Thank you for your interest in hosting an event at the REEF Campus. Our facility is available to community groups, organizations, and mission-aligned partners for meetings, trainings, workshops, and special gatherings.

Please review the policies below, which apply to all facility rentals. These guidelines help ensure a positive experience for all and protect the REEF Campus and its resources.

Booking & Payment

  • A signed rental agreement and non-refundable deposit (typically 50% of the total rental fee) are required to reserve space.
  • The remaining balance is due at least 45 days prior to your event.
  • Payments can be made by check or secure bank transfer (preferred). Credit card payments incur a 3% processing fee.
  • Florida sales tax (currently 7.5% in Monroe County) applies unless a valid tax exemption certificate is provided.

Facility Use

  • Space is rented for the specific hours and rooms listed in your agreement. Early arrivals or late departures may result in additional charges.
  • REEF staff may access the facility at any time during your event for safety or maintenance purposes.
  • Rental of space does not imply REEF sponsorship or endorsement of your event or organization.
  • Promotional materials must clearly identify your group and event and may not use the REEF logo or images of the facility without prior approval.

Food, Beverage, Alcohol & Decorations

  • Outside food and non-alcoholic beverages are permitted with some limitations. All trash must be properly disposed of.
  • Plant-based or reusable serviceware is required for all events.
  • Alcohol is not permitted unless approved by REEF in advance, with additional requirements outlined in your agreement.
  • Decorations are subject to approval, based on how they will be displayed or attached. Helium balloons are not permitted.

Setup, Cleanup & Damage

  • Renters are responsible for setup, breakdown, and restoring the space to its original condition.
  • REEF provides trash and recycling receptacles; all waste must be removed accordingly.
  • Any damage to the facility or equipment is the responsibility of the renter and may result in additional charges.

Security Deposit

  • A refundable security deposit is held via credit card authorization 3 days before your event.
  • Typical holds range from $100 to $500 depending on the space rented.
  • Security holds are released within 3–5 business days after a satisfactory inspection.

Cancellation Policy

  • More than 45 days before event: Full refund minus a $50 administrative fee.
  • 15–45 days before event: 50% refund.
  • 8–14 days before event: 25% refund.
  • 7 days or fewer: No refund.

Insurance Requirements

  • For events hosted by businesses, organizations, or those open to the public, a Certificate of Liability Insurance is required:
    • Minimum $1,000,000 in general liability coverage
    • Must name “Reef Environmental Education Foundation” as an additional insured
    • Certificate must be received at least 10 business days before the event

REEF may waive this requirement for government agencies or small private gatherings on a case-by-case basis.

General Rules

  • Food and drinks are allowed in designated areas; water is permitted in all event spaces.
  • Events must not interfere with other activities on the REEF Campus or cause additional costs to REEF.
  • REEF reserves the right to cancel your rental if terms are not followed.

Force Majeure

  • REEF is not liable for cancellations due to weather, natural disasters, or events beyond our control. In these cases, REEF will work with you to reschedule or provide a refund at our discretion.

Questions?

Our team is here to help ensure your event runs smoothly. Please review room-specific information on our facility rental page or contact us at: campus@REEF.org or (305) 852-0030

We look forward to welcoming you to the REEF Campus!