In order to ensure that all events adhere to university policy and procedure, and have the necessary permits, event planners should realize the timeline that the Event Planning Office works within in order to maintain a constant workflow among the multiple partners that Event Planning works with. By working within this timeline, events will run much more smoothly. If you have any questions in regards to the forms outlined below, please contact the Event Planning Office.
45 – 60 days prior to event:
If you are signing any sort of contract (entertainment, vendor, etc.), you must have your space request submitted 60 days prior to the event. Additionally, you must meet with an Event Planning Advisor 45 days prior to the event.
30 days prior to event:
If you will need early or late access to an event venue, you must arrange this request through an Event Planning Advisor to ensure appropriate building staffing. You must have a reservation before this request will be considered.
If you plan to have a tent in a public space that is 900 square feet or larger, you will need to submit a Tent Permit. You must have a reservation before permits will be reviewed.
An Open Burn Permit must be submitted in the case of a campfire request. You must have a reservation before permits will be reviewed.
21 days prior to event:
If you will be having 300 or more attendees, or if your event will be having any activities deemed by the university to need additional security review, you will need to submit a Student Engagement & Campus Life Security Form. You must have a reservation before forms will be reviewed.
14 days prior to event:
If your event will require insurance, a Certificate of Insurance will be required to be turned in to the Event Planning Office.
10 days prior to the event:
An Open Burn Permit must be submitted to the Event Planning Office if an event is requesting to have candles. You must have a reservation for requests to be reviewed.
If an organization is planning to serve food, a Montgomery County Temporary Restaurant Permit must be submitted to the Montgomery County Health Department.
Event Planning (0138)
221 Squires Student Center
290 College Avenue
Blacksburg, VA 24061
For public space forms: firstname.lastname@example.org
Senior Event Planning Advisor
Event Planning Advisor
Event Planning Administrative Associate
Specialization: Career Recruiters