Event Request / Facility Rentals

Host Your Next Event at SCF

State College of Florida, Manatee-Sarasota has locations in West Bradenton, Lakewood Ranch, and South Venice to serve both Manatee and Sarasota counties. Whether you are looking for a place to conduct training, sales meetings, social events, concerts, or sporting events SCF has you covered.

SCF has well-designed meeting spaces, up-to-date technology and attractive landscaping. From small group meetings to large community events, SCF’s facilities offer versatility, amenities and ambiance to make any event a special occasion.

State College of Florida On-Campus Event Policy

The State College of Florida (SCF) On-Campus Event Policy provides a framework for requesting and executing events on SCF campuses. The policy is designed to support consistent and effective event management, ensure student and faculty engagement, and uphold safety & security standards. This policy applies to all events held on college premises, organized by departments, student organizations, and external groups.

1. Event Authorization and Planning Requirements

1. Event Proposal: Event organizers must submit an event proposal, including all details of the event, at least 14 DAYS prior to the proposed event date. All proposals must align with SCF’s mission, values, and community standards. All questions regarding facility use can be emailed to events@scf.edu.
2. Event Approval and Review: All event requests shall be reviewed by College Administration, Public Safety, Facilities, and Business Services to ensure alignment with college goals, availability of resources, and compliance with campus safety protocols. Approval from these entities is required for events to proceed to the planning stage.
3. Event/Facility Rental Request Form: For all event or facility rental requests, organizers must complete the required form, which is located on the State College of Florida website. The form must be filled out accurately and submitted for approval within the designated timeline before the event date. Please fill out & submit form.
4. Insurance: External groups are required to provide a Certificate of Liability Insurance or purchase one through the College for their event. The Certificate Holder line should read State College of Florida, Manatee-Sarasota District Board of Trustees. The Liability Insurance Policy must list a minimum of $1,000,000 for “General Aggregate,” “Products (Comp/Op Agg)” and “Each Occurrence” and $500,000 for Damage to Rented Premises. Please submit proof to events@scf.edu.
5. Additional Info: If requesting the SCF Neel PAC, Howard Studio, or Studio for Performing Arts, an additional facility use form MUST be filled out and returned to Manager, Performing Art Venues. Please fill out the form & email to boxoffice@scf.edu
6. Fee Waivers: Fee waivers may be granted at the discretion of the college. The fee waiver request section on the request form must be filled out at the time of the request. Please fill out the form & email to events@scf.edu

2. Marketing and Promotion Guidelines

1. Promotional Materials: Approved marketing materials may include flyers, posters, social media posts, and email campaigns. Materials should adhere to SCF branding guidelines and avoid language that could misrepresent SCF. All materials must be pre- & approved by SCF Marketing Department. Please email examples for review to events@scf.edu.
2. Campus Website and Calendar: All approved events must be added to the official SCF event calendar to ensure visibility and avoid scheduling conflicts.

3. Venue, Logistics, and Accessibility

1. Venue Reservation: Organizers must secure appropriate space based on event size, accessibility requirements, and technological needs. Reservations should be made at least 14 DAYS in advance.
2. Set-Up and Break-Down: Organizers are responsible for requesting needs for setting up, maintaining, and breaking down the event space to restore it to its original state. Appropriate signage must be used to direct attendees.
3. Accessibility: Events must be inclusive and accessible to all students, staff, and visitors, with any additional accommodation’s coordinated as needed.

4. Staffing and Volunteer Management

1. Staffing Requirements: Events must designate coordinators, points of contact, and have appropriate staffing responsible for specific tasks, such as check-in, AV support, and crowd management. SCF may, at their discretion, provide assistance in these areas upon request.
2. Volunteer Training: All volunteers must receive instruction relevant to their roles and responsibilities & should be familiar with emergency response and attendee assistance protocols.

5. Health, Safety, and Security

1. Emergency Procedures: All event organizers and volunteers shall be briefed on SCF’s emergency response plan, including the location of exits, emergency contacts, and protocols by SCF Public safety, prior to the event.
2. Public Health Compliance: All events must comply with current public health guidelines, such as physical distancing, sanitization, and, if required, mask-wearing policies.
3. Security Presence: Security personnel, & or law enforcement may be required for large-scale or high-profile events at the discretion of the college’s public safety department.
4. Alcohol Prohibition: Alcoholic beverages are generally prohibited at all SCF on-campus events. However, if an event or facility requestor intends to serve alcohol, they must submit a “Permission to Serve Alcoholic Beverages” form through Business Services along with their event or facility rental request for approval. Please fill out the form & email it to events@scf.edu.
5. Violation of this rule may result in disciplinary action, revocation of event privileges, or additional penalties as determined by the college administration.

6. Compliance and Penalties

Non-compliance with the SCF On-Campus Event Policy may result in penalties, such as restriction on future event approvals, at the discretion of the administration.

Rental Pricing Schedule of Fees

Effective after July 1, 2018

Approved by the Board of Trustees on October 4th, 2022.

**2 Hours minimum on rooms that require no Set-up.

***4 Hours minimum on Rooms that require Set-ups

SCF Facility Rentals Q & A