Guidelines

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*All general use guidelines are in compliance with Florida International University Policies and Procedures and are subject to change.
After you have reviewed the quote provided by shopVenues, ensure all users are familiar with general guidelines below.
  • Venue Users are responsible for the coordination and rental payment of all AV equipment, photography, and/or video services, projectors, screens, microphones, etc. for the event with FIU Media Services. 
  • DJs are allowed with prior written consent from shopVenues. Otherwise, soft background music may be played without disturbance to other Departments/Businesses housed within the Facility.
  • Venue Users have the responsibility for crowd control and behavior of guests and must comply with the policies and procedures of FIU. 
  • Events anticipating more than 50 attendees are required to coordinate a special event request for security services with FIU Police by calling (305) 348-2997. FIUPD Special Events Form 
  • As part of the welcoming remarks, the User will advise guests of emergency exits and instruct for an orderly evacuation in case of an emergency. 
  • To ascertain capacity compliance, admission tickets or invitations are recommended. Admission to some events may also be restricted to FIU students, faculty and staff only with a valid FIU One Card. 
  • For safety purposes, all decorations must be flame retardant and are prohibited if they may pose a fire hazard and/or do not meet fire code regulations. Unless prior written approval and forms must be secured, no open flames are permitted in any Venue, including the use of candles and/or barbecues (with the exception of licensed equipment use by approved University caterers).
  • All Venue reservation cancellations must be received in writing. 
  • All Venue Users must cancel ten working days prior to the event to avoid cancellation fees. 
  • In the case of a schedule change (date/time/venue, etc.), a rescheduling fee of $50 may be assessed. Rescheduling can be made via the Facility Reservation Manager and will be based on the availability of the shopVenues Reservation calendar. 

External Users - To receive the full deposit refund, cancellation must be received within twenty-four (24) hours after initial deposit is paid. 

Internal Users - To receive the full deposit refund, cancellation must be received within twenty-four (24) hours after initial reservation is confirmed. For cancellations requested after the initial twenty-four (24) hour reservation period, billing will be assessed for fifty percent (50%) of the cost of the venue rental. 

  • Cancellation refund processing takes up to four (4) weeks and may require the Venue User to submit additional documentation. Refund checks or internal transfers will be mailed or processed. Additional documentation must be received within ten (10) working days following the cancellation or the rights to a refund may be forfeited. For cases when a venue reservation is made within two (2) weeks of the event, a cancellation fee for the total cost of the venue rental will be assessed.
  • All decorations (including banners) must be approved in writing by the ShopVenues Administration at least two (2) weeks prior to the event date. Decorations must not damage the building property, ceiling tiles, ceiling grids, painted surfaces, wall coverings, screens, and existing furnishings. 
  • Venue signs or displays must not be visibly blocked by any other signs or decorations without the written permission of the shopVenues Administrator or Appointee. 
  • Only painters tape may be used to secure any decorations, signs, banners, etc. on painted surfaces and/or tables. 
  • All directional signage related to the event must be obtained by the reserving Department at their own expense. Directional Signage may be displayed by using an easel.  However, no paper or signage may be posted on the Facility windows, walls, floors or doors.
walkthrough
  • Users are responsible for coordinating/planning of the Venue's setup, breakdown (inclusive of custodial services), and pick-up time with shopVenues, FIU Facilities Events, or servicing caterer for cleanup of tables, serving items, utensils, podiums, plants, etc. to take place immediately following the event. 
  • ALL furniture moves must be restored back to the original furniture set-up prior to the event. 
  • All users must be 18 years of age or older with a valid government ID to reserve a venue. 
  • Venue reservation privileges are not transferable, nor may any FIU Venue User turn over a reserved Venue for use by another group. 
  • User must acknowledge compliance with shopVenues Guidelines, University rules, regulations and procedures governing the rental of the select venue. 
  • If scheduled, the Venue return walk-through is to take place no later than the first business day after the event has occurred. When applicable, the venue return walk-through date and time will be provided with Reservation confirmation.
  • If the Venue is not returned in the same condition as received, all costs incurred by FIU to repair damages, remove decorations, clean, remove trash and debris, and restore the Venue will be assessed in addition to the amount of Venue Reservation Costs.

  • Event Marketing may begin after the Venue Reservation is confirmed in writing by shopVenues appointee and all required approvals are received by appropriate FIU representatives. 
  • All marketing must adhere to the policies and procedures of FIU and the selected Venue facility.
  • Smoking and the use of tobacco products is prohibited on all university-owned properties, including Modesto A. Maidique Campus, Biscayne Bay Campus, Engineering Campus, recreational facilities, residential facilities, and all parking lots and garages. 
  • Failure to comply with this policy may result in the forfeiture of future venue rental privileges.
  • All users must be 18 years of age or older with a valid government ID to reserve a venue. 
  • To ensure adequate event planning, shopVenues requires all users to reserve at least thirty (30) days before event date.  Venue requests received less than thirty (30) days before the event date may be denied and will require case by case approval provided by shopVenues Administration.
  • Venue reservation privileges are not transferable, nor may any FIU Venue User turn over a reserved Venue for use by another group. 
  • User must acknowledge compliance with shopVenues User Guidelines, University rules, regulations and procedures governing the rental of the select venue.
  • Events involving solicitation/Give-A-Ways with items conflicting with FIU contractual exclusivity agreements are prohibited.
  • External User payments can be made in cash or by check payable to FIU; credit cards are not accepted.
  • Internal User payments are processed via Smart Journals, and department activity numbers must be provided and signed by approving Finance Manager in order to confirm reservation.