Interested in reserving a space to hold a meeting, advertise your next event, or host the creative event you’ve been planning? You’ve come to the right place! Before getting started, please be aware of the following general Event Planning Guidelines:

  • Events may begin no earlier than 30 minutes after the building opens and must end 30 minutes before the building is officially scheduled to close. Client access to venues must end a minimum of 15 minutes prior to building close unless otherwise arranged through the Event Planning Office. Costs will be associated with early venue opens and late venue closes.
  • No reservations for student extracurricular events may be scheduled 48 hours prior to or during exams.
  • Clients must check in at the Squires Information Desk to receive the room key and/or gain venue access prior to each scheduled event. For reservations that have not checked in within 30 minutes of the event start time, the venue may be given to another patron.
  • Accounts with past due charges will be placed on account suspension (“hold”) and will be unable to make new reservations, change current reservations, or make cancellations until the balance is paid in full.

Our reservation processes differ for student organizations, university departments, and non-university clients, so please see below to determine your process.

  1. Be a registered organization through Gobbler Connect
  2. Ensure your name is on your organization’s Business Profile. This makes you an authorized contact, and allows you to do business with the Event Planning Office.
  3. Determine what type of event you are having.
  4. Decide what spaces, dates, and times you are interested in.
  5. Make sure you are reserving your space far enough in advance:
    • Major Venue Space: Must be reserved 21 business days in advance
    • Public Space: Must be reserved 10 business days in advance
    • Advertising: May be made on same day – contingent on availability
    • Meeting Rooms: May be made on same day – contingent on availability
    • Also review our Event Planning Timeline to ensure that your event date will fall within the timeline for various forms that may be required.
  6. Make a reservation in one of the following ways:
    • Submit an Event Planning Request Form via GobblerConnect. You will receive an email once your event is accepted, or you will be contacted with further questions. Please note that while the Event Planning Office staff work to process GobblerConnect event requests as soon as they are received, if you need a space immediately, the best course of action is to visit the office.
    • Stop by 221 Squires between 8am-5pm, Monday-Friday and speak with a Reservation Specialist.
    • Public Space Events Only: email the completed and signed form topublicspace@vt.edu.
  • Be a current faculty or staff member within the department you are making a reservation on behalf of.
  • Determine what type of event you are having.
  • Decide what spaces, dates, and times you are interested in.
  • Make sure you are reserving your space far enough in advance:
    • Major Venue Space: Must be reserved 21 business days in advance
    • Public Space: Must be reserved 10 business days in advance
    • Advertising: May be made on same day – contingent on availability
    • Meeting Rooms: May be made on same day – contingent on availability
    • Also review our Event Planning Timeline to ensure that your event date will fall within the timeline for various forms that may be required.
  • Make a reservation in one of the following ways:
    • Stop by 221 Squires between 8am-5pm, Monday-Friday and speak with a Reservation Specialist.
    • Call 540.231.5005 during office hours and speak with a Reservation Specialist.
    • Email eventplanning@vt.edu with the following information:
      • Date of Event
      • Time of Event
      • Space interested in reserving
      • Name of Event
      • 2nd and 3rd choices of dates, times, and spaces.
    • Public Space Events Only: email the completed and signed form topublicspace@vt.edu
  • Individuals cannot reserve space through Event Planning, with the exception of weddings in designated locations
  • If you are interested in planning a wedding on campus, please contact the War Memorial Chapel and Special Events Office at 540.231.6240 or via email chapel@vt.edu.
  • Non-affiliated clients must be co-sponsored by a registered student organization or a university department to host an event on campus. A Sponsorship Approval Request for Non-University Groups  form must be completed by both parties, a liaison must be on site for the duration of the event, and the co-sponsoring entity must receive some benefit for serving as co-sponsor.
  • Sponsoring organizations/departments are financially responsible for the costs incurred with hosting an event, as well as any damages to property. Sponsors will be responsible for cost reimbursement of any repairs and/or replacement of properties, including equipment, as a result of the sponsored event.
  • Sponsors of events on campus must be either an officially registered student organization, a university department, or co-sponsored by one of these two entities, with the exception of weddings in designated locations.

Please call the Event Planning Office at 540.231.5005 so that one of our Reservation Specialists may assist you with making a reservation.

Event Planning typically reserves either Information Booth B or public space for bake sales.

  • Bake sales are permissible fundraising activities on campus provided all products are prepared by organization members or purchased from a commercial entity for resale. Advertising for the commercial producer is prohibited. For more information, please see the Sales and Solicitation Guidelines available online or in the Event Planning Office.
  • Bake sale items should be individually pre-packaged.
  • Egg-based, cream-filled, and/or moisture-rich items should be avoided to prevent food borne illnesses.
  • Beverages are prohibited in connection with bake sales.

