University of Miami Student Organizations

The SCC's events and reservations assistants are student employees who are excited to help student orgs with reservations and event planning
Hurricane Production's Patio Jams performs on the Lakeside Patio Stage

The University of Miami is home to more than 400 registered undergraduate, graduate, and law student organizations. The Student Center Complex's mission is to put students first and to provide them exceptional resources, support, and outstanding customer service. The SCC values student development and success by offering registered student organizations priority in the reservation process. The Student Center Complex staff is here to help you, student leaders, in planning a successful meeting or event.

COVID-19 Meeting and Event Guidelines

The health, safety, and well-being of our students, faculty, staff, and community members remain a top priority at the Student Center Complex (SCC). In accordance with recommendations from the University’s COVID-19 Events and Activities Committee, the SCC reservations team has been working diligently to outline safe guidelines, policies, and procedures for your reservations.

In addition to the University-wide Event and Activities Guidelines and information for undergraduate student organizations, the Student Center Complex will provide additional guidance to student organizations with reservations within our spaces. Additional information will be available soon.

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  • General Event Guidelines

    In accordance with the University’s COVID-19 Events and Activities Committee and in collaboration with stakeholders across the University community, the SCC reservations team developed the following general event guidelines:

    • As required by University guidelines and/or local emergency orders, a face covering is required to be worn at all indoor events and meetings.
    • As required by University guidelines and/or local emergency orders, all participants at an event or meeting are required to maintain 2-3 feet of separation from others.
    • Furniture may not be moved or rearranged in order to maintain physical distancing.
    • Students who are exhibiting symptoms of COVID-19 or have come in close contact with others exhibiting such symptoms within the last 10 days of an upcoming reservation, must stay home and may not attend the meeting or event at the SCC.
    • If physical distancing or adherence to any public health guidelines as defined by the University of Miami, local emergency orders, the Centers for Disease Control and Prevention, and/or other regulatory guidelines is not possible or followed, the reservation will be immediately suspended.

  • Event and Meeting Host Responsibilities

    Prior to a confirmed meeting or event, it is the event host’s responsibility to communicate University guidelines to all attendees. This communication should include a reminder about physical distancing policies and protection of personal space (i.e. attendees must bring their own face covering).  

    During the event, it is the host’s responsibility to ensure that attendees are following rules and exhibiting appropriate behavior. Failure to follow public health guidelines as defined by the University of Miami, local emergency orders, the Centers for Disease Control and Prevention, and/or other regulatory guidelines will result in the immediate suspension of your reservation and will call in to question future reservations. 

  • Event Capacity

    The maximum number of participants at any given meeting or event will be determined through the reservation process by a combination of:

    • University guidelines;
    • Laws, ordinances, and recommendations by government and public health officials;
    • The size of the space allowing for physical distancing; and
    • The ability of participants to comply with University guidance related to physical distancing and the protection of personal space.

    Please review the SCC Capacities[PDF] for Student Organizations to review amended space capacities and set ups that follow physical distancing guidelines.

  • Attendee Tracking Requirements

    COSO registered student organizations can visit the Department of Student Activities and Student Organizations webpage to review attendance tracking expectations and guidance.

    All student organizations that do not have access to Engage are still required to track participant attendance for indoor events. Event hosts must be prepared to provide event or meeting attendance if asked. Attendance tracking at outdoor events is not required.

  • Events with External Guests

    Guests, defined as any person who is not a University of Miami student, faculty member, or staff member, are permitted at student organization events. Guests must successfully complete the University of Miami COVID-19 Screening Questions or CDC Coronavirus Self-Checker and be prepared to provide results to the event organizer prior to entering an event.

    Guests must provide their name and contact information as part of attendance tracking, and must agree to participate in UTrace contact tracing if they become positive for COVID-19 within 48 hours of the event.

  • Outside Performers/Speakers/Vendors

    Only approved University of Miami vendors are permitted to provide services on campus. COSO registered student organizations are responsible for ensuring that proper contracting and purchasing procedures are followed, as outlined in the Student Organization Handbook.

    Any outside performers/vendors coming to campus to support a student event must agree to comply with all University guidelines and must be identified at the time of the reservation request. Per the University’s Risk Management Policies, a Certificate of Insurance (COI) will be required for all vendors providing on-site services. All COI’s must be on file with the SCC Reservations Office at least two (2) weeks before the event date; as vendors will not be allowed on-site without a COI. The SCC reserves the right to cancel events that have not obtained a valid COI.

    Additionally, all vendor employees who are coming to campus are required to provide their name and contact information prior to arrival, and are required to complete the CDC self-screening tool prior to arriving on campus. It is the event host’s responsibility to communicate the above guidelines to their vendors and are responsible for the vendor’s behavior during the reservation. Please refer to the Department of Student Activities and Student Organizations COVID-19 event and meeting recommendations webpage for a sample email to send to vendors.

