Policies and Guidelines

The Office of Schedules and Reservations maintains the University calendar of events and schedules facilities for non-curricular activities. The University Academic Calendar is used as a guideline for setting dates for public events and as a means of avoiding conflicts in scheduling for the University community. OSR also implements University policy regarding the use of University facilities for both on-campus and off-campus groups. All University organizations and departments are asked to schedule public events, i.e., meetings, concerts, lectures, pep-rallies, social events, etc. with OSR.

Facilities for use by groups internal to the University are scheduled only by registered student groups, academic or administrative departments or organizations. Reservations are also made on an individual basis for wedding or other religious services. Off-campus groups must write to the Associate Vice Chancellor for Student Life in order to schedule use of facilities. Only non-profit groups can use University facilities due to the tax-exempt status of the University. Each letter of request is accompanied by supporting documentation from the Department of Internal Revenue confirming the organization's tax status.

To complete the initial "Reservations Request" form, the following information is required: name of sponsoring organization; facility(ies) requested; reservation date(s); event time and set-up time; expected attendance; description of event; services required; name of requestor (Officer of Sponsoring Organization); address, fax, email address, and phone number. We are then responsible for coordinating this activity to obtain the requested space, physical arrangements, and make referrals to other University services, i.e. parking, catering, