University Unions & Student Activities

Public Space

Public space request forms must be completed and submitted a minimum of ten days prior to the date of the event.  Events involving Open Flames, Food, Tents, and/or Larger Gatherings will require additional approval time.  The Event Planning Office is a centralized processing point for public space events.  Due to a necessary authorization process, public space requests submitted less than ten days in advance may not be processed.   In addition, forms filled out improperly or incompletely will not be processed.

To request Public Space, please fill out the Public Space Request Form (pdf).

General Public Space Information

Alcohol Request Form

Alcoholic beverages for Public Space events may be allowed under special circumstances (such as weddings or closed Department functions).  In order to be considered, the location requested must be a self-contained area not open to the public and without public access.  If applying to serve alcohol, the following three items must be submitted together 30 days prior to the event: a Virginia Tech Alcohol Beverage Request Form, proof of Virginia ABC State Licensure (apply online to the state of Virginia 60 days prior to the event), and University Security Form.  

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Amplification

Amplification in or around academic buildings is permitted during the following hours:

  • Monday through Friday amplification is allowed between the hours of 5pm and 9:30pm
  • Saturday amplification is allowed between the hours of 10am and 10pm
  • Sunday amplification is allowed between the hours of noon and 9:30pm

Amplification in or around residence halls is permitted during the following hours:

  • Sunday through Thursday amplification is not allowed
  • Friday amplification is allowed between the hours of 5pm and 10pm
  • Saturday amplification is allowed between the hours of 11am and 10pm

Please see Policy 5000 for more information.

Please see Production Services if you would like to request production for your event.

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Campus Maps

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General Public Space Guidelines

    • Public space reservations may not exceed three days in one week (consecutive or otherwise) without special permission from the Event Planning Office.
    • Public Space reservations may not exceed five locations in one day.
    • Event sponsors must be either an officially registered student organization or a university department.   Unaffiliated clients must be co-sponsored by a registered student organization or a university department to host an event on campus. Public Space requests for unaffiliated clients must be accompanied by written documentation from an authorized member of the co-sponsoring organization.  In addition, a liaison must be onsite for the duration of the event and the co-sponsoring entity must receive some benefit for serving as co-sponsor.  Weddings are an exception and do not require sponsorship. All unaffiliated entities (including wedding ceremonies) will be assessed a $50 per day per location Public Space processing fee.  Registered student organizations and University departments do not have to pay for of campus public space.
    • All event sponsors will obtain a copy of confirmation prior to their event.  The event sponsor should have the copy of their approval form on-site at their event. Any event that occurs without approval may be disbanded by University personnel with or without notification. Failure to maintain the event within the time and location assigned may result in the approval being revoked.
    • Public Space approvals are as requested, unless otherwise noted, and are held “rain or shine.”  Inclement weather does not cancel or postpone your event approval.  In some cases, however, severe weather may prevent use of rented equipment.
    • Public space events are not permitted on pedestrian walkways or pathways.  All handicapped and non-handicapped accesses, ramps, and railings to buildings must remain unobstructed at all times.
    • All extra-curricular activities are prohibited beginning 48 hours prior to the onset of final exams.
    • Athletic/recreational activities are not permitted on the Drillfield. 
    • Animals are not permitted on the Drillfield. 
    • Public Space approvals are subject to any applicable local, state or national laws and university policies.  The regulations set forth in this document are intended to be supplemented by all applicable University regulations including those contained in the Hokie Handbook.

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High Risk Activities & Event Specific Insurance

Event specific proof of insurance (see guidelines below for an example) will be required for all high risk activities 14 days prior to event.  In addition, we strongly suggest that even for low risk activities a “Release, Waiver, and Indemnification Form” be drawn up by the sponsoring Organization/Department (see a sample below) for their protection.

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Open Burn Permits

Open burning is defined as any open/exposed flame that could cause a fire.  Examples of open burning are: candles, bonfires, artwork involving flames, and pyrotechnics of any kind.  An Open Burn Request Form must be filled out 10 days prior to the event for approval.  A Virginia Tech Security Form will be required in addition to the Open Burn Permit for major burning (30 days prior to event).

