Information & Deadlines

• Reservations for Production Services support begin by filling out a Production Services Request Form. Various deadlines exist for each service offering. See our different service offering breakdown for more information.
• Full-Service request must be submitted no less than 15 business days prior to the first reservation date. Requests can be submitted as far out as 6 months.
• Equipment rental requests must be submitted no less than 10 business days in advance. Requests can be submitted as far out as 3 months.
• External vendor requests must be received no less than 7 business days in advance. Production Services has first right of refusal for all AV services in SECL Reservable Space. All requests for external AV company use must be approved by Production Services.

• Cancellations must be received in writing to production@vt.edu no less than 72 hours out from the event start time. Groups who cancel reservation(s) more than 72 hours prior to the event start time will not be charged the contracted price.
• Cancellations received between 72 and 48 hours out from the event start time will be charged 50% of the contracted price.
• Cancellations received under 48 business hours will be charged 100% of the contracted price.

Note: Sub-rented items such as stages, labor, generators, or other items may follow a different cancellation policy than Production Services. Any items on an organization's Service Agreement will be charged in accordance with contracted companies cancellation policy.

• Special Effects (SFX) refers to any effect that is flame or heat based and produces either a flame, spark, explosion, or smoke. Organization's can learn more about requesting Special Effect's through Production Services Guidelines.
• Requests must be received no less than 23 business days in advance of the first reservation date.

• Production Services considers a contracted artist any speaker, demonstrator, performer, group, musical act, actor, or similar party that enters into a contractual obligation with the sponsoring organization. Production Services requires an organization to submit a request form and send specific documentation no less than 60 business days prior to the event start date.
• Organizations can get more information in Production Services' Contracted Artist Guidelines document.
• Please review VT policy 5000 and 8215 to ensure your event meets all University expectations.

• Organizations needing to make rain calls should contact Production Services no less than 48 hours prior to an event start time. Production Services will work with the organization to best determine alternate plans and rain location accommodations.
• Events cancelled under 48 hours may be charged up to the full contracted price.
• Rain calls and location changes must be communicated in writing to production@vt.edu.