Plan & Market Events

FAQ

For information regarding Reservations and Events due to Covid-19, please click here. 
For any additional questions, please reach out to us at SA-EMS@usf.edu

reservation questions

When can I begin making reservations for each semester and how to I submit a reservation request?

Student Organizations can begin making reservations on the following dates:

  • Reservations for the Fall Semester can be made on June 1st at 10:00am.
  • Reservations for the Spring Semester can be made on October 1st at 10:00am
  • Reservations for the Summer can be made on March 1st at 10:00am
    To make a reservation request for your Student Organization, please click here.

USF Departments can begin making reservations on the following dates:

  • Reservations for the Fall Semester can be made on June 15th at 10:00am.
  • Reservations for the Spring Semester can be made on October 15th at 10:00am
  • Reservations for the Summer can be made on March 15th at 10:00am
    To make a reservation request for your USF Department, please click here.

Why was my reservation cancelled?  Why was the time or location of my event changed?

Reservation requests are reviewed in the order they are received.  It is important to review the details on your reservation confirmation when you receive it.  This will let you know if any changes have been made to your request.  This email will also give you specific details on why your event request could not be approved with the details you submitted.  Sometimes the time or location of your meeting is changed because the time or location you originally selected is not available due to our after 5:00pm meeting time blocks, or because you have not left enough time in between reservations.  If you are not sure why your event was cancelled or changed, please reply to the confirmation email and our MSC Reservationist would be happy to help! 

How do I know if my reservation has been approved and confirmed, and when is it ok to market my event?

Reservation requests are reviewed in the order they are received.  It can take up to 3 days for our Reservationist to process your request, and it can take even longer if it is a busy time for reservations.  Once your request has been processed, you will be emailed a reservation confirmation.  Your confirmation will list the status of your event as one of the following : pending, tentative, needs event review, or confirmed. 

  • Pending – This means your reservation is still being processed
  • Tentative – This means your MSC Event Planner still needs some details from you to finalize your reservation.  This could be your final guest count, Day of Show, Food Release Form, etc.
  • Needs Event Review – This means you must meet with your MSC Event Planner to discuss the details for your event.  Find more information on Event Reviews here.
  • Confirmed – This means all details to your event have been confirmed.  Any changes to your event after it has been confirmed must be submitted to your Event Planner in writing at least 72 hours before your event.

Because reservation requests can have details changed during the approval process, it is important that you wait until you have a confirmed reservation or have met with your MSC Event Planner before marketing your event

What spaces can be reserved through the MSC?

Here is a list of rooms that can be reserved through the Marshall Student Center.   The MSC also manages a few outdoor locations such as the Amphitheater, MLK Stage Fountain and Crescent Hill.  To reserve other outdoor spaces on campus such as MLK West or the SVC Breezeway, please contact Facilities Management.  Please note that Facilities Management requires their Event Request Form to be completed at least 30 days before your event.

How do I reserve a Rain Site for my outdoor event?

Rain Site reservation requests can be submitted through the online EMS reservation system 13 days prior to your event.  Please note the Amphitheater only has cover for sun, not rain.  Groups may request the use of the SVC Breezeway as a rain site by submitting an Event Request Form through Facilities Management. Please note Facilities Management requires these requests to be submitted at least 30 days to the event, so this should be submitted prior to meeting with your Event Planner.  The MSC is not able to reserve this space or approve the use of this space.

I want to table in the MSC Atrium, how do I reserve that space?

Reservation requests to table in the MSC Atrium can be made through the online EMS reservation system.  Please note that the Atrium is not an event location and can only be used for tabling.  Here are the 3 tables in the Atrium that can be reserved:

  • Showcase Table Mobile – This table is placed by the clock tower.
  • North Showcase Table – This table is placed against the wall of the Food Court across from the Student Life Tower.
  • East Showcase Table – This table is placed along the staircase that leads to the Oval Theater.

How do I reserve at table at Bull Market?

To get more information about Bull Market or to reserve a table for an upcoming date, please visit the Bull Market website.

How do I reserve a space in the Bookstore Corral?

To get more information about the Bookstore Corral or to reserve a space for an upcoming date, please visit their webpage here.

Are there costs for Student Organizations to use meeting and event space in the MSC?

