Other Event Services
Equipment Rental
- Availability and rental fees for such equipment vary. Requests should be submitted a minimum of 30 days prior to the event.
- Program Support (tables, chairs, coat racks, etc.), Audio-Visual (PA systems, TV/VCR/DVD combos, overhead projectors, screens, etc.) and Outdoor Equipment can be reserved through the Event Planning Office. All equipment (except Outdoor Equipment) must be transported, setup and removed by UUSA staff only.
- Rental of equipment permitted for use outside of Squires Student Center includes a limited number of 8ft. tables and 300+ multicolored chairs. Reservations for outdoor equipment are first-come, first-served on an as-available basis.
- For outdoor equipment rentals, the requestor is responsible for checking in at the Squires Information Services desk and presenting a picture ID. The ID will be retained while equipment is out of the building. The requestor is responsible for loading, unloading and transporting all outdoor equipment.
- Outdoor equipment can be picked up at Squires Loading Dock B. A loading dock pass from 225 Squires is required for all vehicles.
- The sponsor is responsible for any damage to or loss of property.
- Production Services Equipment (microphones, sound systems, lights, etc.) can be reserved through the Production Office. Please see Production Services.
- For more information, please see Program Support, Audio-Visual and Outdoor Equipment.
Production Services
- All requests for Production Services Equipment require a consultation with the appropriate Production Services staff. Event sponsors will be referred to Production Services after consultation with the appropriate Event Planner in Event Planning.
- All equipment and labor requests must be received by the Production Services Office a minimum of 14 days prior to the event.
- If a sponsor needs a service not normally supplied by Production Services (example– special effects, generators, etc.), the request must be discussed a minimum of 25 days prior to the event.
- Minimum staff requirements exist for various venues. Technician labor is billed per hour (rate based on sponsorship classification) and call time. The call time is, at minimum, 1.5 hours prior to the sponsor’s contracted venue access time.
- Production Services will be responsible to ensure any equipment under its authority or care is installed in the safest possible manner. Some installation limitations might occur in order to remain code compliant. The sponsor may be required to pay additional fees for materials required for safe installation.
- Environmental Health and Safety Services reserves the right to inspect any venue or setup at any time.
- Any event that cancels less than 48 hours prior to the scheduled time will be billed two hours per technician scheduled to the call. Equipment cancellations made the day of an event will incur full charges. No-Shows or non-cancellation of the event will be billed two hours per scheduled technician, 100% of contracted UUSA/Production Services equipment rental, and 100% of any rented equipment costs plus a 2% service fee for the rental.
- Please review the UUSA Production Services Guidelines and Information for more information.
- For more information, please contact the UUSA Production Services Office.
Ticket Office
- The UUSA Ticket Office is here to provide efficient and convenient methods of distributing tickets and event information for social, cultural and educational programs at Virginia Tech.
- Tickets for events (including concerts, movies, musical performances, VTU Lively Arts shows, The New River Valley Symphony Orchestra concerts, University Chamber Music concerts and Theatre Arts sampler subscriptions) may be purchased over the counter, by telephone, by mail order and online (www.tickets.com).
- Only cash, personal check, traveler’s check, money order, Ticket Office Gift Certificate, MasterCard, VISA, and Hokie Passport will be accepted for payment of tickets. However, American Express and Discover can be accepted for online ticket orders.
- For more information about how the Ticket Office can assist you with your next event, call 540.231.5615 or visit them on the first floor of Squires Student Center, Monday through Friday, 10:00 a.m. - 6 :00 p.m. You can also email them at articket@vt.edu or visit them online at www.tickets.vt.edu.
- You may also refer to the Ticket Services Guidelines and Information for additional information.
Ethernet Service
- Please see Telephone & Ethernet Usage.
- UUSA requires that all event-related CNS (Computer Network Services) requests for Ethernet connections be made through the Event Planning Office, rather than directly to CNS. This is done to ensure UUSA knowledge of what ports are activated and deactivated at any given time. There is no surcharge for Event Planning to provide this service.
- While most venues under the reservation jurisdiction of the Event Planning Office have Ethernet capabilities, only select venues maintain active ports.
- Requests for non-active lines require approximately 3 weeks to process. A request submitted less than 3 weeks in advance will incur a CNS-imposed expediting fee.
- Wireless access is available in certain venues and locations on the Virginia Tech campus under the scheduling jurisdiction of the Event Planning Office.
- A wireless card must be registered with Virginia Tech for access. A customer account number and valid VT PID is required to complete the registration.
- The customer assigned to each account number is held accountable for the registration (connect and disconnect) and must adhere to the acceptable use guidelines established by Virginia Tech.
- More information is available online at www.cns.vt.edu/html/wireless/wlan/
Eletrical Installations
- Please see Temporary Electrical Installations and the Special Effects Guidelines & Information.
- For more information, please contact the Production Services Office.
Telephone Service
- UUSA and Event Planning require that all event-related CNS (Computer Network Services) requests for phone connections be made through the Event Planning Office, rather than directly to CNS. This is done to ensure UUSA knowledge of what ports are activated and deactivated at any given time. There is no surcharge for Event Planning to provide this service.
- While most venues under the reservation jurisdiction of the Event Planning Office have phone capabilities, only select venues maintain active ports.
- Requests for non-active lines require approximately 3 weeks to process in order to avoid expediting fees.
- Phone line usage will only permit campus and local dialing. Long distance service will not be provided. Users should use campus, local, and toll-free numbers or use a personal/business calling card.
- Please see Telephone and Ethernet Usage or contact the Event Planning Office.
Loading Dock Passes
- Squires Loading Dock Passes are available in the Squires 225 Administrative Office. Please contact the Assistant Director for Facilities, at 540.231.5431.
- There are two Squires Loading Docks. Loading Dock A is on the west side of the building near Haymarket Theatre. Loading Dock B is on the east side of the building near the Old Dominion Ballroom.
- Please indicate the number of passes needed, what event function the dock passes are for (catering, etc.), the name of the responsible party and contact phone number, reason for the passes, effective date, expiration date and approximate times at the loading dock.
- The Loading Dock is for loading and unloading only. Vehicles must be moved after loading/unloading.
- All vehicles must have a university-recognized pass (i.e.- Faculty/Staff, Visitor, etc.) in addition to the loading dock pass.
Parking Permits
- Visitor Passes,Turf Permits, and Temporary Parking Information, including request forms, are available for your convenience online at www.parking.vt.edu. Forms should be completed and submitted directly to Parking Services for approval.
- Not following required procedures for parking on campus might result in parking tickets or towing of your vehicle.
- Event Planning will attempt to notify event sponsors when appropriate permits are required; however, the sponsor is responsible for securing all necessary permits as required, whether notified by Event Planning in advance or not.
- For more information, visit Parking Services online at www.parking.vt.edu.
House Management
- Public Assembly events involve various risk factors associated with having large numbers of people in one location. The primary risk factors are high occupant density, occupants that are not familiar with the building, occupants who may be impaired for a variety of reasons, and events held where there is limited lighting.
- Virginia State Fire Prevention Code requires a minimum of one trained House Staff employee per every 250 occupants in a public assembly.
- House Management staff is trained in Emergency Evacuation procedures. In the event of an emergency, the House Staff are there to help you and your audience.
- The House Management program has been implemented and is a required service for events scheduled in Burruss Auditorium. House Management may be applied to other venues as staffing is available and necessity warrants.