Risk Management
Virginia Tech Rescue Squad
- The Virginia Tech Rescue Squad (VTRS) accepts Standby Requests on a continuing basis. If your organization or department is sponsoring an event and would like to request Emergency Medical Care onsite or stand-by, please fill out the stand-by request.
- Stand-by requests must be submitted to the VTRS a minimum of 14 days prior to the event date. A stand-by notice should be submitted for events with expected attendance of 500 or more people, with a significant number of individuals with special needs, and/or for events with a higher than normal level of risk for injury.
- Please see the Virginia Tech Rescue Squad General Information for additional information and the Stand-by Request Form.
Early/Late Access
- Early/Late Access applies only to UUSA Facilities and is for special, rare exceptions. In general, reservations and activities should be scheduled during normal building hours.
- Sponsors will be limited to specific areas of the facility necessary to the event. Other areas of the facility may be inaccessible and are off-limits during non-normal hours of operation. Doors may not be propped open at any time.
- A substantial charge will be accessed for any early/late access granted and will be invoiced directly to the sponsoring organization or department. These charges are based on 15-minute increments.
- Early/Late Access Request Forms must be submitted to the Event Planning Office a minimum of 30 days prior to the event. Requests should be submitted to cover all functions of the event (including catering, setup, load-out, etc.)
- Request approvals are subject to a limited number of people gaining access with the understanding that access will not be granted any earlier than 30 minutes before and no later than one-hour after the officially scheduled building hours.
- Events cannot be advertised to begin before the official building opening.
- For more information, please see the Early/Late Access Request Form or contact the Event Planning Office.
Fireworks
- Fireworks displays on campus require advance written approval through the Event Planning Office and Environmental Health and Safety Services. Please review the Public Space Guidelines and Information and the Fireworks Display Guidelines.
- Requests for fireworks displays should be submitted using the Public Space Request Form and the Application for the Display of Fireworks at Virginia Tech.
- A minimum 30-business days advance notice and submission of forms is REQUIRED. Due to the required notice to town citizens regarding the requested fireworks display, requests received less than 30 business days will NOT be accepted.
- All firework displays must be concluded by 10:00 p.m. (Ring Dance and Military Ball are historical exceptions.)
- If inclement weather makes it impossible or unsafe to start a fireworks show, the start time for a 10 p.m. show or earlier show may be delayed by a maximum of 1 hour, after which the show must be cancelled. Shows approved to start after 10 p.m. may be delayed no more than 15 minutes, after which the show must be cancelled.
- Salutes are limited to ten (10) per show. All salutes are limited to 2.5” shell maximums. Bad shells must be disposed of off campus by the fireworks contractor.
- It is the sponsoring organizations responsibility to notify the contractor of all policies related to fireworks displays and the University.
Open Flames
- An Open Burning Permit Application must be submitted to the Event Planning Office a minimum of 14 days prior to the event.
- Approval in accordance with the requirements of the Statewide Fire Prevention Code (Sec. F-403.4.2) and written permission, if necessary, from the Environmental Protection Agency is required before the ignition of any open burning upon state-owned property.
- Examples of activities requiring an Open Burn Permit include bonfires, candles, incense and other indoor or outdoor activities (including religious ceremonies) involving open flames, regardless of reason.
VTPD Security
- Please see the University Security Guidelines & Information.
- An event sponsor may request security for any event by completing the appropriate University Security Form.
- The Event Planning Office staff will require event sponsors using UUSA facilities (Squires, Johnston, Burruss Auditorium, the Graduate Life Center Auditorium, the Graduate Life Center Multipurpose Room, and Campus Public Space) to submit an UUSA University Security Form when the anticipated attendance is approximately 300 people or greater, when the event is in Burruss Auditorium and/or when the event is deemed to present a higher-than-normal risk or need for security.
- Campus entities not under the jurisdiction of Event Planning/UUSA should complete the VTPD University Security Form and submit directly to the Virginia Tech Police Department.
- Security is deemed necessary for most dances, parties, “after-hours” events, road races, major entertainment events or events advertised to the non-university public when held in UUSA Facilities.