Registered student organizations do not pay a room rental fee unless they are reserving all 3 sections of the Ballroom.  Additional costs that Student Organizations may incur with their room reservation are as follows:

  • Events held in the Oval Theater and Ballroom require staff to be present.  Charges for AV Technicians and Event Staff will be added to the reservation based on the Event details.
  • Additional charges for rental items will be added if those items are requested (i.e. – tablecloths, additional AV equipment, staging, etc.) These charges will be reviewed with you in your Event Review.
  • If Security is needed for your Event, those charges will be added to your reservation during your Event Review.
  • If rooms are reserved, not used, and not canceled within 72 prior to a scheduled meeting/event, a cancellation or no show charge may be added to your reservation.
  • If the room is left in a condition that requires additional cleaning, there will be an additional fee added.

What do I do if I need to cancel my meeting or event?

To cancel your meeting or event, email your MSC Event Planner as soon as you know you will need to cancel.  Reservations that are not cancelled at least 72 hours prior to the reservation start time may incur a cancellation fee.

How do I know if my reservation is a “meeting” or a “social”?

All events that take place in the MSC are categorized in one of two ways – a meeting or a social.  Meetings that take place after 5:00pm are limited to 1 hour and 45 minutes and must use the standard stock set up of the room.  Meetings must be booked at least 10 days before the meeting date.  “Social” events can be longer than 1 hour and 45 minutes and can have custom set ups.  “Social” events can only be booked in certain rooms – 2708, 2709, 3707, Ballroom, Oval Theater or outdoor space and require an Event Review (meeting with your MSC Event Planner).   Social events must be booked at least 3 weeks before your event. 

What is an Event Review and how do I know if I need one? 

An Event Review is a meeting with your MSC Event Planner to finalize the details for your upcoming event such as timing, floor plan, furnishings and AV needs.  To get more information on Event Reviews and what to expect during your meeting, please click here. 

Who is my MSC Event Planner?

Meet the MSC Event Planning Team here!

I want to collaborate with an outside organization (non-university group) for an event, is this allowed?

Organizations interested in hosting a University Sponsored event should contact their MSC Event Planner for more details.


food & beverage questions

Can I serve Food at my event?

Yes!  To serve food at your meeting or event, you must have the Food Release Form or Caterer’s Application approved by your MSC Event Planner prior to your meeting or event.  The Marshall Student Center does not allow any homemade items to be served during meetings or events.  All food and beverage items must be fully prepared and purchased from a licensed provider. 

Food Release Forms are needed if you are providing food/beverages that have been purchased from a licensed vendor, grocery store or restaurant.  Completed Food Release Forms must be submitted to your MSC Event Planner at least 3 days before your event.  If you have questions on how to complete the Food Release Form, please reference this Sample Food Release Form.  

A Caterer’s Application is needed if you will be purchasing food from a licensed caterer who will be onsite for your event.  Caterer’s Applications must be completed and submitted to your MSC Event Planner at least 2 weeks before your event.  If you need a Caterer's Application for your event, please contact your MSC Event Planner. 

If you are unsure if you need to submit a Food Release Form or Caterer’s Application, please contact your MSC Event Planner. 

What happens if I don’t submit a Food Release Form?

Your completed Food Release Form must be submitted to your MSC Event Planner or to the Event and Meeting Services Office (MSC 4100) at least 3 days before your meeting or event.  If your MSC Event Planner has not approved your form before your event, you will not be permitted to serve food or beverages during your meeting or event. 

I’m collaborating with another Organization on an Event, which Organization should fill out the Food Release Form?

The Organization that has made the reservation at the MSC must complete the Food Release Form. 

Can I serve alcohol at my event?

Groups may serve alcohol at an event in the MSC, but MUST receive approval in advance. You can submit your request to have alcohol at your event by completing the Alcohol Approval Form. Alcohol can ONLY be served by USF Dining and must follow all USF Alcohol Policies.   

Does the MSC provide warmers for my food?

No, the MSC does not provide any food service items. Any food warmers/sternoes must be provided by a licensed caterer only. Warmers/sternos are not allowed in the Marshall Student Center unless provided and monitored during the your entire event by a licensed caterer providing full catering services. It is your responsibility to make sure food is served at the appropriate temperature.

 


day of your event questions

When do I have access to the room I have reserved?

