Information and Policies
Reservable Space refers to all locations on Virginia Tech’s campus that can generally be scheduled for use by University Departments and Student Organizations. There are several different Reservable Space options on Virginia Tech’s campus but not all are reserved by Event Services. Please review the linked resources prior to requesting space to ensure that the space desired is reservable and reserved by Event Services.
Information regarding spaces not reserved by Event Services is accurate to the best of our knowledge. Please contact the appropriate Facility Manager for further information.
Relevant Resources:
Reservations must be cancelled in writing via email sent to eventservices@vt.edu. No cancellations will be accepted over the phone or in-person. Please note the following cancellation deadlines and associated fees:
- Groups may cancel their reservation(s) three (3) or more business days prior to the event date free of charge.
- Groups who cancelled their reservation(s) two (2) or less business days prior to the event date will be charged the full room rental, equipment and staffing fees AND may be assessed an Event Cancellation Fee if the venue was already setup for your event (Major Venue Reservations only).
- Student Organizations: $25
- University Departments: $50
- Non-University Group (regardless of University Sponsor classification): $150
- Event Services reserves the right to cancel any reservation due to lack of client communication, or failure to provide requested details/documentation within ten (10) business days of your event date.
Student Engagement and Campus Life offers numerous spaces on campus and a variety of equipment that is available for rental reservation. The spaces and equipment are available to different groups at different rates depending on the reserving party’s relationship with Virginia Tech.
Relevant Resource(s):
Student Organizations will be charged the “admission” equipment and room rate for all events that have a cost for:
- guests to enter the venue
- for guests participate in the event (including dinners, competitions, etc.)
Student Organizations and University Departments are charged the "Exhibits and Expos" rate for all events where non-university entities/vendors pay to participate in the event (including Career/Internship Fairs, Professional School Fairs, etc.).
General Assignment Classroom Reservations can be made through HokieSpa. The room reservation request period for student organizations begins at 12:01 am on the sixth day of class each semester and can be accessed by logging into your HokieSpa account until 48 hours before the first exam. Be aware that no one can make reservations after the last official day of class each semester.
Please note if you are attempting to log into HokieSpa outside of the date parameter listed above, you will automatically get an error message as the system is not accessible until the sixth day of class. Students cannot reserve classrooms for a future term.
For more information, please visit: Classroom Reservation Q&A
Please see the below guidelines for more information on capacity and acceptable use of the classroom spaces.
Current Reservation Period Opening Days:
Summer 2024:
- Reservation Requests for all SECL facilities will reopen on May 13, 2024, at 8 a.m.
2024-2025 Academic Year:
- Campus Common Spaces and Advertising Requests will open on May 13, 2024, at 8 a.m.
- Major Venues and Squires and Johnston Student Center Meeting Rooms open on June 3, 2024, at 8 a.m.
Current Reservation Period:
Once the Current Reservation Period opens (see above), Event Sponsors can submit request for the below dates only. We are unable to accept any reservation requests beyond our current Reservation Period. No exceptions.2024-2025 Academic Year:
- Summer Break 2024: May 13, 2024 – August 9, 2024
- All SECL Facilities are closed on Memorial Day, Juneteenth, and Independence Day.
- Fall Semester: August 10, 2024 - December 11, 2024
- The last day of reservations for the Fall 2024 semester is December 11, 2024*
- All SECL Facilities are closed for Thanksgiving from 12 p.m. on November 27 through 1 p.m. on December 1, 2024
- Winter Break: January 2, 2025 - January 20, 2025
- All SECL facilities are closed December 21, 2024 - January 1, 2025
- Spring Semester: January 21, 2025 - May 7, 2025
- The last day of reservations for the Spring 2025 semester is May 7, 2025*
- Summer Break 2025: May 15, 2025 - July 31, 2025
- All SECL Facilities are closed on Memorial Day, Juneteenth, and Independence Day.
Future Reservation Periods:
2025-2026 Academic Year:
- The Advance Reservation Request Period for the 2025-2026 Academic Year (August 1, 2025-July 31, 2026) will open for one week during February 2025. Official Dates: TBA in January 2025.
- If you miss the Advance Reservation Request Period in February, requests will open for the year on June 2, 2025.
2026-2027 Academic Year:
- Reservation Request dates for 2026-2027 will be announced sometime in early 2026.
*Reservation Blackout Periods
Event Services holds two reservation blackout periods per year to allow staff time to close out the previous semester’s reservations in a timely manner. During these blackout periods, the following restrictions apply to all current and potential Event Sponsors -
- No events can occur between Reading Day and the end of Commencement each semester, unless the event is being hosted by a University Department and is directly connected to Virginia Tech's commencement activities. Service availability may be limited and cannot be guaranteed.