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Outdoor Equipment

Outdoor equipment may be requested. There is a rental fee for all equipment. Charges will be billed to the sponsoring department/organization.  Equipment available for use in public space areas is limited to white plastic chairs, 6’ tables, and 3x3’ tables. The Student Organization/Department is responsible for the transport, set-up, and return of all rented equipment.  Equipment not returned on the day of the event will incur an additional fee and may result in the denial of future reservations and/or further sanctioning. A picture ID will be retained (at the Squires Student Center Information Desk) while equipment is out of the building.

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Parking Permits/Passes

Visitor parking permits are available at the Visitor Information Center on Southgate Drive (8:00 a.m. - 5:00 p.m., Monday through Friday) or at the University Police Department in the Maintenance Complex off Southgate Drive all other times. Visitor permits must be signed and dated by an authorized parking services or police official and displayed 7:00 a.m. - 5:00 p.m., Monday through Friday, unless otherwise noted by a sign.

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Production Services

If you would like to request UUSA Production Services (for lighting, sound, or stage requests), an appointment must be scheduled with them 14 days prior to your event.  Any questions should be directed to Production Services at (540) 231-3499 or visit the Production Services website. 

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Public Space Locations

Atriums & Lobbies:

  • Chem/Phys Atrium
  • Derring Lobby
  • Hahn Atrium
  • Hancock Atrium
  • Hancock Lobby
  • Haymarket Lobby
  • Litton-Reaves Lobby
  • Major Williams Atrium
  • Pamplin Atrium
  • Randolph Lobby
  • Shanks Atrium
  • Wallace Atrium

Dining Centers

  • Dietrick Porch
  • Owens
  • West End

Lawns, Quads, & Fields:

  • Ag Quad
  • Career Services Lawn
  • GLC Lawn
  • Dietrick Field
  • Drillfield
  • Duckpond Field (at W. Campus Drive)
  • Eggleston Quad
  • Litton Reaves Lawn
  • New Res Hall Quad
  • Norris Lawn
  • Oak Lane Field
  • Prairie Quad
  • Solitude Field
  • Squires Front Lawn
  • Squires ODB Lawn
  • Upper Quad
  • Vet School Grove

Miscellaneous:

  • Alumni Mall
  • Amphitheater (at Duckpond)
  • Basketball Cts (Prairie Quad)
  • Derring Plaza
  • Gazebo (at Duckpond)
  • Johnston Student Center (GBJ) Porch
  • Library Plaza
  • McBryde Outside
  • Pamplin Outside
  • Parking Lots
  • Squires Fountain
  • Squires Plaza
  • Squires Porch
  • Volleyball Courts

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Public Space Request Forms

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Public Space List of Deadlines

  • All Requests – 10 days minimum (excluding the following)
  • Open Flames – 10 days (unless it’s a bonfire, which requires 30 days)
  • Insurance Paperwork – 14 days
  • Food – 15 days (bake sales and “closed” events are exceptions)
  • Security Forms – 30 days
  • Alcohol – 30 days
  • Tents – 30 days (if tent is 900 sq ft. or larger)
  • High-Risk – 30 days

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Pyrotechnics/Fireworks Permits

Approval for the display of fireworks on Virginia Tech property must be obtained from the State Fire Marshal's Office (SMFO) by obtaining a permit.  It is important to note that the SFMO is not obligated to issue its approval if they do not receive all the necessary information 30 work days prior to the requested display date.  In addition, the SFMO approval may stipulate certain conditions and approval for a specific date and time that is not transferable to any other date, time or activity.

Coordination with EHSS Fire Safety is also required to assure notification of all emergency services agencies.

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Temporary Restaurant Permit

A Temporary Restaurant Permit is required when an event is serving food and is open to the general public (unrestricted attendance).  Temporary Restaurant Permits require 15 days to process.  Pre-packaged foods (popsicles, chips, candy, etc.) and bake sales are exceptions.

Any questions should be directed to Greg Corell at the Montgomery County Environmental Health Department.  Please contact Greg Corell directly via phone (540) 381-7114 (ext 119) or email greg.corell@vdh.virginia.gov.  The Temporary Restaurant Permit Application may be printed out and faxed to Greg directly (540) 381-7109.