You will have access to your room at the beginning of your reservation time.  This is listed on your Reservation Confirmation sheet. If you will need additional time to set up for your event before it begins, please be sure to include that time in your reservation request.  Early access requests that are made on the day of your event will not be approved.  Set up time is not available for meetings held during the After 5:00pm Meeting Timeblocks.

How do I let the Sound & Light Team know that I need help in my meeting or event space?

To contact the Sound and Light Team while you are in your reserved space, you can call the MSC Information Desk at (813) 974-3180.  The phone number is listed on a wall plaque at the front of each room.  To call the information desk, you may use the courtesy phone located in the conference wing on the 2nd and 3rd floor.

Can I add extra furniture or Sound & Light equipment to my room on the day of my event?

It is very important to discuss all of your event needs with your MSC Event Planner before your meeting or event to ensure that you have all of the items you need.  Extra furniture or Sound and Light equipment may not be able to be added on the day of your event.  Several factors must be considered by the Building Manager to see if they are able to accommodate your request.  (i.e. - Room furnishings are determined based on the capacity of the room and safety regulations; Some Sound and Light equipment can incur additional charges; some Sound and Light equipment may require that a Technician is present at your event which must be scheduled with your MSC Event Planner at least 2 weeks in advance.)

Can I move the furniture in my reserved space?

For your safety, we ask that you do not move any furniture in the meeting and event spaces.  If the set up of your room needs to be adjusted, please reach out to the Building Manager to see if they are able to accommodate the set up change. To contact the Building Manager, please call the MSC Information Desk at (813) 974-3180.


billing questions

How do I pay for my Student Organization event and when is the payment due?

The invoice for your event will be both mailed and emailed after your event.  It typically takes 1-3 weeks for the Billing Office to send invoices.  Emails are sent to the first and second contact on the EMS Reservation Confirmation and are mailed to the address listed on your MSC Accountable Officer Form.  Invoices will include instructions on how to make your payments.  Payments are due within 30 days of receiving your invoice.  If your invoice is not paid within 30 days, your remaining reservations may be cancelled.  Your organization will not be able to make reservations for upcoming semesters until your invoice has been paid.

How do I pay for my USF Department event and when is the payment due?

At the direction of the Univeristy Controller's Office, the Billing Office can only accept Chartfields (interdepartmental transfers) for payment for department events. We cannnot bill departments in order to use Foundation or any other outside funds.  Departments cannot pay for events with a check or credit card, from any source.

Paying for Events with Foundation Funds:
Departments can use Foundation Funds to cover their event costs, but only as a reimbursement from Foundation after they have paid the Marshall Student Center with a chartfield, per the University Controller’s Office.  When requesting the reimbursement to your department from Foundation Fund to cover your event expenses, the department must provide the Foundation with the interdepartmental invoice the Billing Office provides to the event contact as well as a copy of Finance Mart showing the department has paid.   

After your chartfield payment has posted, the Billing Office will send a notification email to the first contact on the EMS Reservation Confirmation. 

I received my invoice and it includes sales tax – why?

Non-USF entities AND Student Organizations are subject to Florida sales tax unless they provide proof of Florida Sales Tax Exemption (DR-14). Student Organizations are also tax exempt if the event is paid using A&S funding through Student Business Services. A&S funding ONLY exempts tax on charges that are directly paid for by USF, not for organizations’ out-of-pocket expenses.  If your Organization is sales tax exempt, please email a copy of your Florida Sales Tax Exemption Certificate (DR-14) to your MSC Event Planner and they can submit the change to our Billing Office.

I’m collaborating with another Organization on an event, can we split the payment?

Yes.  Please be sure to let your MSC Event Planner know that you would like to split the payment for your Event with another Organization during your Event Review so they make sure you have the proper information. 

I want to pay for my reservation with the MSC with A&S funds, how do I do that?

If you plan to use A&S Funds to pay for this reservation you must submit a request to Student Business Services at sg-rmdpurchase@usf.edu no less than ten (10) business days before the day of the event. The MSC cannot make this request on your behalf. For more information, please contact Student Business Services in MSC4300, at 813-974-7100, or sg-rmdorghelp@usf.edu.

If I have questions about my MSC Event Invoice, who can I reach out to?

For any billing questions, please reach out to our MSC Reservationist at SA-EMS@usf.edu or (813) 974-9906.