Types of Events
Exposition/Fair
- An exposition/fair is an event, sponsored/co-sponsored by a University or student organization, where corporations or commercial vendors pay fees to set up tables or booths.
- Non-University sponsored events must be co-sponsored by a university affiliated entity (registered student organization or University department).
- Exposition rates include table and chair rental. Additional charges for electrician or other support services may exist.
- “Pipe and Drape” must be outsourced; UUSA does not provide.
- All booths/tables are counted in determining the rental rate, including University departments and organizations, military, non-profit and non-commercial booths.
- Seminar and breakout rooms are accessed a “seminar” rate when reserved in conjunction with an expo/fair event in a major venue.
Campus Tours
- Visitors to Virginia Tech who wish to schedule group tours should contact the UUSA Event Planning Office. The Event Planning Office will provide contact information for the appropriate facility manager or tour contact to schedule self-guided tours or to have guides onsite as needed.
- Popular touring locations, as available, include the athletic facilities, Beef Cattle Barn, Entomology Museum, Geology Museum, general campus, Natural History Museum, and the Swine Center.
Demonstrations
- Demonstrations are permitted unless they interfere with university functions, are in violation of university policy, violate the rights of others or break the law. Virginia Tech reserves the right to control time, place and manner.
- When possible, demonstrations should be planned and approved in advance. Approval may be granted through the submission of the Public Space Request Form. At a minimum, notification to Event Planning should be provided in advance.
- Demonstrators and picketers are prohibited from blocking free entry to or free exit from buildings, interfering with free movement or presenting obstacles to regular university activities.
- Any and all signs used as part of a demonstration must be made of paper products and cannot have handles made of wood or other non-flexible materials.
Bake Sales
- Bake Sales are permissible fundraising activities on campus providing all products are baked by organization members or are purchased from a commercial entity for resale. Advertising for the commercial producer is prohibited.
- Bake Sales are permissible providing all products are baked by organization members or are purchased from a commercial entity for resale. Advertising for the commercial producer is prohibited.
- Bake Sale items should be individually pre-packaged.
- Egg-based, cream-filled and/or moisture-rich items should be avoided.
- Beverages are prohibited in connection with bake sales.
- Bake Sales in Squires Student Center are not permitted in Information Booth A.
- Bake Sales are not subject to the Temporary Restaurant Permit process because they are regulated by the Department of Agriculture, not the Health Department.
- Please see the Sales and Solicitation Guidelines.
Receptions
- Squires Student Center has five rooms that, because of their décor and more formal furnishings, are categorized as “reception quality” and are referred to as Reception Rooms. These rooms are ideal for small, more formal social gatherings as they provide a more comfortable and intimate environment.
- One reception room is located on the first floor of Squires; four receptions rooms are located on the second floor of Squires.
- Furniture may not be removed for any reason.
- Furniture may not be rearranged without prior approval.
- Open flames are permitted in Reception Rooms on a limited basis with approval from Event Planning and Environment Health and Safety Services.
- Food service setup and cleanup are the responsibility of the sponsor.
Road Races and Walks
- Please review the Road Race Guidelines and Procedures, the Designated Campus-Confined Foot Race Routes, and the Release, Waiver and Indemnification Form.
- Due to the nature and complexity of road races, a Public Space Request Form and the UUSA University Security Form must be submitted a minimum of 30 days prior to the event.
- All Road Race events must be sponsored or co-sponsored by a University-affiliated entity.
- Bicycle Races are approved only to pass-through University property only at the Huckleberry Trail and Tech Center Drive. Bicycle races will not be approved to start, finish or take place solely on University grounds. Bicycle races require VDOT notification.
- Foot Races may be only be permitted on the designated campus-confined route or to pass-through University property at the Huckleberry Trail and Tech Center Drive.
- Sponsors of Road Races are encouraged to have all participants sign a release form in advance of participation. Please see the sample Release, Waiver & Indentification form.
- The event sponsor is responsible for meeting all requirements as set forth by the Event Planning Office and, if necessary, the Town of Blacksburg, before approval will be granted.
Concerts
- See Major Entertainment (pertains only to concerts and events with a contracted or paid performer).
Major Entertainment
- Major Entertainment is defined as any event for which there are contracted performers and which takes place in the following campus locations: Burruss Auditorium, Cassell Coliseum, Johnston Student Center, Squires Student Center, the auditorium or multipurpose room of the Graduate Life Center, Rector Fieldhouse, War Memorial Gym, or outdoor locations (including Lane Stadium, the Drillfield, Dietrick Field, and other venues reserved as “public spaces”).
- Major Entertainment events include, but are not limited to: concerts, speakers, lectures, theatrical performances and comedians. If entertainment-based programs are advertised off campus and are open to the general public, the program may be considered a major entertainment.
- Anticipated audience size, target audience, complexity of the contract, security and safety, magnitude and promotion of the event, the contract price and history of the artist are factors considered in defining major entertainment.
- Major Entertainment may not be for personal proprietary gain.
- Registered Student Organizations (RSO) are permitted only 2 major entertainment event reservations (1 confirmed, 1 tentative/in progress) at any given point in a semester.
- Sponsorship proposals for major entertainment requests require much advance planning due to the complexity and logistics of such an event. Organizations wishing to sponsor a major entertainment event should meet with the appropriate Event Planner well in advance (suggested 60+ days) of the requested date to guarantee ample time for event approval.
- It is REQUIRED that such organizations meet with a representative from the Department of Student Activities (319 Squires) a minimum of 45 days prior to the event. As well, all major entertainment proposals must be finalized and submitted to the assigned Student Activities Representative no less than 35 days prior to the event so as to meet the required consultation deadline with the appropriate Event Planner in the Event Planning Office a minimum of 30 days prior to the event.
- A appropriate University Security Form must be submitted a minimum of 30 days prior to the event. If required, security will be supplied by the VTPD.
- For major entertainment events where buses, trucks or trailers are required for loading/unloading, the vehicles must have the appropriate parking pass and engines must be turned off during the loading/unloading process.
- Large bags are not permitted in major venue facilities. Sponsors should advertise the “no large bags” rule in advance of the event and onsite.
- For more information, please review the Major Entertainment Sponsorship Guidelines or consult with the Event Planning Office.
Movies, Films, & Other Copyrighted Materials
- All officially registered student organizations and University departments shall have the opportunity to present films of any nature at Virginia Tech. This policy is subject to applicable federal and state laws (i.e., federal copyright laws and state obscenity laws). Please see Copyright Information.
- Sponsors wishing to show films for public viewing (free or with admission) will be required to show a Public Performance Video Tape License, a packing slip from a pre-approved rental house (i.e.- Swank) or proof of permission from the copyright owner.
- Rented or purchased movies do not grant the owner the right to a public performance of the material. Permission must be obtained– and usually a royalty fee paid– to the holder of the copyright.
- Advertising and promotion for the film must clearly indicate the sponsoring organization and the rating of the film.
- All advertising, sales and solicitation policies apply.
- The sponsor is responsible for verifying age identification (as required), the prevention of food, alcohol and controlled substances from being permitted into the facility, and to ensure a properly behaved audience.
- For more information, please review the Movie and Film Event Guidelines.