Public space request forms must be completed and submitted a minimum of 10 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 10 days in advance may not be processed. In addition, forms filled out improperly or incompletely will not be processed.
To request a public space, please fill out the Public Space 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.
- Alcohol Guidelines
- Alcohol Beverage Request Form
- Virginia Tech Police Department Security Form
- Virginia ABC State License
Amplification in or around academic buildings is permitted during the following hours:
- Monday through Friday amplification is allowed between the hours of 5-9:30 p.m.
- Saturday amplification is allowed between the hours of 10 a.m. and 10 p.m.
- Sunday amplification is allowed between the hours of noon and 9:30 p.m.
Amplification in or around residence halls is permitted during the following hours:
- Amplification is not allowed Sunday through Thursday
- Friday amplification is allowed between the hours of 5-10 p.m.
- Saturday amplification is allowed between the hours of 11 a.m. and 10 p.m.
See Policy 5000 for more information. Please see Production Services if you would like to request production for your event.
- 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 off-campus public space.
- All event sponsors will obtain a copy of the confirmation statement 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 to be supplemented by all applicable University regulations including those contained in the Hokie Handbook.
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 for their protection.
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).
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-inch tables, and 3-by-3 inch 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.
Visitor parking permits are available at the Visitor Information Center on Prices Fork Road (8 a.m. - 5 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 a.m. – 5 p.m., Monday through Friday, unless otherwise noted by a sign.
If you would like to request 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.
- Public Space Request Form
- Alcohol Beverage Request Form
- Open Burn Request Form
- Temporary Restaurant Permit
- Tent Permit Request
- Virginia Tech Police Department
- 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
Approval for the display of fireworks on Virginia Tech property must be obtained from the State Fire Marshal’s Office by obtaining a permit. It is important to note that the State Fire Marshal’s Office is not obligated to issue an approval if they do not receive all the necessary information 30 workdays prior to the requested display date. In addition, the State Fire Marshal’s Office 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 Environmental Health and Safety Fire and Life Safety Program is also required to assure notification of all emergency services agencies.
- Open Burn Request Form
- Environmental, Health and Safety Services (EHSS)
- State Fire Marshall's Office
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 10 days to process. Pre-packaged foods (popsicles, chips, candy, etc.) and bake sales are exceptions.
Any questions should be directed to Rebecca Morris at the Montgomery County Environmental Health Department. Please contact Rebecca directly via phone at 540-381-7114 (ext 117) or email email@example.com. The Temporary Restaurant Permit Application may be printed out and faxed to Rebecca directly at 540-381-7109.
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.
Trash receptacles (both regular and recycling bins) may be requested for events at no additional cost to client.
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 at 540-231-3200 or email firstname.lastname@example.org
- 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 on site 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 cost reimbursement of any repairs and/or replacement of properties, including equipment, as a result of the sponsored event.
University security may be assigned to your event either by necessity (high-risk events) or by client request. Each officer fee 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 at 540-231-6411.
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
- Virginia Tech Policies
- Virginia Tech Policies
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 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.
If you would like to plan a wedding or reception on the Virginia Tech Campus, there are many popular venues to choose from. Indoor and outdoor locations are available year round. These spaces fill up quickly, so it is best to start contacting venues as soon as you have a wedding date set.
PLEASE NOTE: Failure to follow any of the above procedure may result in tickets, fines, towing, and/or future event denial.
221 Squires Student Center (0138)
Blacksburg, VA 24061