Tools

Guides: How to Create a Reservation Request

Training guides and a short video have been created to assist users with the EMS reservation system.

Quick Guide (pdf)

Training Guide (pdf)

View Tutorial Video (Mp4)

Frequently Asked Questions (FAQs)

Q: I want a specific venue on campus but I cannot find it in the Central Reservation system. Why?
A: Remember that during Phase I of the Central Reservation system launch, only the venues managed by a select group of units are available. If you cannot find a specific venue, please contact the space manager as you have done in the past.

Q: Can students use the Central Reservation system to reserve rooms at FIU?
A: It depends. In Phase 1, Officers of recognized Student Organizations in good standing and students in the College of Business can. Individual students, however, cannot use the system to reserve rooms at this time.

Q: Can I change or cancel a reservation after submitting it?
A: Yes. If you’re cancelling at least 10 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, last minute, contact the unit directly.

Q: How long will it take to receive a confirmation of my 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 also our central risk authorities need to provide input for the reservation estimate.

Q: Do I have to provide an activity number or research project ID (billing information) even if there is no charge to use the venue?
A: Yes. All reservations require an activity number or research project ID so that if there are any costs (clean up, repairs other) 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 am an employee and I am reserving the venue on behalf of my department. Are there specific rules for rentals that I need to know 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 they are posted at https://reservespace.fiu.edu/terms-conditions/. And, some buildings and some rooms have additional T&Cs specific to the building/room which will be provided by the Space 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? Crowd size and crowd movement, alcohol, mishandling of food, temporary structures such as tents or extra lighting, any type of fire/pyrotechnics and so on. But there are also reputation risks where events attract a lot of public attention or are about controversial topics. And certainly there are plenty of risks when we host youth groups/minors to our campuses. The Central Reservation reservation request process is designed to help you think through what risks your event entails. You should be diligent in submitting complete information. This information will be reviewed by risk reviewers (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: I want to rent an FIU venue for a personal event. Can I do that?
A: Yes. For a personal event, please use the reservation guest request form for External Users.

Q: I’m an alumna and I would like to rent a venue for a corporate (non-FIU) event. Can I do that?
A: Yes. Please go to the above tab “Request a Space” and click on the box for “External Users” to complete a reservation 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 is billed to the department’s SpeedType. Events without a strong tie to our mission are external events and will be billed at the market rate.

Q: I’m not sure about the room set up, can you help?
A: The below set up types are the most commonly used configurations for events. Remember that the set up time impacts the maximum room capacity for your event.

Central Reservations Glossary

Academic Space
Facilities and spaces that primarily serve the University’s educational and research mission. Academic Space includes classrooms, laboratories, auditoriums, and performance halls, among others. Most Academic Spaces are scheduled and managed by the Office of Class Management.

Alcohol Permit
The possession, consumption, sale, service and distribution of alcohol on FIU premises requires approval by the University administration. Please reference our Terms & Conditions for specific details.

AQRC
Aquatic Recreation Center, Biscayne Bay Campus

BBC
Biscayne Bay Campus

COB
College of Business

DC
Duplicating Center, Modesto Maidique Campus

Department Space
Facilities and spaces that primarily serve the University’s internal operational needs and are generally scheduled and managed by the respective department. Department Space includes meeting and conference rooms, study rooms, and athletic facilities, among others.

Event Coordinator
Once a reservation is confirmed, the FIU Space Manager may assign an FIU Event Coordinator to manage all details before, during and after an event in the reserved venue.

Event Space
Facilities and spaces used to host programs and events in support of the University mission such as educational, cultural, social, athletic, and recreational events among others. Event Spaces are generally scheduled and managed by the respective department.

External User
Alumni, retirees, emeritus faculty, board members, donors and the external community among others.

FIU@I-75
FIU’s venue at I-75 in Miramar, Broward County

FIU in DC
FIU’s venue in Washington, DC

GC
Ernest R. Graham University Center, Modesto Maidique Campus

Internal User
FIU employees, including faculty, staff and students, acting on behalf of a University department.

Liability Insurance Certificate
All external customers are required to provide proof of insurance sufficient to cover the operations and activities to be carried out on FIU’s premises. Please reference our Terms & Conditions for specific details. External customers may purchase the required insurance from FIU at competitive  terms and rates. Please ask your FIU Event Coordinator about it, should you be interested.

MANGO
Management and New Growth Opportunities, Modesto Maidique Campus

MARC
Management and Research Center, Modesto Maidique Campus

MBUS
Miami Beach Urban Studios, Miami Beach

Minors on Campus Release
For events with minors, FIU requires that a Space Manager or Event Coordinator complete the Minors on Campus Release form (see http://youthevents.fiu.edu) and meet all requirements related thereto to ensure the safety of children and youth while using our premises.

MMC
Modesto Maidique Campus

OBS
Office of Business Services

PG5
Parking Garage 5 Market Station, Modesto Maidique Campus

PG6
Parking Garage 6, Modesto Maidique Campus

Setup Type
Setup type is the physical layout or arrangement of a room, for example, classroom, conference, theater-style, rounds of 6, as-is, and so on (see Event Planning Tools for more detail).

Smoke and Tobacco Free Campus
Smoking and/or use/sale of any tobacco product is prohibited in all areas of the University campuses. For more details, please refer to our Terms & Conditions.

Space Manager
Local designee who receives space reservation requests through the Central Reservations website, confirms/cancels a reservation request, and provides all other follow—up action in accordance with the space’s terms and conditions.

Tax Exempt Form
To reserve our spaces without occurring any tax liabilities any external customer must produce a sales tax exemption certificate.

University Event
Events managed or sponsored by the University in support of its mission.

WPAC
Wertheim Performing Arts Center, Modesto Maidique Campus

WUC
Gregory B. Wolfe University Center, Biscayne Bay Campus.