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Tent Permits

Tents and similar structures present a very high potential for accidents and injuries in the case of fire or collapse. In an effort to assure the safety of occupants a Tent Permit Request must be turned in for all tents erected on Virginia Tech property that are larger than 900 square feet in area.  In addition, Miss Utility must be contacted 5 days prior to the erection of the tent. This service can be reached by calling (800) 552-7001.

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Trash Receptacles

Trash receptacles (both regular and recycling bins) may be requested for events at no additional cost to client.

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Turf Permits

Turf Permits are required for the display of vehicles and/or large items on grass or plazas.  A charge of $50 per Permit will be charged in advance of the event (paid directly to Parking Services). 
Parking Services may be contacted via phone (540) 231-3200 or email parking@vt.edu

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Unaffiliated Clients Requesting Public Space

  • Sponsors of events on campus must be either an officially registered student organization, a university department, or co-sponsored by one of these two entities with the exception of weddings in designated locations.
  • Non-affiliated clients must be co-sponsored by a registered student organization or a university department to host an event on campus. Written documentation from an authorized member of the co-sponsoring organization must be provided, a liaison must be onsite for the duration of the event, and the co-sponsoring entity must receive some benefit for serving as co-sponsor.
  • Individuals cannot reserve space through Event Planning with the exception of weddings in designated locations.
  • Sponsoring organizations/departments are financially responsible for the costs incurred with hosting an event, as well as any damages to property.  Sponsors will be responsible for reimbursement for the cost of any repairs and/or replacement of properties, including equipment, as a result of the sponsored event.  

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Virginia Tech Police Department

University Security may be assigned to your event either by necessity (high risk events) or by client request.  Each officer is $34 per hour with a four-hour minimum. High risk activities (300 or more event attendees, open flames, recreational sports, etc.) must submit a Security Request Form 30 days prior to the event.

The Virginia Tech Police Department may be contacted via phone (540) 231-6411

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Virginia Tech Policies

Policies to note for Public Space Requests:

  • 1010: Policy on Smoking
  • 1015: Alcohol Policy
  • 5000: University Facilities Usage and Event Approval
  • 5010: Summer Conferences
  • 5205: Sales and Solicitation on Campus
  • 5210: Advertising on Campus
  • 8000: Registration of Student Organizations
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Virginia Tech Rescue Squad

The Virginia Tech Rescue Squad may be assigned to your event either by necessity (high risk events) or by client request.  These requests must be made 30 days prior to the event.  Rescue Squad standbys will be subject to a Cost Recovery Fee assessed at a rate of $50.00 per hour.  For both client request and high risk activities (500 or more event attendees, open flames, recreational sports, etc.) the event planner will submit a Rescue Squad Form.

The Virginia Tech Rescue Squad may be contacted via phone (540) 605-6088/ (540) 231-7138 or email vtrs.personnel@vt.edu.

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Weddings

If you would like to plan a wedding or reception on the Virginia Tech Campus, there are several popular venues:

To reserve The Horticulture Gardens, please contact Stephanie Huckestein at (540) 231-5970 or email vtgardens@vt.edu.  

To reserve The War Memorial Chapel, please contact Jaime Williams at (540) 231-6240 or email jaimew@vt.edu. 

To reserve Smithfield Plantation, please contact Robin Jacobs at (540) 230-1259 or email info@smithfieldplantation.org.

For all other requests such as the Old Dominion Ballroom, Commonwealth Ballroom, Duckpond area (to include the Gazebo and Amphitheatre), please contact Sita Williams at (540) 231-8829 or email sita@vt.edu  to set up an appointment.  Please note: Old Dominion Ballroom and Commonwealth Ballroom are only available for weddings and receptions during the summer.

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PLEASE NOTE: Failure to follow any of the above procedure may result in tickets, fines, towing, and/or future event denial.

Contact

Sita Williams,
Event Planner
Specialization: 
Public space
Phone:  (540) 231-8829
E-mail:  sita@vt.edu

Event Planning Links