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Conference Services Bureau

Event Facility Request Process

External Clients

Please contact the Conference Services Bureau directly at (321) 309-EVENT or by email to conference (at) fit (dot) edu to check availability and receive a price quote.  Once availability is determined, space will be placed on hold while the Conference Services Bureau prepares a Facility Usage Agreement.  Upon return of a signed contract and deposit, space reservations will be confirmed.

Important information about insurance: All clients must provide the university with a copy of a current and valid certificate of insurance (issued by an insurance agency/company legally authorized to provide comprehensive liability coverage in the State of Florida) naming the Florida Institute of Technology as additionally insured and covering both General Liability and Worker's Compensation. All policies must be comprehensive general liability insurance and have a minimum coverage in the amount of one-million dollars. Florida Tech is not liable for damage to or loss of personal property, or from failure or interruption of public utilities. All clients should be aware that liability for any injury or damage to persons or property by the conduct of their activity is recognized and assumed by the client.

Unsure if your event is considered external?  If an event is not being funded and run by either an approved student organization or department, then the event is external. In other words, if the event is not being paid for and run by a department or student organization, the event is external, even if participants or organizers are current students, faculty, or staff of the university.  Please review Guidelines for Venue Usage for specific information.

Departments and Student Activities

Current departments and approved student organizations may reserve on-campus facilities via the online room request system.  Log in with your TRACKS ID.  Faculty/Staff may request facilities one year (365 days) in advance.  Student Activities may request facilities for the current semester only.  Requests for facilities needed in less than 72 hours should be directed to the Conference Services Bureau at conference (at) or campus extention 3836.  Note that Student Activities policy is that student activity requests must be submitted a minimum of one week in advance of the event.