- No new reservation requests can be made for any SECL facility or managed space between Reading Day and the end of Commencement each semester. This includes but is not limited to; requests for the upcoming break period, requests for the upcoming semester/academic year, etc.
Current Blackout Periods:
- Fall Semester 2024: December 12, 2024 - December 20, 2024
- Spring Semester 2025: May 8, 2025 - May 18, 2025
Major Venue and Meeting Room Information
The Major Venues that Events Services manages are:
- Burruss Hall Auditorium
- GLC Auditorium
- GLC Multipurpose Room
- Commonwealth Ballroom
- Colonial Hall
- Haymarket Theatre and
- Campus Common Spaces
Reservations for meeting rooms may be requested up to 1 hour before the event if space is available. Once your reservation is made, an Authorized Contact from your organization/department will need to check out the key to your room within 15 minutes prior to your reservation time and return the key after your meeting.
All Virginia Tech affiliated organizations partnering with a non-university group for event purposes are in effect sponsoring an external organization to be on university property. All non-university groups must be sponsored by a university-affiliated organization in order to come on campus.
Please note: All non-university related events are subject to a $50 fee per location/day in all outdoor spaces. Fees for all indoor locations vary per location. (Please contact Event Services for more specific information about rates). Reserving equipment in any space will incur additional fees. All charges will be billed directly to the non-university group.
Please note: Solicitation or advertising cannot be the sole purpose of events involving non-university groups. The goal or purpose of all events must be one of the following: fundraising for a student organization, a call of support for a student organization or department’s event/mission, or a performance or exhibition. A representative from the university organization must be onsite throughout the duration of the event.
Due to increased event requests and limited space, Event Service is no longer permitting indoor event venues to be reserved as “Rain Locations”. All reservations that occur in a Campus Common Space must be rain or shine OR cancelled/rescheduled (pending availability) because of inclement weather. Certain major university events are exempt from this policy, please ask your Reservations Coordinator if your event is exempt.
Reservations held under false or intentionally misleading circumstances but are rain locations will be cancelled without further justification.
Rain Locations should not be guaranteed as a part of any contracting stipulations for performances, vendors, etc. and will not be honored by Event Services.
Eligible Event Times:
All events must be contained within the hours of operation for the venue/facility reserved and adhere to the below Event Services mandates related to event start and end times -
- All reservations must begin at least fifteen (15) minutes after the venue/facility opens or previously agreed upon early access.
- This includes but is not limited to doors opening times, caterer/vendor access, decorating time, event start time, etc.
- All events must end at least fifteen (15) minutes prior to the venue/facility closing time or previously agreed upon late access.
- Please coordinate enough time in your event schedule for all guests, vendors and/or performers to fully exit the venue/facility promptly at close. This could mean ending your event earlier than intended, especially if your group or contracted vendor needs to clean up food, decorations, equipment, etc. prior to leaving the facility.
- Failure to leave at closing or unauthorized access before opening in any SECL venue/facility will result in an Unauthorized Access Fee* being assessed to your final invoice.
Early/Late Access Policy and Required Fees:
In general, Early/Late Access to all SECL facilities is prohibited. Early/Late Access may be approved if the following conditions are met:
- The event is determined to be a necessary major university sponsored event OR
- It is determined that the early/late access is critical to the success of the event, AND
- The request for early/late access has been made at least thirty (30) business days in advance
If your event cannot be contained within the reserved venues hours of operation and meet the above conditions for exemption, please let your Reservations Coordinator know that you would like to request an exemption to this policy.
If approved, groups are responsible for an Early/Late Access Fee of $60.00 for every 30 minutes prior/after building opening/closing, regardless of group classification or venue/facility reserved.
*Unauthorized Access Fee:
Event Sponsors and their guests, who are found to have entered the building prior to opening or remained in the building past closure without permission will be assessed an Unauthorized Access Fee of $120.00 for every thirty (30) minutes of unauthorized access, regardless of Event Sponsor classification or venue/facility reserved AND may result in future reservation cancellation and/or denial.
All decorations, props and theatrical sets must be approved, prior to the event, by Event Services. There are restrictions to the use certain materials in reserved spaces, please review the linked resource for more information.
Event Services issues invoices to the Authorized Contact for a particular reservation typically within fourteen (14) business days after the Reservation end date. All invoices are due within thirty (30) days of the invoice issuing date. If the invoice is not paid by the specified due date, the sponsoring group (University Department, Student Organization or Non-University Group), will be placed on a Financial Hold.
- Relevant Resources: