Scheduling, Events and Conferences

Policies

All activities must be registered with the Office of Scheduling, Events and Conferences well in advance. Major activities MUST be registered and approved two weeks in advance. Major events with alcohol require a minimum of 30 days prior registration.

General Rules for Events and Use of University Facilities

  • Users of the facilities must comply with all applicable health and safety regulations.The University and the Commonwealth of Virginia cannot assume liability for possible injury to persons or property resulting from use of a facility or an event.
  • Non-university organizations or individuals must comply with the university’s requirements for insurance coverage as included in the Facility Use Agreement.
  • The University’s Alcohol Policy regulates the possession and use of alcoholic beverages.
  • The University’s Catering Policy regulates the possession and use of food and beverages.
  • All trash and equipment utilized during the activity must be removed. Sponsoring organizations will be charged actual costs of repair and restoration caused by events or activities.
  • Activities must be situated such as to not impede or block the normal flow of traffic.
  • Vehicles must remain on roadways and park only where legally permitted.
  • Events planned between 8 a.m. and 10 p.m. Monday through Thursday and 6 p.m. on Friday in and around academic buildings will not be approved for amplified sound.
  • Except for first priority activities, no individual or organization should schedule events exceeding a total of ten hours per week or schedule more than three events per week. Requests for exceptions to this requirement must be submitted through the Office of Scheduling, Events and Conferences at least 30 days in advance of the time period for which the exception is requested.
  • Events involving the use of special equipment or requiring construction such as tents, bonfires, pyrotechnical devices or other devices that may pose a danger to life, limb or property may require permits from local or state officials. All such proposed activities or uses must be made known at the time of application to the Office of Scheduling, Events and Conferences. The Office of Scheduling, Events and Conferences will provide guidance on obtaining the appropriate permits. The permits must be obtained prior to the scheduling of the event.
  • Events for non-university organizations or groups must be attended for the duration of the event by a designated representative from both the on-campus sponsor and the external group(s).
  • All student organizations are only allowed to reserve space when classes are in session. o student events will be approved prior to the first day of classes, during university breaks such as Fall Break, Thanksgiving Break, Winter Break and Spring Break, or after the last day of classes.

Cancellation of Events

Students, faculty, staff and university-affiliated organizations that cancel more than four (4) events during an academic term will lose the right to reserve space for the remainder of that term.

quick edit report a problem