Information and Policies
Event Services COVID-19 Guidance and Resources
Update November 13, 2020
Due to the worsening spread of COVID-19 in the United States, Governor Northam announced new statewide measures to contain the virus. Effective Sunday, November 16th, 2020 – all public and private in-person gatherings must be limited to 25 individuals (attendees, volunteers, staff/faculty, participants, etc.). This includes meetings, practices, socials, events, gatherings, etc. in indoor and outdoor settings within Student Engagement and Campus Life managed spaces.
If your event is currently anticipated to have over 25 individuals attending in-person you must reduce the capacity to be under the limit or move the event entirely to a virtual format. Please reply to this email to confirm if you will reduce or cancel your in-person reservation.
We do not currently know how the gathering limitations will affect Spring 2021 events and will reach out at a later date with Spring Semester guidance.
There will be no penalty or fees if you choose to cancel your reservation. Should you cancel a reservation be part of a series, only dates that have already occurred will be invoiced. Please contact Event Services at 540-231-5005 or firstname.lastname@example.org with any questions or concerns related to the new statewide mandate.
During Fall Semester, events at Virginia Tech may be held in-person provided they comply with facility reopening requirements and all guidance outlined by the university, and state and federal governments.
Event Services will begin accepting reservation requests for Student Engagement and Campus Life venues occurring during Fall Semester 2020 on August 17th, 2020. Reservation requests can be for events occurring between August 24, 2020, through November 19, 2020. Requests for Spring 2021, are not being taken at this time.
Please review the COVID-19 Event Guidelines or additional information on event requirements. All events must adhere to these requirements in order to occur.
Additionally, while Virginia currently has a 25-person maximum limit on events and gatherings (per Governor Northam’s Phase III guidance), occupancy limits in SECL venues are based on ensuring that six (6) feet of physical distance can be maintained by all event sponsors/hosts, staff/volunteers and attendees. SECL Venue Information-Fall 2020 document for additional information on capacities and event setups.
Any reservation that cannot abide by the COVID-19 Event Guidelines and the maximum capacity set for the event venue will need to occur in a virtual format.
Please note: due to the fluid nature of the COVID-19 pandemic, changes to event guidance may be necessary. We will reach out to all Authorized Contacts if guidance is adjusted.
Requests by student organizations for academic classroom space will be taken by Event Services this year (previously reserved through HokieSPA). We will begin accepting classroom reservations for Fall Semester on September 7, 2020. Additional information regarding this process will be posted on our website in the coming weeks.
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.
Authorized Contacts are designees of a University Department who are eligible to make reservations with Event Services and sign contracts on the behalf of your department. Each department can have up to 10 authorized contacts. Authorized Contacts for can be updated by the department head or the designated Primary Contact with Event Services. To update, have either the department head or the Primary Contact for your department fill out this form. If you do not know who your primary contact is, please reach out to us. University Departments will be contacted each summer to get an updated authorized contact list. Please note that Event Services will not work with individuals who are not listed as Authorized Contacts. They will be directed to their department head or Primary Contact to make the reservation and/or get added to the Authorized Contact list.
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.).
NEW FOR FALL 2020! General Assignment Classrooms for Student Organization use will be reserved through Event Services (formally HokieSPA) during Fall 2020! Classroom spaces can be reserved by Student Organization Authorized Contacts using the EMS Web App. Email and phone requests will not be accepted.
During Fall Semester, the following classroom buildings are available for Student Organization use:
New Classroom Building* and McBryde Hall
- Monday – Friday: 5:15pm - 10:00pm
- Saturday - Sunday: 9:15am - 10:00pm
- *Please note: New Classroom Building is closed on home football game days.
- Monday – Friday: 5:15pm – 10:00pm
- Saturday – Sunday: CLOSED
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.