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Student Centers

  2. Reservation Guidelines

Reservation Guidelines

Events may load in as early as 6:00 AM and have until 12:00 AM to load out (Coordinate with Event Manager) . For more information on building hours, please visit Hours of Operation. 

University-Wide Events Priority: Events like Commencement, Homecoming/Reunion, Common VU, and Family Weekend take precedence

Event Planning: Consult the University Calendar and Anchorlink Calendar to avoid conflicts. 

Reservation Requests: 

Reservation and Events has the authority to coordinate meeting and event spaces with Student Centers 

  • Can assist in reserving academic spaces- tentative until the registrar confirms class schedules 
  • Event space reservations must be made 14 days in advance 
  • Meeting Spaces at least 24 hours
  • Student Organization request must be made by the groups designated officer  
  • Group study or projects, students should book study rooms in the Library (fix and insert link here)

Online Reservations: Virtual EMS to check space availability and submit request 24 hours a day  

** Student Centers reserve rights to limit the number of standing reservations, assign spaces, reassign facilities, etc as deemed necessary 

Standing Reservations:  

  • Limitations: 2 standing reservations per student organization per year, subject to space availability. Applicable to meeting and rehearsal spaces only.  

Reservation Priority:

  • Order of Request: Based on the order received, with consideration for group size, setup needs, and space availability. Reassignments may occur to maximize space use. 

Fronting Policy:

  • Departments and student organizations cannot use their privileges to front for non-university groups or commercial entities. Violations result in adjusted fees. 

Guidelines For Meetings & Spaces

Compliance:

  • All groups using Student Center spaces must follow University and Student Center policies, as well as local, state, and federal laws. Violations may result in the loss of scheduling privileges. 

Event Arrangement: 

  • Once a room is reserved, groups can arrange for food & beverage services, audio-visual needs, and other requirements. 

Room Configuration:

  • Student Centers manage all event set-ups, tear-downs, and housekeeping 
  •  Room configuration details should be provided at least seven days in advance 

Audio-Visual Equipment:

  • In-house AV equipment is available 
  •  Arrangements must be finalized two weeks prior for event spaces and five days prior for meeting spaces 
  •  External AV equipment is not allowed without approval 

Sound Amplification:

  • Sound amplification equipment is restricted to specified areas and may require a technician 
  • Exceptions must be approved by the Director of Student Centers 

Capacity:

  • Events exceeding fire capacity must take immediate corrective measures or risk suspension or closure 

Accountability:  

** Vanderbilt reserves the right to refuse or cancel event requests that conflict with the university’s mission or present safety concerns 

  • The sponsoring group is accountable for participants’ actions and must comply with all relevant laws (add link to Safety, Security, and Parking)