• Self-serviced or catered refreshments/meals are allowed in a majority of Student Centers and Activities venues that can be reserved. Food and beverages are 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 seven 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.
  
  
• There are certain restrictions pertaining to fire, health, and safety codes that must be followed. For more information, please contact the Event Planning Office.

• University departments, employees, volunteers, and University Student Life Programs (USLPs) are covered under Virginia Tech’s general liability insurance policy.
  
  
• University chartered student organizations and registered student organizations are not covered by the university’s policy and, therefore, may be required to supply a certificate of insurance.
  
  
• Certificates must have a minimum general liability coverage amount of $500,000 per occurrence, name "Virginia Polytechnic Institute and State University" and the "Commonwealth of Virginia" as additional insured, and include the organization name, event date(s) and location(s) in the description area. A higher coverage amount or additional types of insurance (automobile, etc.) may be required based on the circumstances of the individual event.
  
  
• For more information, please review Risk Management & Certificates of Insurance, available online, in the Event Planning Office, and the Insurance & Risk Management Office’s website.

Loading dock passes can be picked up at the information desk on the first floor of Squires Student Center during operating hours. The vehicle must have a valid Virginia Tech parking permit as well. Visitor parking permits are available at the Visitor Information Center on Prices Fork Road (8 a.m. – 5 p.m., Monday-Friday) or at the Virginia Tech Police Department on Southgate Drive.

Parking Services:

• Loading docks are for loading and unloading only, with a (30) minute maximum for loading and unloading.
  
  
• Dumpsters must remain accessible at all times
  
  
• Vehicle must be relocated to a valid parking space
  
  
• Working telephone number of driver is required on the pass and driver is not to leave the area.

For more information, contact Parking Services at 540-231-3200 or by email at parking@vt.edu.

Open burning is defined as any open/exposed flame that could cause a fire. Candles, bonfires, artwork involving flames, and pyrotechnics of any kind are examples of open burning are. 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).

• Visitor passes, turf permits, and temporary parking information, including request forms, are available for your convenience on the Parking Services website. 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.
  
  
• The Event Planning Office 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 the Event Planning Office in advance or not.
  
  
• 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).
  
  
• For more information, visit the Parking Services website.

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 five days prior to the erection of the tent. This service can be reached by calling 800-552-7001.

Responsible for providing technical and theatrical support for events sponsored by student organizations, university departments, and any other groups scheduling on-campus events through the Event Services Office. Our primary base of operations is Squires Student Center, though we support events outdoors and in other facilities around campus.

• Services Request Forms
• General Information
• Touring Productions
• Venues and Services
• The Staff

Contact the Event Planning Office for more information about booking events or if you are a person with a disability who needs assistance in participating in one of the events we support. For additional technical assistance, email Production Services.

Stand-by requests must be submitted to the Virginia Tech Rescue Squad 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.

For more information check out the Virginia Tech Rescue Squad website.

University Security may be assigned to your event either by necessity (high-risk events) or by client request. Each officer charges a fee of $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 Form at least 30 days prior to the event.

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