Public Spaces reserved by the Event Planning Office range from outdoor spaces on campus, atriums and lobbies in academic facilities, parking lots, and residential quads and lawns.

Public Space Map (pdf)

Public Space Requests must have a completed Public Space Request Form submitted to the Event Planning Office a minimum of 10 days prior to the date requested, unless other deadlines apply as outlined below. You may submit your request via email to publicspace@vt.edu, or to the Event Planning Office in person. 

The Event Planning Office is a centralized processing point for public space events. Due to a necessary authorization process, public space requests submitted less than 10 days in advance may not be processed.

General Public Space Guidelines:

  • Events involving open flames, food, tents, and/or gatherings of 300+ attendees will require additional approval time. Please keep this in mind as you formulate your event.
  • Public space reservations may not exceed three days in one week (consecutive or otherwise) without special permission from the Event Planning office.
  • Public space reservations may not exceed five locations in one day.
  • All event sponsors will obtain a copy of the confirmation statement prior to their event. The event sponsor should have the copy of their approval form on site at their event. Any event that occurs without approval may be disbanded by University personnel with or without notification. Failure to maintain the event within the time and location assigned may result in the approval being revoked.
  • Public space approvals are as requested, unless otherwise noted, and are held "rain or shine." Inclement weather does not cancel or postpone your event approval. In some cases, however, severe weather may prevent use of rented equipment.
  • Public space events are not permitted on pedestrian walkways or pathways. All handicapped and non-handicapped accesses, ramps, and railings to buildings must remain unobstructed at all times.
  • All extra-curricular activities are prohibited beginning 48 hours prior to the onset of final exams.
  • Athletic/recreational activities are not permitted on the Drillfield.
  • Animals are not permitted on the Drillfield.
  • Public space approvals are subject to any applicable local, state, or national laws, and university policies. The regulations set forth in this document are to be supplemented by all applicable University regulations including those contained in the Hokie Handbook.

Below are some additional policies to be followed and common forms required for Public Space events. Please also review the Event Planning Timeline to ensure your reservation will be able to meet the various deadlines for forms that may be required.

Alcoholic beverages for public space events may be allowed under special circumstances (such as weddings or closed department functions). In order to be considered, the location requested must be a self-contained area not open to the public and without public access. If applying to serve alcohol, the following three items must be submitted together 30 days prior to the event: a Virginia Tech Alcohol Beverage Request Form, proof of Virginia ABC State Licensure (apply online to the state of Virginia 60 days prior to the event), and University Security Form.

Amplification in or around academic buildings is permitted during the following hours:

  • Monday through Friday amplification is allowed between the hours of 5-9:30 p.m.
  • Saturday amplification is allowed between the hours of 10 a.m. and 10 p.m.
  • Sunday amplification is allowed between the hours of noon and 9:30 p.m.

Amplification in or around residence halls is permitted during the following hours:

  • Amplification is not allowed Sunday through Thursday
  • Friday amplification is allowed between the hours of 5-10 p.m.
  • Saturday amplification is allowed between the hours of 11 a.m. and 10 p.m.

See Policy 5000 for more information. Please see Production Services if you would like to request production for your event.

A Certificate of Insurance (see guidelines in the form below for an example) will be required for all high-risk activities 14 days prior to event.

Risk Management & Certificates of Insurance

Open burning is defined as any open/exposed flame that could cause a fire. Examples of open burning are: candles, bonfires, artwork involving flames, and pyrotechnics of any kind. An Open Burn Request Form must be filled out 10 days prior to the event for approval. A Virginia Tech Security Form will be required in addition to the open burn permit for major burning (30 days prior to event).

  • Outdoor equipment may be requested for all Public Space events. There is a rental fee for all equipment, and charges will be billed to the sponsoring department/organization. Equipment available for use in public space areas is limited to white plastic chairs, 6-foot tables, and black chairs.
  • The student organization/department is responsible for the transport, set-up, and return of all rented equipment. Equipment not returned on the day of the event will incur an additional fee, and may result in the denial of future reservations and/or further sanctioning.
  • Equipment must be reserved prior to event date with the Event Planning Office.
  • On the day of the event, equipment may be checked out at the Squires Welcome Desk by the requestor, and then picked up at Squires Loading Dock B. All equipment must be returned to Loading Dock B and client must call the Squires Welcome Desk upon return.
  • Outdoor equipment may be requested for all Public Space events. There is a rental fee for all equipment, and charges will be billed to the sponsoring department/organization. Equipment available for use in public space areas is limited to white plastic chairs, 6-foot tables, and black chairs.
  • The student organization/department is responsible for the transport, set-up, and return of all rented equipment. Equipment not returned on the day of the event will incur an additional fee, and may result in the denial of future reservations and/or further sanctioning.
  • Equipment must be reserved prior to event date with the Event Planning Office.
  • On the day of the event, equipment may be checked out at the Squires Welcome Desk by the requestor, and then picked up at Squires Loading Dock B. All equipment must be returned to Loading Dock B and client must call the Squires Welcome Desk upon return.

A temporary restaurant permit is required when an event is serving food and is open to the general public (unrestricted attendance). Temporary restaurant permits require 10 days to process. Pre-packaged foods (popsicles, chips, candy, etc.) and bake sales are exceptions.

Any questions should be directed to Rebecca Morris at the Montgomery County Environmental Health Department. Please contact Rebecca directly via phone at 540-381-7114 (ext 117) or email rebecca.morris@vdh.virginia.gov. The Temporary Restaurant Permit Application may be printed out and faxed to Rebecca directly at 540-381-7109.

Tents and similar structures present a very high potential for accidents and injuries in the case of fire or collapse. In an effort to assure the safety of occupants a tent permit Request must be turned in for all tents erected on Virginia Tech property that are larger than 900 square feet in area. In addition, Miss Utility must be contacted five days prior to the erection of the tent. This service can be reached by calling 800-552-7001.

Trash receptacles (both regular and recycling bins) may be requested for events at no additional cost to client.

Turf permits are required for the display of vehicles and/or large items on grass or plazas. A charge of $50 per permit will be charged in advance of the event (paid directly to Parking Services). Parking Services may be contacted via phone at 540-231-3200 or email parking@vt.edu

PLEASE NOTE: Failure to follow any of the above procedure may result in tickets, fines, towing, and/or future event denial.

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