SPECIAL EVENT INFORMATION

The Reservation is available to host special events for groups of over 1,000 attendees. Rates vary based on the group's affiliation (or non-affiliation) with FSU.

SPECIAL EVENTS: FSU STUDENT GROUPS

Special events are considered those events that reserve a large portion of the property (buildings) and program for group sizes typically over 50. The Reservation is still open to the FSU students during our operational hours. A Campus Recreation/Reservation Special Event Request Form is required a minimum of 30 days prior to the event.  After receiving the special event request form. The other offices that are involved in special event requests include FSU Environmental Health and Safety Office, Risk Management, and the FSU Police Department. It is required that the group hosting this event meet with the Reservation Staff to finalize all logistics and safety issues prior to approval. The following forms will be required for your event:
- Proof of liability insurance is required for all groups. Contact Erica Gramajo at 850-644-6892 for information.
- A contract through Space Reservations Office is required. Contact Erica Gramajo at 850-644-6892 to get started.
- Security arrangements are required based on the event type and number of participants. Security will assist with parking and crowd control at event.
- All food services must provide safe food handling procedures as mandated by the Environmental Health and Safety Office. Please see Environmental Health and Safety web site at www.safety.fsu.edu/forms.html
- A tax-exempt certificate is required to be on file at the FSU Reservation office. Please fax a copy to 850-644-9852.  Failure to submit will result in the group being charged tax.
- The FSU Reservation does not provide catering.
- The group is responsible for clean up of the areas used.  Additional charges will be assessed if the group does not clean up!

FSU Students: Special Event Fee
Fee's for Special Events are assessed by the nature of the Special Event. Volleyball tournaments for example, which monopolize a large part of the park, are generally $250 for RSO's, which will also include the rental of both volleyball courts and the Garnet & Gold picnic shelters.  If requesting to bring an inflatable, a flat $50 utility fee is assessed to your rental. For all Registered Student Organizations and University Related events that have any type of exchange of money ( fee, donation, selling items, or auctions), there will be a fee assessed to the reservation.
No gate fee is charged for FSU students with current I.D.
Gate fees are charged for all others without a current FSU I.D. 
Charges that do apply include additional staffing costs outside of our regular operating hours, vendor fees for outside vendors selling a product etc. Vendor fees do not apply if the vendor is sponsoring the event and providing free product to the students.

Staffing Fee (If Applicable)
$8.00-$10.00 per hour / per employee. These fees are for requests outside of our normal operating hours. Staff fees are also charged for additional staff needed based on the size of the event.

Vendor Fee (If Applicable)         
$100.00 per vendor. This fee does not apply if vendor is donating food for the event.

Gate Fees (If Applicable)   
Groups < 200 ... A per head fee is charged: $1.00/child under 15 and $2.00 per adult.
201 - 300 ... $500.00
301 - 1000 ... $1,000.00
Over 1000 ... $2,000.00
Fees subject to additional charges for staffing and if damages are accrued.  Please complete the Special Event Request Form and return to the FSU Reservation, 3226 Flastacowo Road, Tallahassee, FL 32310 or fax to 850-644-9852, attention of Erica Gramajo.  If you have any questions, please call Erica at 850-644-6892.

SPECIAL EVENTS: NON-FSU GROUPS

Special events are considered those events with over 75 in attendance and request facility space normally open to our main focus, the FSU students. Exclusive events using the Reservation are limited so that the University students have access to these facilities during our peak seasons. Fees are charged for gate, facility rentals and equipment rentals, administrative charges and security, if needed. The facility has a waterfront park with picnic shelters and grills as well as canoe, kayak rentals and guarded swim area. The Recreation Hall with game tables and the lake front porch is not rented because it remains an enclosed safe area for inclement weather. The Reservation is operated through Campus Recreation, a Division of Student Affairs.Your first step is to request the event from the facility to make sure the day/date is available and that we can handle the event safely. The Student Recreation board must then approve the event for Campus Recreation. They are our governing body for fees and facility usage. The Recreation Board meets once a month. After receiving approval, we will then contact FSU Environmental Health and Safety Office, Risk Management, and the FSU Police Department to finalize all requirements mandated by those agencies. Due to the number of approvals needed for space, this special event request form is requested a minimum of 30 days prior to the event.

These regulations may include the following:
- Proof of liability insurance is required for all groups. Contact Erica Gramajo at 850-644-6892.
- A contract for the event is required. The reservation office will complete this after all approvals.
- Security arrangements are required based on the event type and number of participants. Security can include Sheriffs Office for traffic control or the FSU Police as well as ambulance services for first aid and safety. The group will be responsible for the financial arrangements of these services.
- All food services must provide safe food handling procedures as mandated by the Health Department. This can include the use of gloves for the servers or having a food permit and fire extinguisher if cooking.
- A tax-exempt certificate required to be on file at the FSU Reservation office. Please fax to 850-644-9852.
- The FSU Reservation does not provide catering. There is an ice machine on site. Please notify us if ice is needed. You will need to provide your own coolers.
- The group is responsible for general trash pick up of the area used.

Non-FSU Groups : Special Event Fee
$500.00 includes picnic tables and covered pavilion behind the beach, administration fees and gate fee for first 100 guests. Additional staffing will be required based on the size of the event.

Staffing Fee (If Applicable)
$10 per hour / per staff. Outside of normal operational hours. Additional fees apply for staffing groups over 75.

Vendor Fee (If Applicable)         
$100.00 per vendor making sales exchanges for a profit.

Gate Fees (If Applicable)   
After the first 100 ... A per head fee is charged, if under 200 ... $2.00 per adult  & $1.00/child under 15.
Groups will need to prearrange tickets in advance and check in at the gatehouse for accurate head count.
201 - 300 ... $500.00
301 - 1000 ... $1,000.00
Over 1000 ... $2,000.00
Fees subject to additional charges on staffing and if damages are accrued.  Please complete the Special Event Request Form and return to the FSU Seminole Reservation, 3226 Flastacowo Road, Tallahassee, FL 32310 or fax to 850-644-6892, attention of Erica Gramajo or fax to 644-9852.  If you have any questions, please call Erica at 850-644-6892.

Alcohol Policy (If Applicable)   
The FSU Reservation is a no alcohol facility, therefore requests for alcohol approval must be submitted in writing and be approved by the Office of the Vice President of Student Affairs.