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Event Services Deadlines

EVENT SERVICES DEADLINES

RESERVATION REQUEST DEADLINES

If you are unsure if what category your event falls into, please check the Reservation Request Deadlines guide. 

Major Entertainment

Any contracted performer, speaker, concert, etc. that occurs in a Major Venue and is valued at or above $5,000 must be requested at least 75 business days prior to the event.

             

Complex Events

Any event that occurs in a Major Venue and has one or more of the following: a contracted performer valued less than $4,999, alcohol, inflatables, or rides/amusement devices must be requested at least 45 business days prior to the event.

 

Intermediate Events

Any event that occurs in a Major Venue and has one of more of the following: Production Services support (for lights, sound, power, video, etc.), over 300 people in attendance, minors as participants, tickets sales, or dance/martial arts must be requested at least 30 business days prior to the event.

 

Standard Events

Any event that does not require additional support or forms and occurs in a Major Venue must be requested at least 10 business days prior to the event.

 

Meeting Room Requests

Meeting Room reservations can be requested up to 1 hour prior to the event!

EVENT DETAIL DEADLINES

Schedule a Meeting with you Reservations Coordinator

All Major Entertainment, Complex and Intermediate Events must meet with a Reservations Coordinator at least 21 business days prior to the event.

 

Security Forms

Any event that has over 300 people, alcohol, a contracted performer, etc. must submit a Security Form to Event Services for review by the Virginia Tech Police Department at least 21 business days prior to the event.

 

Alcohol Requests/ABC Licenses

Any event that wishes to serve catered or self-catered alcohol must submit a request at least 21 business days prior to the event.

 

Open Burn Permits

Any event that has open flames such as candles, etc. must submit an open burn permit application at least 10 business days prior to the event.

Insurance Certificates

Any event that requires insurance, must submit a certi­ficate of insurance for review by Event Services and the Office of Risk Management at least 10 business days prior to the event.

 

Event Permits

Any event that has tents, inflatables, rides, stages, etc. must submit the ­finalized permits least 10 business days prior to the event.

 

Event Details Confirmed

All event details and approvals must be confi­rmed and ­finalized with Event Services at least 5 business days prior to the event.