Information and Policies
During the spring semester, the university community is able to request space for the upcoming academic year via the Advance Reservation Process. The requesting process will be open for one week with the dates being determined by Event Services. Once the dates have been determined, an email will be sent to university departments and authorized contacts of student organizations with detailed instructions.
The spaces that are eligible to be requested are as follows:
- Squires Student Center Major Venues
- Burruss Hall Auditorium
- Graduate Life Center Major Venues
- Larger Campus Common Space events
Please Note: If you are a member of a student organization and will be graduating during the spring, please ensure that all Advance Reservation Requests are discussed with the next academic year’s board.
Authorized Contacts are members of a student organization who are eligible to make reservations with Event Services, the EMS Web App, and HokieSPA on behalf of their organization. Student organizations are able to have up to five authorized contacts listed on their student organization roster in GobblerConnect. In order to be listed as an Authorized Contact for a student organization, you must have a valid VT email address. Advisors/individuals not associated with Virginia Tech cannot serve as Authorized Contacts. See the linked resource below for additional information.
University Department Authorized Contacts are designees of a University Department who are eligible to make reservations with Event Services and sign contracts on the behalf of their department. Each department can have up to 10 authorized contacts, not including their Primary Contact (the Department Head or Business Manager). Event Services asks that Departments identify either their Department Head or Business Manager to serve as their “Primary Contact”. This individual can:
- Update multiple Authorized Contacts for their University Department at once
- Remove someone as an Authorized Contact for their University Department
- Register a new Authorized Contact for their University Department
Individuals may register themselves as Authorized Contacts for their University Department. Please note that by registering yourself as an Authorized Contact you are confirming that you a) received permission from the Primary Contact to be added and b) are allowed to sign contractual agreements on the behalf of your department. Event Services will notify the department Primary Contact of any changes made to their Department’s Authorized Contact list. The Primary Contact can reject any unapproved Authorized Contact changes upon notification.
Please note: Event Services will not release any information about a particular event to anyone other than Authorized Contacts for the sponsoring University Department.
Event Services is a centralized processing point for campus common space events. Campus Common Space reserved by Event Services range from outdoor spaces on campus, atriums and lobbies in academic facilities, parking lots, and residential quads and lawns.
If it is necessary for a group or organization to cancel a reservation, this policy serves to create a structure around events and reservations within the purview of Student Engagement and Campus Life (SECL). Student organizations, University departments, and external/non-University groups will be held responsible for all charges incurred as a result of any commitments made to facilitate an event where the group has not successfully cancelled the event/reservation within the guidelines of this document.
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.
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: registrar.vt.edu/faculty-staff/Room-Reservations.html
Please see the below guidelines for more information on capacity and acceptable use of the classroom spaces.
Student Organizations: Student Organization are not able to make reservations in any SECL managed/reserved spaces* the day before Reading Day and throughout Finals/Commencement. It is our practice to not host events that require equipment and production services assistance over Thanksgiving Break in November, Winter Break in December, and over Spring Break.
*Squires Student Center, Johnston Student Center, Graduate Life Center, Burruss Hall Auditorium, War Memorial Chapel and Campus Common Spaces
University Departments: It is our practice to not allow any events to occur in major venues that would require equipment and production services assistance the day before Reading Day and throughout Finals/Commencement (aside from official Commencements related events),Thanksgiving Break in November, Winter Break in December, and over Spring Break.
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.
If a group or organization reserves a venue within a Student Engagement and Campus Life facility as a rain/weather location, this policy serves to create a structure around making weather calls. Student organizations, University Departments, and external/non-university groups are held responsible to the guidelines set forth in this policy.