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

The Transfer Student Association, along with the Herbert Wellness Center, host a Caribflex kickboxing class on the Rock Plaza

Hurricane Production's Patio Jams performs on the Lakeside Patio Stage

University of Miami Student Organizations

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.

The health, safety, and wellbeing 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. This constantly evolving situation has challenged our event community to be flexible and adaptable in all aspects of event planning and venue management. The team will continue to monitor and 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. Note that these changes may come with little to no notice to the event host as University leadership and government officials adapt to combating COVID-19.

The University’s dedicated COVID-19 site, which can be found at coronavirus.miami.edu, is updated constantly and will continue to serve as the most up-to-date source of information regarding the University’s comprehensive response to the pandemic. 

Please review the Department of Student Activities & Student Organizations' COVID-19 webpage for additional information.

COVID-19 Meeting and Event Guidelines

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  • General Event Guidelines

    To safeguard the health and safety of the campus community, the SCC is asking all visitors 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. As such, 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:

    • Indoor, in-person meetings and events will not be permitted.
    • Outdoor meetings and events that comply with 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 be permitted on a limited basis.
    • As required by University guidelines and/or local emergency orders, a face covering is required to be worn at all indoor and outdoor events and meetings.
    • As required by University guidelines and/or local emergency orders, all participants at an event or meeting are required to maintain 6 feet of separation from others.
    • In order to accommodate physical distancing guidelines, all space layouts have been modified with significant reductions in capacity. Additionally, space arrangements will be preset with little to no room for accommodations of a custom set up. Furniture may not be moved or rearranged without approval from the SCC reservations team.
    • Food and beverage will be limited. Refer to the “Events with Food” section for more details.
    • Attendance records are critical and required for the University’s testing, tracing, and tracking efforts. The event host is responsible for registration and attendance record-keeping. Refer to the “Attendee Tracking Requirements” for more detailed guidelines. It is recommended that event hosts coordinate an RSVP process to assist in collecting attendance information.
    • Students who are exhibiting symptoms of COVID-19 or have come in close contact with others exhibiting such symptoms within the last 14 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.

  • Reservation Requests

    The SCC reservations team will begin accepting Spring Semester reservation requests for outdoor student organization signature events beginning December 8, 2020. The reservations team needs a minimum of two weeks to review and process requests.

    Beginning January 25, 2021, the SCC reservations team will accept reservation requests for student organizations’ outdoor weekly meetings.

  • Tabling

    Due to space constraints and high levels of pedestrian traffic, tabling in the UC Breezeway will not be permitted. Outdoor tabling will be allowed at approved locations with a confirmed reservation from the SCC reservations team.

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

    • Tables must be reserved at least seven (7) business days in advance.
    • Event organizers must complete and sign a Safe Tabling Plan outlining the activities that will take place at the table. A tabling reservation will not be confirmed until a Safe Tabling Plan is complete and approved by the SCC Reservations Team.
    • Rain locations cannot be provided. In the case of rain, event organizers will need to reschedule through the SCC Reservations Office.
    • Tables may only be staffed by members of the University community (students, faculty, and/or staff). Outside vendors may not table.
    • A maximum of two people can be present as facilitators. These facilitators must be active members of the respective student organization.
    • Individuals facilitating and participating in tabling must wear a face covering at all times
    • Hand sanitizer is encouraged to be available for use at the table.
    • Proper physical distancing (6-feet) must be maintained with those visiting the table
    • Promotional giveaways and/or flyers are permitted, and distribution should be contactless (items should not be handed directly to students).
    • Food giveaways are permitted if food is pre-packaged. The distribution must be contactless.
    • Fundraising, the solicitation and/or sales of items are permitted, and payment must be contactless. Registered student organizations must abide by fundraising policies as outlined by the Department of Student Activities and Student Organizations.

     

    The SCC has a limited amount of wellness shields. If a tabling host would like a wellness shield for their reservation, please indicate that at the time of the reservation.

  • Prioritize Virtual Meetings

    Whenever possible, students should utilize virtual platforms to host executive board and general body meetings (GBM). In addition, virtual platforms can be used to create hybrid meetings, where some members are physically present, and others participate online. First-time users must activate their University of Miami Zoom account by visiting zoom.miami.edu. For technical assistance, contact help@miami.edu, call 305-284-6565 or visit https://support.zoom.us/hc/en-us/categories/200101697. Training for Zoom is also available on the Zoom website.

  • Frequency and Duration of Meetings at the SCC

    In order to accommodate nearly 400 undergraduate, graduate, and law student organizations, the SCC will continue to use its time slot system for general and executive board meetings but limit each student organization to one executive board meeting or general body meeting per week. Those meetings can be a maximum of one-hour in length.