- The appropriate University Security Form must be submitted a minimum of 30 days prior to the event date.
- An event requiring security may only be held if officers are available to staff the event. Sponsors may NOT outsource security officers (this includes those employed by the Towns of Blacksburg and Christiansburg.)
- If security is requested or required, a service agreement and payment MUST be filed with the Virginia Tech Police Department a minimum of 72 hours prior to the event.
- Overtime incurred due to the event not ending as scheduled will be the responsibility of the sponsoring organization.
- A metal detector is available as a security device in UUSA facilities.
- Large bags are not permitted in major venue facilities. Sponsors should advertise the “no large bags” rule in advance of the event and onsite.
Ladder Usage
- In general, UUSA will not provide ladders taller than six feet.
- Please see Safe Ladder Practices.
Pyrotechnics
- Indoor pyrotechnics refers to any effect that is flame or heat based and produces a flame, spark or smoke.
- Please see Indoor Pyrotechnics and Special Effects Guidelines & Information.
Special Effects
- Lasers, special lighting, fog or smoke machines, temporary electrical connections, stage weapons/firearms, rigging, set construction and other “special effects” must be pre-approved by the Production Services Office with potential additional approvals from Environmental Health and Safety Services, the Virginia Tech Police Department, the Facility Manager and Physical Plant.
- A detailed description of such “special effects” must be submitted in writing to Production Services a minimum of 30 days prior to the event.
- Please see the Special Effects Guidelines & Information.
- For more information, please see the Production Services Office.
Rigging
- Please see Guidelines for Rigging & Suspension of Materials Overhead and Special Effects Guidelines & Information.
- For more information, please contact the UUSA Production Services Office.
Insurance
- University departments, employees, volunteers and University Student Life Programs (USLPs) ARE COVERED under Virginia Tech’s general liability insurance policy.
- University Chartered Student Organizations (UCSO) and Registered Student Organizations (RSO) are NOT COVERED by the University’s policy and, therefore, may be required to supply a certificate of insurance for various events.
- Events requiring a certificate of insurance should have a minimum general liability coverage amount of $500,000 per occurrence, should list Virginia Tech as the certificate holder, should include language showing the University as additional insured, and must include the organization name, event date and location in the description area. Some events, such as road races and major entertainment, may require a higher level of coverage.
- For more information, please review the Risk Management & Certificates of Insurance, and/or contact the Event Planning Office, or the Risk Management Office at 540.231.7439. You may also access Risk Management online via the search engine on the Virginia Tech homepage.
- Sponsors of high-risk events are encouraged to have all participants sign a release form in advance of participation. Please see sample Release, Waiver & Indentification form.
Decorations and Set Design
- The sponsor is solely responsible for leaving the venue clean and neat upon the conclusion of the event. Excess cleaning fees will apply if facilities are left in inappropriate or unreasonable conditions. Venues must be left as found, if not better.
- All exits must be free of barricades and exit signs must remain clearly visible at all times.
- Windows may not be covered.
- All paper materials must be flameproof or fire retardant.
- No rolled or bulk plastic may be used.
- Light fixtures and ceiling sprinklers must be clear of paper and cloth.
- Fire extinguisher compartments must remain clearly visible.
- Adequate ingress and egress must be maintained at all times.
- Nails, tacks, staples and other sharp objects may not be driven into walls, floors, doors, ceilings or tables. Only Gaffer Tape is permitted for use within UUSA facilities.
- Any substance to be used on the floor (resin, powder, etc.) of UUSA facilities must be approved in advance by the Assistant Director of Facilities.
- Adhesive-backed picture hanging devices are not allowed.
- All freestanding decorations must be stable in nature and anchored securely.
- All decorations should be painted (as applicable) prior to being brought into the building. Only water-based paint may be used.
- Diagrams and plans for Theatrical Set Design, extensive decorations and/or “high-risk” setups may need approval from Environmental Health and Safety Services and should be submitted to the Event Planning Office a minimum of 30 days prior to the event.
