Frequently Asked Questions
Frequently Asked Questions (FAQs)
Q: Are there any current guidelines to consider before I submit a request for space?
A: Yes. The university in-person event protocol guidelines are here. Please review in its entirety before placing a request for space.
Q: Are the capacities for FIU venues the same or have they been revised due to physical distancing guidelines?
A: Yes. The university has revised venue capacities to meet CDC physical distancing guidelines. Please look over venues with revised capacities so you may choose a venue that meets your event needs.
Q: Can students use the Central Reservations system to reserve space at FIU?
A: Members of student organizations with an active status and an EMS Space Scheduler title on Panther Connect may submit requests for event space. All currently registered students may submit requests for study spaces.
Q: I am an FIU employee and I am reserving a venue on behalf of my department. Are there specific guidelines for rentals that I need to be aware of?
A: Yes. There are university-wide Terms & Conditions (T&Cs) for the use of all spaces. These differ for students/student organizations, FIU departments, and external customers and can be found at https://reservespace.fiu.edu/terms-conditions/. Many venues have additional T&Cs specific to the building/space, which are provided by the Space Manager.
Q: How long will it take to receive a confirmation for my online reservation request?
A: All space managers are committed to responding to requests within two business days. Complex events with many add-on services may take longer since service providers and possibly our central risk authorities need to provide input for the reservation estimate.
Q: Do I have to provide a SpeedType (activity number or research project ID for billing purposes) even if there is no charge to use the venue?
A: Yes. All internal request for space require a SpeedType so that if there are any costs that originate from your use of the venue, the space manager/event coordinator can charge the expense to your department as written in the Terms & Conditions.
Q: I would like to reserve a specific venue but I cannot find it in the Central Reservations system. Why?
A: As part of an ongoing project, the Central Reservations Office is continuously adding university spaces into the Central Reservations system. If your desired space does not appear in the system, please contact the Central Reservations Office at firstname.lastname@example.org or by calling (305) 348-1100 and we will connect you with the respective venue manager.
Q: Why does the reservation request process include so many detailed questions? Do I have to answer them?
A: Yes. Specific answers to our risk review questions are critical. While simple meetings generally come with little risk, most events come with some risk. Typical risk factors include, crowd size and crowd movement, alcohol, mishandling of food, temporary structures such as tents or extra lighting, any type of fire/pyrotechnics, etc. There are also reputation risks where events attract a lot of public attention or are about controversial topics. In addition, there are plenty of risks when we host youth groups/minors on our campuses. The Central Reservations request process is designed to help you think through what risks your event entails. You should be diligent in submitting complete information. The information is reviewed by university risk reviewers such as FIU Police, Environmental Health & Safety, General Counsel and others; and they will advise you on how to best manage potential risks for a safe and secure event.
Q: Can I change or cancel a request for space after submitting it online?
A: Yes. If you are cancelling at least ten business days prior to the event date, log in to the system and click on “My Events” to view, change or cancel any active reservation. If you are cancelling in less than ten business days, contact the unit directly. Cancellation charges may apply.
Q: I am an FIU student/faculty/staff/alumna and want to rent a venue for a personal or for a corporate (non-FIU) event. Can I do that?
A: Yes. Please visit the “Request a Space” tab and click on the box for “External Users” to complete a reservation guest request form.
Q: Our department is collaborating with an external entity on an event. Is that an FIU event, or an external event?
A: An FIU event is one that has a strong tie to FIU’s mission of high-quality teaching, state-of-the-art research and creative activity, and collaborative engagement with our local and global communities, which clearly benefits FIU; and it is billed to the department’s SpeedType. Events without a strong tie to our mission are considered external events and will be billed at the market rate.
Q: I am not sure about the venue layout for my event, can you help?
A: The set up types below are the most commonly used configurations for events. Remember that adding furniture/equipment impacts the maximum room capacity for your event.