Student Organization Event & Meeting Requests
Overview
The Office of Student Engagement is responsible for the coordination of registered student organization activities and events taking place at the USF Sarasota-Manatee campus. In order to make sure that each student organization event or meeting is as successful as possible, we’ve created guidelines to ensure that:
- Your organization receives everything it needs for their meeting/event
- Your organization is provided enough time and resources to market its meeting/event
- The appropriate campus partners, including Facilities, are contacted prior to the meeting/event, if necessary
All registered student organizations who wish to hold an event or meeting at the USF Sarasota-Manatee campus are required to follow OSE policies, regardless of home campus. Please Note: The OSE will NOT approve any event/meeting requests that take place during "Finals Week" of Fall or Spring semester.
If you have any questions about hosting a registered student organization event/meeting at the USF Sarasota-Manatee campus, please reach out to Kati Block, Assistant Director of Student Engagement (blockk@usf.edu).
Requesting Your Event or Meeting
To hold an event or meeting on the USF Sarasota-Manatee campus, registered student organizations need to submit an Event/Meeting request via BullsConnect by the appropriate deadline. Once the request is submitted, it will be reviewed by the OSE. The requestor will be notified by the OSE within 1-2 business via email of the request status. The request may either be approved or the OSE will ask for additional information needed in order to approve the request.
You will need to know the following information in order to submit your request:
- What would you like to name your Event (or meeting)?
- What date would you like hold your Event (or meeting)?
- Would you like to reserve space on campus, and if so, where?
- If you would like to reserve Selby, the Rotunda, or the Courtyard, it is STRONGLY recommended that you contact the OSE to check on the availability of these spaces!
- Will you require RSVP prior to your Event (or meeting)?
- Your requested room set-up, if applicable
How to submit an Event Request in BullsConnect:
Event & Meeting Set-Up
All registered student organization event/meeting requests taking place in Selby Auditorium, FCCI (main) Rotunda, Courtyard, or Student Commons require the requestor to submit a diagram that outlines your requested set-up. Diagrams – both blank and examples from past events can be found here.
We ask for a diagram of your custom set-up for a few reasons:
- If there are questions/issues/concerns related to your preferred set up on the day of your event/meeting, the USF Sarasota-Manatee campus Facilities staff will reach out to the OSE for assistance. Over time the OSE has found that having a diagram of your preferred set-up helps us answer questions on your behalf and ensure that your club receives everything you need to have a successful event/meeting.
- Creating a set-up diagram provides information for future club members as they work to re-create the awesome event you are currently planning. Even if the diagram doesn't get passed down from one year to the next by your club, the OSE will have a copy that can be provided in order to support a successful event in the future.
Request Submission Deadlines
Next, you will need to make sure that you are within the deadline to request your event/meeting. Depending on the type of event/meeting, the deadline may look different. It is the responsibility of the registered student organization to submit their request by the appropriate deadline.
| 6-8 Weeks | Any event or meeting that will include a contract/purchase order (payment by check). |
|
4 Weeks |
Any event or meeting taking place in the FCCI Rotunda, Courtyard, Student Commons, or Selby Auditorium and does NOT include a contract/purchase order (payment by check). |
|
3 Business Days |
Any meeting or event that only requires a classroom reservation and/or reserving a table in Student Commons |
Hosting Virtual Meetings & Events
All USF students have free access to the Microsoft Teams platform, which makes this the best option to hold your meeting virtually. For information on how to access Teams and how to schedule a meeting in Teams, check out the how-to-guide here.
To include the link to your organization’s meeting/event, just double click the event you created in the Teams platform and you will find the link in the description. You can mark the event's location as "online" in your event posting on BullsConnect and include the link in the instructions.