The Special Event Registration process is designed to support all outdoor events, large-scale events and events with alcohol.  The Special Event Registration Committee is charged with approving all special events on campus.  The committee consists of representative(s) from Reservations & Events, Traffic & Parking, Vanderbilt Police Department, Plant Operations, Alcohol, Tobacco & Other Drug Prevention and a designee of the Dean of Students.  The committee meets every Wednesday, 2:30pm-3:30pm in Sarratt 114.

The following events must be registered with the Special Event Registration Committee:

  • Outdoor events requiring services from Traffic & Parking, VPD, Plant Operations, or Production Services.
  • All events with undergraduate students at which alcohol will be present (excluding parties at sorority/fraternity houses since these parties are registered with Greek Life).
  • Events open to the general public.
  • Events with outdoor amplification.

Guidelines:

  • Only registered student organizations, administrative offices, or academic departments may reserve space on campus.
  • Outdoor events with tents require 3 ½ weeks prior registration since it takes 3 weeks to obtain tent permits. Events requiring other services must be registered at least 2 ½ weeks prior to the event date.
  • Reservations for outdoor events not requiring any services must be made at least 5 days in advance and may not require attendance at Special Event Registration.
  • The Reservations and Events office may determine whether a group is required to go through the registration process.
  • If the event does not occur, reservations must be cancelled at least 24 hours in advance to avoid charges.
  • Outdoor events which have amplification may not take place at times or locations that interfere with scheduled class times or other previously scheduled events.
  • Security may be required at the following events:
    1. Activities open to the general public.
    2. Band parties and concerts.
    3. Events at which cash transactions will occur.
  • Reservations and Events can assist you with any event planning needs.  Please discuss these items with the R&E staff when making your reservation and be prepared to present your needs at the Special Event Registration meeting.

Procedures to follow before attending the Special Event Registration meeting:
NOTE: YOUR EVENT WILL NOT BE OFFICIALLY REGISTERED AND APPROVED UNTIL ALL STEPS LISTED BELOW ARE COMPLETED.

  • Consult the University calendar (http://calendar.vanderbilt.edu) and with Reservations and Events (R&E) to see what other events are already scheduled for that date.  You may not add your event to the University Calendar until your event is approved through the Special Event Registration Committee.
  • Schedule a date with the R&E staff to attend a Special Event Registration meeting.  You must be on the attendee list in order to attend the meeting.
  • Complete the Special Event Registration Form, including all of the following information, before attending you designated meeting:
    • Obtain the signature of your group advisor.  This is required before your event can be approved.
    • Center number of the sponsoring organization.

For more information you may contact Reservations and Events, 100 Sarratt Student Center, 322-2448.  Office hours are 8:00 am to 4:30 pm, Monday through Friday.

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