- 6-foot ladders, aerial lifts and scaffolds are available for decorating inside Squires Student Center. Use of the aerial lift and scaffolding requires proper training and certification. It is the sponsor’s responsibility to arrange such training in advance. Proof of training will be required prior to equipment being provided and used. Disciplinary action and/or future event restrictions will apply if the organization uses equipment without prior training.
- Please review the Event Decorating Guidelines.
- All exits must be free of barricades and all exit signs clearly visible.
- Nails, tacks, staples or other sharp objects may NOT be driven into walls, floors, doors, ceilings or tables.
- All freestanding designs must be stable in nature and anchored securely.
- All painting must be completed prior to being brought into the building. Paint used in set construction must be water based.
- Diagrams and plans for Theatrical Set Design and Construction, extensive decorations or “high-risk” set-ups must be submitted to the Event Planning office or Production Services Office a minimum of 30 days prior to the event for initiation of the appropriate approval process.
- All set construction and design must be removed at the conclusion of the contracted time.
- Additional cleaning of and/or repair to the reserved venue resulting from the removal of such design or construction materials will result in additional charges to the sponsor.
- The Office of Environmental Health and Safety Services may require a walk-through inspection of the facility/venue at any time, with or without advance notice to the sponsor.
- Please see Set Construction Information and the Special Effects Guidelines & Information.
- For more information, please contact the Event Planning or Production Services Offices.
Tent and Turf Permits
- The Event Planning Office monitors tent placement/usage as regulated by University Policy 5406, “Requirements for Temporary Facilities/Tents/Stages,”
- All tents placed on campus property must have prior approval.
- Tents larger than 900 sq. ft. or with an expected occupancy of 50 or more persons REQUIRE the submission of a Tent Permit for state approval a minimum of 30 days prior to the event.
- Tent Permit applications are available in the Event Planning Office or online at http://www.facilities.vt.edu/servicerequestform/tentintro.html
- Environmental Health and Safety Services must be notified of all tents, regardless of size, a minimum of 14 days prior to the event.
- EHSS staff may schedule an onsite inspection and walk-thru during tent placement or prior to the event.
- “Miss Utility” (1.800.552.7001) must be contacted a minimum of 7 days prior to your event to mark the site location for underground utility lines. It is recommended that the individual “driving the stakes” be responsible for contacting Miss Utility.
- The “2-foot rule” always applies: never stake within 2 feet on either side of the marked underground utility line.
- Vehicles (of any kind) are NOT allowed on turf (grass, sidewalks, walkways, etc.) without a turf permit.
- Parking Services processes all turf permit requests. Turf Permit Applications are available online at http://www.parking.vt.edu and should be submitted directly to Parking Services for approval.
- 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 on turf permits and other parking passes, please visit the Parking Services website
Food Service and Catering
- Self-serviced or catered refreshments/meals are allowed in in a majority of reservable UUSA venues. Food and beverage is not permitted in Haymarket Theatre, Colonial Hall, Burruss Hall Auditorium and the Graduate Life Center Auditorium.
- Any caterer of the sponsor’s choosing is permitted in Squires and Johnston Student Centers. Personal Touch Catering has first right of refusal for food-related events in the GLC Multipurpose Room.
- Notice of food/beverage service in conjunction with an event must be provided to the Event Planning Office a minimum of 7 days prior to the event.
- The sponsor is solely responsible for leaving the venue clean and neat upon the conclusion of the event. Excess cleaning fees will apply if facilities are left in inappropriate or unreasonable conditions. Venues must be left as found, if not better.
- If a catering company’s employees will be accessing the facility, the event sponsor must identify the catering company and provide contact information to the Event Planning office prior to the event date.
- The sponsor is responsible for providing their caterer with all policies regarding venue access, use, and required clean up. Such policies are available in the Event Planning Office.
- For additional information, please see Food & Beverage Service.
- For additional information, please see Food & Beverage Service.
- There are certain restrictions due to fire, health and safety codes that must be followed. For more information, please contact the Event Planning Office.
- There are certain restrictions due to fire, health and safety codes that must be followed. For more information, please contact the Event Planning Office.