Skip to main content

Student Centers

  2. Reservation Timelines

Reservation Timelines

  • University-wide events such as Commencement, Homecoming/Reunion, Common VU, and Family Weekend have priority over other events.
  • Before planning your event or requesting a space reservation, consult the University Calendar and the Anchorlink Calendar to avoid conflicts with large-scale signature events or holy days.
  • Meetings and events scheduled on weeknights (Sunday – Thursday), must end at 11pm.
  • All University requests for the use of facilities are to be submitted to Student Centers though the EMS web application, email, phone call or walk in. 
  • Reservations for Signature or Annual Events (Anchor Events) can be made up to one year in advance.
    • Requests for events must be made at least 28 days or 4 weeks in advance.  
    • Outdoor events require a minimum of 28 days or 4 weeks in advance. 
    • Meeting spaces that do not require any services may request a space 24 hours in advance.
  • Standing or recurring reservations may be requested beginning April 15th for the following academic year. Student Centers reserves the right to limit the number of standing reservations permitted to student organizations. All student organizations are entitled to two (2) standing reservations per year, provided space is available. Standing reservations are limited to meeting, academic and rehearsal spaces only.
    • Rehearsal space requests are made in collaboration with VPAC leadership each semester. 
    • Academic space may be requested, but may not be confirmed until the academic schedule has been finalized each semester, which is normally 2 weeks after the first day of class each semester. 
  • All meetings or events should fall between the first day of class and the last day of class each semester. 
  • For more information on our Cancellation Policy, please navigate to the Billing and Cancellations dropdown on our Student Centers Policies.
Reservation Timelines:

Provost and Student Affairs Sponsored Events

  • Beginning of January – Requests for Signature Events can be made for the Fall and Spring of the following academic year.
  • April 1st – Requests for recurring meetings can be made for the following academic year.

Registered Student Organization Sponsored events

  • Middle of January – Requests for Signature Events can be made for the Fall and Spring of the following academic year.
  • April 15th (typically) – Requests for recurring meetings can be made for the following academic year.
  • You may request space if you are listed as an officer in Anchorlink for your RSO.
  • All meetings or events should fall between the first day of class and the last day of class each semester.  

University Sponsored Events

  • February 1st – Requests for Signature Events can be made for the Fall and Spring of the following academic year.
  • April 15th (typically) – Requests for recurring meetings can be made for the following academic year.
EMS Templates:

Registered Student Organizations

Below is a brief description of each template on the EMS Web Application for Registered Student Organizations:

  • Student – Book a Classroom > 24 hours
    • This template will allow you to request your weekly meetings in Academic spaces (Buttrick, Stevenson, Calhoun, and Featheringill).  Your request will not be confirmed until the class schedule is finalized for each semester.  The room should be used As Is or in its default setup.
  • Student – Book a Table or Equipment
    • This template will allow you to request a table on the Rand Wall, Sarratt Promenade, or Commons Center.  You can also request a sound system or an omni reader to track attendance at your event.  These requests can be made 24 hours in advance.
  • Student – Book a Meeting < 14 days
    • This template will allow you to request a single meeting in Student Centers spaces with only one setup option. You can select small to medium sized meeting spaces such as conference rooms in Sarratt | Rand, Commons, ESB as well as the classrooms in Alumni Hall and Kissam or the Student Engagement Sacred Space. These requests can be made between 1-14 days in advance.  The room should be used As Is.
  • Student – Book a Meeting Room A/B > 14 days
    • This template will allow you to request your weekly meetings in Student Centers spaces. You can select small to medium sized meeting spaces (Room Types A & B) such as meeting rooms in Sarratt | Rand, Commons, ESB, and Kissam, as well as the classrooms in Alumni Hall and Kissam or the Student Engagement Sacred Space.  These spaces can only be requested a minimum of 14 days in advance.  Setup requests may be considered for these spaces.
  • Student – Book an Event Space C/D or WEN >4 weeks
    • This template will allow you to request a singular meeting or event in Student Center spaces (Room Types C & D). You can request spaces like Student Life Center BOT, Alumni Hall, the Community Event Space, Kissam Center MPR, E. Bronson Ingram MPR, and the Commons Center MPR. This template may also be used to request West End Neighborhood Spaces. These meetings or events can only be requested a minimum of 4 weeks in advance.
  • Student – Book a Performance Space >8 weeks 
    • This template will allow you to request a singular event in the Sarratt Cinema or Rothschild Black Box Theater. These spaces require a technician. These events can only be requested a minimum of 8 weeks in advance, and all performances require a minimum of 16 weeks advance notice.
  • Student – Book the SLC Ballroom
    • This template will allow you to request a singular event in the Student Life Center Ballroom, along with the SLC BOT room and meeting rooms. These events can only be requested a minimum of 8 weeks in advance. 
  • Student – Book an Outdoor Space > 8 weeks 
    • This template will allow you to request a singular event on one of the outdoor lawns.  These events can only be requested a minimum of 8 weeks in advance.

Vanderbilt Departments

Below is a brief description of each template on the EMS Web Application for Vanderbilt Departments:

  • Staff – Book a Classroom – Non-Academic Requests
    • This template will allow you to submit a non-academic request for classroom spaces in academic buildings, such as Buttrick, Stevenson, Calhoun, Cohen, Wilson, Furman and Featheringill.  Your request will not be confirmed until the class schedule is finalized for each semester.  The room should be used As Is or in its default setup.
  • Staff – Book a Table or Equipment
    • This template will allow you to request a table on the Rand Wall, Sarratt Promenade, or Commons Center.  You can also request a sound system or an omni reader to track attendance at your event.  These requests can be made 24 hours in advance.
  • Staff – Book a Meeting < 14 days
    • This template will allow you to request a single meeting in Student Centers spaces with only one setup option. You can select small to medium-sized meeting spaces such as conference rooms in Sarratt | Rand, Commons, ESB as well as the classrooms in Alumni Hall and Kissam. These requests can be made between 1-14 days in advance.  The room should be used As Is.
  • Staff – Book a Meeting Room A/B > 14 days
    • This template will allow you to request a single or weekly meeting in Student Centers spaces. You can select small to medium-sized meeting spaces (Room Types A & B) such as meeting rooms in Sarratt | Rand, Commons, ESB, Kissam, and classroom in Alumni Hall.  These spaces can only be requested a minimum of 14 days in advance.  Setup requests may be considered for these spaces.
  • Staff – Book an Event Space C/D > 4 weeks 
    • This template will allow you to request a singular meeting or event in Student Centers spaces (Room Types C & D).  You can request spaces like Student Life Center BOT, Alumni Hall, the Community Event Space, Kissam Center MPR, E. Bronson Ingram MPR, and the Commons Center MPR.  These meetings or events can only be requested a minimum of 4 weeks in advance.
  • Staff – Book a Performance Space > 8 weeks 
    • This template will allow you to request a singular event in the Sarratt Cinema or the Rothschild Black Box Theater.  These spaces require a technician.  These events can only be requested a minimum of 8 weeks in advance, all performances require a minimum of 16 weeks.
  • Staff – Book the SLC Ballroom > 8 weeks 
    • This template will allow you to request a singular event in Student Life Center Ballroom, along with the SLC BOT room and meeting rooms.  These events can only be requested a minimum of 8 weeks in advance.
  • Staff– Book an Outdoor Space > 8 weeks 
    • This template will allow you to request a singular event on one of the outdoor lawns.  These events can only be requested a minimum of 8 weeks.
VIDEO TUTORIALS

1. How To: Create a Reservation

Event Checklist

Click here to download a checklist based on our professional planning experience.