Policy Overview
Purpose
Beginning January 1, 2026, SWFREC will assess rental fees for Conference Rooms. These fees help maintain the facility and ensure a clean, safe, and attractive meeting space for agricultural stakeholders.
Eligible Use
Conference Rooms are available only for agricultural purposes, including (but not limited to):
- Producer/grower meetings, commodity groups, and industry associations
- Extension/outreach programming, trainings, workshops, and seminars
- Research coordination, technical advisory meetings, and ag policy briefings
Not permitted: Outside social events, non-agricultural commercial activities, or events unrelated to SWFREC' mission.
Standard Hours & Availability
- Regular Business Hours: Monday-Friday, 8:00 AM-5:00 PM
- After Hours: Any time outside 8:00 AM-5:00 PM, Monday-Friday
- Saturdays and Sunday: Not available
Rental Fee Schedule
Fees are assessed per room, per reservation block. A "Half Day" equals 4.5 hours; a "Full Day" equals 9 hours.
Auditorium
| Period |
Half Day (4.5 hours) |
Full Day (9 hours) |
Regular Business Hours
(Mon-Fri, 8:00 AM-5:00 PM) |
$250.00 |
$500.00 |
After Hours
(Mon-Fri, outside 8:00 AM-5:00 PM) |
$300.00 |
$600.00 |
Conference Room A
| Period |
Half Day (4.5 hours) |
Full Day (9 hours) |
Regular Business Hours
(Mon-Fri, 8:00 AM-5:00 PM) |
$175.00 |
$350.00 |
After Hours
(Mon-Fri, outside 8:00 AM-5:00 PM) |
$225.00 |
$450.00 |
Conference Room B
| Period |
Half Day (4.5 hours) |
Full Day (9 hours) |
Regular Business Hours
(Mon-Fri, 8:00 AM-5:00 PM) |
$50.00 |
$100.00 |
After Hours
(Mon-Fri, outside 8:00 AM-5:00 PM) |
$75.00 |
$200.00 |
Overtime/Overage: Events that exceed the reserved block may incur additional charges at the applicable rate. SWFREC reserves the right to bill in 30-minute increments.
Booking & Scheduling
- Requests: Submit reservation requests at least 15 business days in advance, including event purpose, expected attendance, room setup, and equipment needs.
- Priority: SWFREC/UF programs related to research and extension may receive priority scheduling.
- Confirmation: A written confirmation (email) is required to finalize reservations. Unconfirmed holds may be released.
Payment Terms
- Invoice Due Date: Invoices will be issued upon confirmation; payment is due no later than 3 business days after the event.
- Accepted Methods: University/agency payment checks only.
- Non‑Payment: Lost of reservation privileges.
Cancellations & Changes
- Client Cancellations: ≥ 10 business days before event.
- Date/Time Changes: Subject to availability.
- Force Majeure: SWFREC may cancel or reschedule due to emergencies, severe weather, or circumstances beyond control without penalty.
Room Capacity, Setup & Cleanup
- Capacities: Provided upon request per room; do not exceed posted limits.
- Setup/Breakdown: Standard conference setup is included when requested in advance. Complex or custom setups may incur upon request.
- Client Responsibilities: Arrive on time, vacate by end of reservation, return furniture to original configuration (unless otherwise agreed), remove event materials, and ensure cleanliness.
- Cleanup: Basic trash removal is included. Excessive cleanup may be billed.
Equipment & Services
- Included (subject to availability): Projector/display, podium, basic audio, Wi‑Fi, and standard tables/chairs.
- Advance Requests: Specify AV needs at booking; some equipment may be limited.
- Technical Support: Limited support may be available; extended support may incur fees.
Use Guidelines & Restrictions
- Professional Conduct: Maintain a professional environment aligned with SWFREC's mission.
- Food & Beverage: Allowed with prior approval. All catering must comply with facility guidelines. Client is responsible for spills, trash removal, and food safety.
- Alcohol: Not permitted
- Decorations/Signage: No adhesives, nails, or materials that damage surfaces. Use easels or approved methods only.
- Noise: Keep sound at levels that do not disrupt nearby workspaces.
- Storage: SWFREC is not responsible for items left behind.
Safety, Security & Compliance
- Access: Follow check‑in/out procedures. Do not prop doors or allow unauthorized access
- Emergency Procedures: Adhere to posted evacuation and safety guidelines; report incidents to staff immediately.
- Compliance: All users must comply with university policies, local ordinances, and state/federal laws.
Damage, Liability & Insurance
- Damages: The client is liable for damage to facilities, furniture, or equipment caused by event attendees, vendors, or agents.
- Insurance: SWFREC may require proof of liability insurance for certain events. Vendors/caterers must carry appropriate coverage.
- Indemnification: Client agrees to indemnify and hold harmless SWFREC/UF from claims arising from client's use
Photography, Recording & Media
- Permission: Obtain prior approval for photography/videography.
- Media: Coordinate any press/media presence with SWFREC.
Contact & Reservations
For availability, reservations, or questions:
Southwest Florida Research and Education Center (SWFREC)
Conference Room Reservations
Phone: 239-658-3400 ext. 3415
Email: awalton3@ufl.edu
Address: 2685 State Road 29N, Immokalee, FL 34142
