal policy: policy.ufl.edu/regulation/2-021/ 

• Animals are prohibited in any and all buildings on campus with the following exceptions: 

• (1) a Service Animal, limited to a dog or miniature horse and excludes emotional support animals, as defined in the Americans with Disabilities Act and Section 413.08, Florida Statutes, that is individually trained to do work or perform tasks for an individual with a disability. 

• (2) an Assistance Animal, limited to an animal that works, provides assistance, or performs tasks for the benefit of a person with a disability or provides emotional support that alleviates one or more identified symptoms or effects of a person’s disability, within a housing setting, in accordance with the Fair Housing Act, Section 504 of the Rehabilitation Act of 1978, that is registered with the Department of Housing and Residence Education. 

• (3) other animals which are being used by the University for academic, research, or law enforcement purposes;  

• (4) animals that are student or staff pets, permitted in University housing facilities pursuant to the Department of Housing’s Rules and Regulations. 

• (5) animals being examined or treated at the College of Veterinary Medicine. 

• All handlers of the aforementioned animals must comply with all applicable University policies, state laws, and federal laws. 

Banner poles are located near the Reitz Union and the Plaza of the Americas. Registered Student Organizations reserve banner poles through the Office of Event Services online reservation request form. Registered Student Organizations may reserve banner poles for up to five calendar days in a thirty-day period. Registered Student Organizations can only reserve banner poles thirty days in advance of the first day of the requested reservation period. Registered Student Organizations are responsible for installing and removing their banners on banner poles. Registered Student Organizations must remove their banners from the banner poles by 5:00 pm on the final date of the Registered Student Organization’s reservation. 

Temporary Signage Policy: policy.ufl.edu/policy/temporary-signage/

General Registered Student Organizations (GRSOs) are independent third parties, with no legal affiliation to the University and any of its entities. As such, neither its statements, its ideas, nor its activities are endorsed by the University of Florida. GRSOs are encouraged to apply for services with Student Legal Services (SLS) for legal advice as it pertains to their contracts. If SLS cannot assist, they will refer the GRSO to local private counsel.

The University of Florida will not enter into contracts on behalf of a General Registered Student Organization. GRSOs do not have authority to enter into a contract on behalf of the University of Florida. The University of Florida is not responsible for any services, equipment, rentals, performers, goods, or other items purchased by GRSOs. Any property or goods purchased are solely owned and maintained by GRSOs not the University of Florida. General Registered Student Organizations shall not use the University of Florida’s tax identification number at any time.

For more information and best practices, click here. 

Collaboration with other stakeholders and organizations on campus is recommended and promotes University partnerships. A Co-Sponsorship Agreement Form is recommended for proper communication and administration of your co-sponsored events. This form can be found in GatorConnect as part of the permitting process.

If you are approached about a “co-sponsorship” by non-university groups or commercial vendors, please contact Student Engagement to have the inquiry reviewed on a case-by-case basis. Do not reserve meeting rooms for these vendors. Your organization must be the main sponsor and the headliner on all promotional materials (i.e. the Reitz Programming Board presents…). Promotional materials may be reviewed by Student Engagement.

Fireworks policy: policy.ufl.edu/regulation/1-008/

Use of University Space policy: policy.ufl.edu/policy/use-of-university-space/ 

Possession or use of fireworks, explosives, dangerous chemicals, ammunition, or weapons, on campus or in areas controlled by the University of Florida, without the written approval of the appropriate University authority. 

For a complete list of Approved Catering Vendors visit UF Catering.

Food and Beverage Services policy: policy.ufl.edu/policy/food-and-beverage-services/

Reitz Union Food, Beverages, and Alcohol policy: union.ufl.edu/event-services/policies/

Fundraisers are allowed on campus in a limited way. For fundraising events that are held on campus, all funds raised must be donated to a charitable cause or be used for educational purposes (conference travel, programs, competition, lectures or forums, etc.). If you have other ideas for a fundraiser outside of the list below, please contact Student Engagement.

Approved Fundraising Activities on Campus

• Penny Voting
• Silent Auctions
• T-shirt, button, hat, etc., sales (only if item is personalized for event or student organization)
• Collection of dues for student membership (for non SG-funded organizations only)
• 3-5K Run or Walk
• Walkathon
• Face tattoos or painting (organization must work w/ the University Athletic Association if for an athletic event)
• Photos w/ famous people (UF faculty, sports figures, president)
• Dunking booths

Fundraising Activities not Allowed on Campus

• Raffles or gambling
• Bake (or any food) sales
• Flea Markets
• Car Bashes and Car Washes
• Date Auctions
• Food Eating or Drinking Contests
• Live Animals or Petting Zoos
• Slip-n-slide or homemade novelties
• Haircutting (except of Locks of Love done by the Reitz Union Hair Company)
• Makeovers
• Credit card, telephone card, or discount card sales
• Product sales such as magazines, clothes, CD’s, or software, etc. (any commercial items not directly related to organization or event)
• Garage sales w/ donated items

Approved Routes: businessaffairs.ufl.edu/events/run-walks/

Run/Walks on campus can happen on a first come, first served basis, via 5k registration day or submission of an event permit. They are limited to Saturdays or Sundays before 10am of non-home football game weekends or other large university-hosted event weekends. Only one run/walk may occur per day campus wide. Organizations can select from the below pre-approved routes:

• The Boot 5k
• Fraternity Row 5k
• SouthWest Recreation 5k
• Stadium 3k

Run/Walk organizer must coordinate with UFPD to arrange campus police presence. (UPD Page: https://police.ufl.edu/how-do-i/special-events-request/)

Helpful Link: ehs.ufl.edu/departments/facility-support-services/building-codes-enforcement/temporary-structures-on-campus/

Temporary structures are those structures that are greater than 120 square feet, including connecting areas or spaces with a common means of egress or entrance that are used or intended to be used for gathering of 10 or more persons that are erected for a period of less than 180 days. 

Temporary structures shall not be erected, operated, or maintained for any purpose without obtaining a permit from the building official. The temporary structure installer shall provide the following documents to EH&S for review and approval: 

• Temporary Building Permit Application 
• A site plan 
• For Tents: a flame retardant certificate shall be submitted 
• For Stages: stage plans are to be submitted 

• Use of University Space policy: policy.ufl.edu/policy/use-of-university-space/ 

• University of Florida (“University”) buildings, facilities, and outdoor space are primarily intended for use by the University’s students, faculty, staff, and related organizations to further the University’s mission of education, research, and service. Subject to certain limitations and restrictions, the University may make some areas of its campus available by reservation to individuals or groups not formally affiliated with the University when such areas are not in use by the University and such use does not interfere with or disrupt University activities.