A lot goes into making events work on campus. When planning an event, make sure you are aware of the following information:

  • Student organizations must register annually with the Student Activities Office, inGobblerConnect, to be eligible to make reservation requests in the Event Planning Office.
  • It is the responsibility of the sponsor to contact the Event Planning Office a minimum of 30 days prior to a major venue event with the intent to finalize all event details.
  • Events may begin no earlier than 30 minutes after the building opens and must end 30 minutes before the building is officially scheduled to close. Sponsor access to venues must end a minimum of 15 minutes prior to building close.
  • No reservations for student extracurricular events may be scheduled 48 hours prior to or during exams.
  • Sponsors must check in at the Squires Information Desk to receive the room key and/or gain venue access prior to each scheduled event. For reservations whose sponsors have not checked in within 30 minutes of the event start time, the venue may be given to another patron.
  • Student organizations and university departments may request annual or large, university-wide events and/or reservations in major venues (Burruss Auditorium, Commonwealth Ballroom, Old Dominion Ballroom, Colonial Hall, Haymarket Theatre, the Graduate Life Center Auditorium, and the Graduate Life Center Multipurpose Room) for the upcoming scholastic year through the annual advance reservation process.
  • Standard venue space (meeting rooms, dividable spaces, and reception rooms) for the upcoming scholastic year through the annual year may be reserved during the meeting room reservation process.
  • Accounts with past due charges will be placed on account suspension (“hold”) and will be unable to make new reservations, change current reservations, or make cancellations until the balance is paid in full. During the advance reservation process, organizations with a “hold” status will be permitted to make requests; however, the account must be paid in full prior to July 1 or the reservation will be cancelled without prior notification.

There are two indoor information booths in Squires Student Center. Both are located on the first floor on either side of the Squires Information Desk. Information booth info:

  • There are electrical outlets and a TV/VCR mounted inside each information booth that are free to use for those with Information Booth reservations. (Please see information on copyright).
  • Bake sales in Squires Student Center are not permitted in Information Booth A. (Please see information on bake sales).
  • Verbal solicitation is not permitted.
  • Information booth activities must be confined to the booth and may not extend into the common areas.
  • Reservations for information booths are accepted in the Event Planning Office as a normal reservation request. Please check in at the Squires Information Desk before using the information booth.

Annually, during the spring semester after completion of the advance reservation Process, the Event Planning Office accepts meeting room requests for the upcoming academic year (August 1-July 31).

Reservations are for meeting rooms, dividable spaces, and receptions rooms in Squires Student Center and Johnston Student Center.

Want to show a movie at your event? Make sure you meet the criteria listed below:

  • All officially registered student organizations and university departments shall have the opportunity to present films of any nature at Virginia Tech. This policy is subject to applicable federal and state laws (e.g., federal copyright laws and state obscenity laws). Please see Copyright Information (PDF | 271KB) 
  • Sponsors wishing to show films for public viewing (free or with admission) will be required to show a Public Performance Video Tape License, a packing slip from a pre-approved rental house (i.e.- Swank), or proof of permission from the copyright owner.
  • Rented or purchased movies do not grant the owner the right to a public performance of the material. Permission must be obtained– and usually a royalty fee paid– to the holder of the copyright.
  • Advertising and promotion for the film must clearly indicate the sponsoring organization and the rating of the film.
  • All advertising, sales, and solicitation policies apply.
  • The sponsor is responsible for verifying age identification (as required); the prevention of food, alcohol, and controlled substances from being permitted into the facility; and to ensure a properly behaved audience.
  • For more information, please review the Movie and Film Event Guidelines (PDF | 397KB)

Sales activities that are occasional, non-continuous, and specific in purpose may be approved for designated areas. Recurring activities are prohibited. To be approved for sale activities, follow these guidelines:
 

  • Sales must be conducted by registered student organizations for the benefit of that organization or for a charitable group associated with the organization (such as philanthropy). Sales for personal gain or commercial purposes are not permitted.
  • Merchandise for sale with the Virginia Tech name or logo must be pre-approved by the Virginia Tech Licensing Office.
  • Sales will be subject to such limitations as the approving office prescribes.
  • Bake sales are permissible providing all products are baked by organization members or are purchased from a commercial entity for resale. Advertising for the commercial producer is prohibited. Beverages are prohibited in connection with bake sales. Bakes Sales in Squires Student Center are not permitted in Information Booth A.
  • Commercial activities without university affiliation are prohibited.
  • Informational activities by groups without a university affiliation are prohibited in public areas.
  • For more information, please see the Sales and Solicitation Guidelines (PDF | 154KB) 
  • For more information, please see University Policy 5205.
  • All advertising, sales, and solicitation policies apply. For more information, consult the Event Planning Office or the Hokie Handbook.

Annually, during the spring semester, the Event Planning Office accepts Advance Reservation requests for the upcoming academic year.

Advance Reservation requests are only accepted for major venues (Burruss Auditorium, Commonwealth Ballroom, Haymarket Theatre, Old Dominion Ballroom, Colonial Hall, the GLC Auditorium and the GLC Multipurpose Room).

A-frames can only be placed in these designated locations:

  • D2
  • Newman Library
  • McBryde Hall
  • Owens Food Court
  • Pamplin Hall
  • Squires Student Center
  • War Memorial Gym
  • West End Market

Event Planning (0138)
221 Squires Student Center
290 College Avenue
Blacksburg, VA 24061
Phone: 540-231-5005
Fax: 540-231-6910
Email: eventplanning@vt.edu

For public space forms: publicspace@vt.edu

Isaac Barber
Assistant Director
Phone: 540-231-5005
Email: ibarber@vt.edu

Emily Mawyer
Senior Event Planning Advisor
Phone: 540-231-4170
Email: emawyer@vt.edu

Taylor King
Event Planning Advisor
Phone: 540-231-8829
Email: tking90@vt.edu

Sarah Proffitt
Event Planning Administrative Associate
Specialization: Career Recruiters
Phone: 540-231-5005
Email: psarah@vt.edu