    Vendors or guest speakers must notify the Department of Risk Management (305-284-3163, riskmanagement@miami.edu) under the University of Miami’s Busines Services if they exhibit symptoms or test positive for COVID-19 within seven (7) days following their visit to campus.

  • Tabling

    Due to space constraints and high levels of pedestrian traffic, tabling will be limited and spread out between the Westbrook Walkway & the UC Breezeway.

    The following guidelines apply to tables reserved at the Student Center Complex:

    • Rain locations cannot be provided. In the case of rain, event organizers will need to reschedule through the SCC Reservations Office.
    • Proper physical distancing (2-3 feet) must be maintained with those visiting the table
    • Food giveaways are permitted if food is pre-packaged. Distribution must be contactless.

  • Events with Food

    For at least the first four weeks of the Fall 2021 semester, consumption of food is not permitted at indoor undergraduate student organization meetings or events. All attendees are expected to wear face coverings at all times, except when actively drinking.

    Food may be consumed at outdoor meetings and events, and event hosts must follow CDC recommendations and University guidelines related to food safety.

    General guidelines include, but are not limited to:

    • All food must be pre-packaged, boxed, and/or wrapped when served. Self-serve buffets, meal stations or any open food presentations will not be permitted
    • Beverages must be individual bottles or cans
    • Utensils must be pre-packaged and disposable
    • Plates, bowls, and dishes must be disposable

     

    Student Organizations must cater from University vendorized companies. Click HERE for a list of the SCC’s preferred caterers who are already University vendors.

  • A/V Health and Safety Guidelines

    A/V Health and Safety Measures for All Groups

    • The SCC Technology team will adhere to current health and safety guidelines, mandates, and policies of the SCC and the University of Miami which take precedence over any information provided below.
    • Users and visitors to the SCC are to abide by recommended guidelines to slow and prevent the spread of COVID-19. All users are to abide by current guidelines on handwashing, sanitizing, face coverings, and physical distancing.
    • It is known that COVID-19 can be spread through respiratory droplets which can contaminate microphone windscreens and grilles. SCC Technology strongly discourages the sharing of microphones even if users are wearing a face covering. The SCC will provide (with limited availability) additional microphones as requested. Disposable microphone windscreens will be provided for events using built-in systems unless otherwise indicated below.

    A/V Event Health & Safety Plan

    Events occurring within the Student Center Complex will be provided microphones on an as-requested basis. Microphones must be requested in the space reservation. To prevent multiple users from sharing microphones, additional microphones may be requested. Please indicate the expected number of microphone users in your space reservation request. Approval will be at the discretion of the Student Center Complex.

    Built-In Microphone availability:

    • One (1) wireless handheld microphone is available in Activities North (room 304), Activities South (306), Iron Arrow (300), and Senate Room (302)
    • Two (2) microphones are available in Activities Room when combined
    • Two (2) microphones are available at the Lakeside Stage

    Microphones provided by SCC AV will:

    1. Be sanitized before reservation time
    2. Encased in a protective covering
    3. Have a disposable windscreen for each microphone

    Event Organizers are asked to:

    1. Assume responsibility for ensuring that microphones will not be shared among multiple users.
    2. Remove and properly dispose of windscreens after the event ends.
    3. Assist with the sanitizing of the microphone’s covering before and after use with an anti-viral wipe provided by SCC.

  • Cleaning and Disinfection of Spaces

    The University’s custodial company has a strong relationship with the SCC and will continue to provide high cleaning standards in all of our spaces. Custodial staff will be cleaning spaces regularly and thus it is imperative that event hosts end events and meetings on time to allow time for the space to be cleaned for the next group.

    Hand-sanitizer and disinfecting-wipe stations are located throughout the Shalala Student Center and Whitten University Center. Signage will be posted to remind individuals to wash their hands frequently, clean personal items, and maintain physical distancing.

    If anyone has any concern regarding the cleanliness of a room or space at the SCC, please report this issue to the Shalala Student Center Information Desk or call 305-284-4351.

  • Additional Resources

    We recognize that the impact of COVID-19 makes it challenging for students to engage in the types of programs that we are accustomed to. If you have questions or concerns regarding your reservation at the Student Center Complex please reach out to our SCC Reservations Team via phone, email or a scheduled virtual meeting. Students may reach out by calling 305-284-4351 or emailing sccresrevations@miami.edu.

    Additionally, there are numerous departments across campus that can assist with planning, including the Department of Student Activities & Student Organizations, the Student Center Complex Reservations Office, the Department of Wellness and Recreation, and the Office of Conference Services.

    For more information about the University’s overall COVID-19 response, please visit www.coronavirus.miami.edu.

Reservation Requests

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Event Essentials

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Events & Reservations Assistant

Registered Student Organization leaders can schedule a 1:1 meeting with Student Center Complex events & reservations assistant. The SCC's events and reservations assistants are student employees who can assist with submitting reservations as well as advise on any event planning needs.

Click here to make a zoom logo appointment to speak with an SCC student event & reservation assistant.

Click Here to Make A Reservation Request

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