Frequently Asked Questions
See what others are asking about hosting events and reserving space at FIU.
- Who can submit a request for space at FIU?
- Members of student organizations with an active status and an EMS Space Scheduler title on Panther Connect may submit requests for event space to the EMS using their student credentials.
- FIU faculty and staff may submit requests for event space to the EMS under their respective departments using their FIU employee credentials.
- External guests may submit a request for space using the external request form.
- Are there guidelines for rentals that I need to be aware of?
Yes. There are university-wide terms and conditions for the use of all spaces. These differ for students, student organizations, FIU departments and external guests.
Various buildings and rooms have additional terms and conditions specific to the building/room which will be provided by the space manager.
- How long will it take to receive a confirmation for my online space request?
All space managers are committed to responding to requests within two business days. Complex events with many add-on services may take longer as service providers and central risk authorities may need to provide input for the reservation estimate.
- Do I have to provide a SpeedType, activity number or research project ID even if there is no charge to use the venue?
Yes. All internal requests for space require a SpeedType to cover any costs that originate from your use of the venue. The space manager or event coordinator will charge the expenses to your department as written in the Terms and Conditions.
- Why is the venue I’m looking for not listed?
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 reservespace@fiu.edu or call (305) 348-1100, and we will connect you with the respective space manager.
- Why does the reservation request process include so many detailed questions? Do I have to answer them?
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
- Alcohol
- Mishandling of food
- Temporary structures like tents or extra lighting
- Fire or pyrotechnics
Reputational risks must also be considered with events that may attract a lot of public attention or cross controversial topics. Of course, there are also plenty of risks when hosting minors at our campuses.
The 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). They will advise you on how to best manage potential risks for a safe and secure event!
- Can I change or cancel a reservation after submitting it?
Yes. If you are canceling an internal request at least ten business days prior to the event date, log in to the EMS system and click on “My Events” to view, change or cancel any active reservation.
If you are canceling in less than ten business days, contact the space manager directly as charges may apply.
External requests must be canceled by contacting the space manager directly.
- Can I rent a venue for a non-FIU event?
Yes. Whether you are an FIU student, staff, faculty or alumnus, you can rent a venue for a non-FIU event.
To do so, complete the external reservation request form.
- Are FIU-partnered events considered FIU events or external events?
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.
If you are unsure, contact the Central Reservations team.
- I'm not sure about the room set up, can you help?
The below setup types are the most used configurations for events. Remember that the setup type impacts the maximum room capacity for your event.
- Do I need a Certificate of Insurance (COI) to reserve a space?
All external guests interested in hosting an event at FIU must provide proof of insurance sufficient to cover the operations and activities to be carried out on the rented premises. External vendors must also provide a COI to service an event on campus.
Refer to the sample COI for minimum requirements and ensure that all items highlighted in red are reflected in your copy.
FIU departments and student organizations are not required to submit COI.
- Can I hire an external vendor for my event?
Yes. All external vendors must provide a Certificate of Insurance (COI) to service an event on campus.
Refer to the sample COI for minimum requirements and ensure that all items highlighted in red are reflected in your copy.