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.