    Time blocks are as follows:

    • 5:00 pm – 6:00 pm
    • 6:30 pm – 7:30 pm
    • 8:00 pm – 9:00 pm

    Additionally, student organizations will be limited to two signature or large events per month.

  • 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.

    Capacities only outdoor spaces are available:
    • Lakeside Patio Stage: Theatre for 30
    • Rock Plaza: Theatre for 30
    • Foote University Green: 150 maximum

  • Event and Meeting Host Responsibilities

    Prior to confirmation of a meeting or event at the SCC, the event host must complete an SCC Safe Event Plan. This form will be emailed to the event host after the event host submits the reservation request. The reservation request will not be processed or confirmed until the SCC Safe Event Plan is approved by a member of the SCC reservations team.

    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). Refer to the Department of Student Activities and Student Organizations COVID-19 event and meeting recommendations on their website for a sample email to send to attendees.

    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. 

  • Attendee Tracking Requirements

    All COSO registered student organizations will be required to track participant attendance via Engage. Instructions on how to utilize event participation tracking on Engage can be found at https://engagesupport.campuslabs.com/hc/en-us/articles/204032034-Tracking-Event-Participation.

    Student organizations that do not have access to Engage are required to track participant attendance via the SCC Attendance Tracker Form[pdf].

    Attendance records must be submitted via the Engage or the Tracker Form within 24 hours of the conclusion of the meeting or event. Exceptions to this policy must be approved by the SCC reservations team.

  • Events with Food

    Food may be served only at outdoor events. Event hosts must follow CDC recommendations and University guidelines related to food safety. General guidelines for both indoor and outdoor events include, but are not limited to:

    • All food must be pre-packaged, boxed, and/or wrapped when served. 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

    It is recommended that event hosts coordinate regular sanitization of areas before and during the event or meeting.

  • Giveaways

    Please refer to the Department of Student Activities and Student Organization’s website regarding guidance on giveaways.

  • Events with External Guests

    Guests (non-students and/or community members) are not permitted to attend meetings or events at the SCC until further notice. University of Miami faculty and/or professional staff are permitted to attend. Community advisors are allowed to attend in the capacity of advising the meeting or event only with prior approval from the SCC reservations team.

  • 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 virtually check-in 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.

  • 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 encourages users that must share microphones to keep on their face coverings. The SCC can 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 SCC will be provided microphones on an as-requested basis. Microphones must be requested in the space reservation. Additional microphones may be requested. Please indicate the expected number of microphone users in your space reservation request. Additional microphone availability is limited and approval will be at the discretion of the SCC.

     

    Microphone availability:

    • Two (2) wireless microphones are available at the Lakeside Stage

    Microphones provided by SCC AV will:

    • Be sanitized before reservation time
    • Encased in a protective covering
    • 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 after each use 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 concerns 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

    The SCC recognizes 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 the team 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.

    The Department of Student Activities & Student Organizations will be releasing a series of resources designed to help student organizations be successful in a COVID-19 environment on their webpage.

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

    In addition, please review the “Considerations for Events & Gatherings” webpage from the Centers for Disease Control and Prevention (CDC) for guiding principles on meetings and events here: https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/considerations-for-events-gatherings.html.

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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  • Who are the events and reservations assistants?

    layla headshot 
    Layla Claure, student supervisor events & reservations 
    From: Born in La Paz, Bolivia; Raised in Miami, Florida
    Major: Criminology
    Minors: Sociology and Public Health
    Student Involvement:
    • Student Supervisor for the Events & Reservations assistants at the Student Center Complex
    • Research Assistant at the University of Miami Institute for Advanced Study of the Americas
    • Member of The National Society of Collegiate Scholars
    • Member of Alpha Kappa Delta Honor Society and Alpha Phi Sigma Honor Society
    • Member of UNICEF
    • PIH Engage Miami
    • Member of URecover

    Michelle's Headshot
    Michelle Marino, events & reservations assistant
    From: Miami, Florida
    Majors: Public Relations & Electronic Media
    Minor: Political Science
    Student Involvement:
    • Events & Reservations Assistant at the Student Center Complex
    • Student Government Director of Communications
    • Hurricane Productions Concerts - Chair
    • 'Cane Kickoff Program Coordinator 

  • What can a student event & reservation assistant help me with?

    A student event & reservation assistant can help student organizations with items such as;

    • Which space best fits the type of event your organization is holding
    • Room layouts and planning
    • A/V availability 
    • Which forms you need and how to fill them out
    • Understanding policies
    • Approved vendors
    • Promoting your event
    • and more!

  • What happens after I request a Zoom appointment?

    A student event & reservation assistant will confirm your appointment via email. The confirmation will include the meeting id and a password. 

     

  • Can other people outside my organization join the zoom meeting?

    Sure, just let the student event & reservation assistant know ahead of time who the president approves of to join in the meeting.

Reservation Requests

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Event Essentials

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