IC Facility Use Policies

General Use

  • All persons using the International Center (IC) are expected to obey the laws and regulations of the State of Florida, Florida State University and the International Center. They should at all times, respect the freedom and rights of others to use the facilities and services in the manner in which they are intended to be used.
  • International Center space and facilities will be used for the official and regular purposes and functions of the university. The university may extend the use of space to other members of the university and general public subject to the provisions outlined in this policy.
  • Equipment and furnishings assigned to the International Center are not to be removed from the premises for any reason except by approval by the IC Director. Individuals or groups using IC facilities are responsible for any damage to the building or its contents. The cost incurred to repair any damage or to replace the damaged property will be charged to the individual or group responsible for the damage.
  • The IC does not assume responsibility for any personal belongings of persons using the facilities. The university disclaims responsibility for injuries occurring in the use of or preparation for the use of reserved space in the IC. Injuries to persons or the theft of personal belongings occurring in connection with events shall in no way be the responsibility of the university, the IC or its officials. All persons using the IC facilities are expected to keep the building secure and follow all guidelines regarding access.

Space Reservation

  • A request for space use within the International Center must be made by filling out and submitting the Space Reservation Request Form. Please note that this is a request and not a confirmation. Reservation confirmations will be made during regular business hours Monday-Friday 8am-5pm, contingent on space available. We suggest that you DO NOT advertise your event until your reservation request has been CONFIRMED. Requests must be made at least three business days before the event. If you are requesting for a Saturday or Sunday event, the deadline to request space is the Wednesday prior to the event.
  • No Student Organization will be confirmed without a signed Facility Use Agreement on file. A new Agreement must be signed every academic year by a designated Organization Officer.
  • For reservations made after hours, The International Center will arrange for a staff member to meet the representative and open the building. In the event no one is present at the scheduled start time, the staff member will wait ten minutes and lock the building. The group is then in violation of IC facility use agreement and will receive a warning email. Upon a second violation, the group will not be allowed to schedule space for the remainder of the semester.

Space Use

  • Set-up and arrangement of tables and chairs and other preparations are the responsibility of the event sponsor. Unless previously arranged, set up in each room is limited to furniture in reserved room. In the event that you need extra chairs, please make sure that you return the extra chairs to their proper rooms.
  • Temporary decorations for events are permitted if they do not create fire hazards or other danger to people or property (no candles or incense are permitted). Any damage to walls or windows resulting from affixing decorations will be the responsibility of the event sponsor.

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Cancellation Policy

  • Event sponsors should notify the IC Office Manager at least 24 hours in advance if the space is no longer needed. Failure to notify the IC Office Manager of a cancellation at least 24 hours in advance will be considered a violation of IC facility use agreement and the group will receive a warning email. Upon a second violation, the group will not be allowed to schedule space for the remainder of the semester.

Kitchen Use and Providing Food for the Public

  • Only Organizations with proper Food Safety training and prior approval from Environmental Health and Safety will be allowed to use the kitchen for food preparation. Organizations in need of approval should submit a Request for Approval of a Temporary Food Service Event form (form number EHS 1-2) to EHS for approval. Please note that approval is needed for EACH event even if it is a series of similar events such as cooking classes. The form can be found online at http://www.safety.fsu.edu/forms.html. Group safety training will be arranged by the IC at the beginning of each semester. Organizations may also receive training other than the IC scheduled training by contacting EHS directly at (850) 644-6895.
  • If approved for use of the kitchen, a member who has completed training must be present at all times. Failure to comply will be considered violation of IC facility use agreement and the group will receive a warning email. Upon a second violation, the group will not be allowed to schedule space for the remainder of the semester.
  • EH&S will provide the IC with a list of all organizations and individuals who have received Food Safety training. However, it is the responsibility of the organization to show proof of Food Safety training and food Service Event approval prior to the start of the event.
  • Organizations are required to adhere to all food safety procedures discussed in the food safety training session and follow the food service guidelines listed on page two of the Request for Approval of a Temporary Food Service Event form.
  • It is the responsibility of the trained individuals to oversee all aspects of food preparations, serving, and to ensure other members of their organization are aware and knowledgeable on food safety
  • All ingredients used in food preparation must be obtained from an approved source, i.e. grocery store or from a licensed food vendor.
  • For any organization that wishes to use the IC kitchen facility to conduct food cooking demonstrations or other temporary food service events that will be opened to the public, it is required that all food preparation, cooking and serving for temporary food service events be done at the IC facility unless the food items are prepared by a licensed food vendor.
  • EH&S reserves the right to conduct random visits of these events to ensure all food safety guidelines are followed.

Clean-Up

  • The group making the reservation is responsible for ensuring that the IC facilities used are left clean and orderly after the event. Clean-up must be done according to list given at time of check-in. The event sponsor must assure that clean-up is accomplished by the scheduled ending time. If additional time (20 minutes or more) is needed, the incident will be recorded as a violation of IC Facility Use Agreement and the group will receive a warning email. Upon a second violation, the group will not be allowed to schedule space for the remainder of the semester.
  • If using the kitchen, all IC items used must be cleaned and checked back in. All food items must be removed from the kitchen or thrown away, garbage taken out. Failure to do so will be recorded as a violation of IC Facility Use Agreement and the group will receive a warning email. Upon a second violation, the group will not be allowed to schedule space for the remainder of the semester.
» Fill-out the Space Reservation Form Online
» Printable version of IC Facility Use Policies (pdf file)


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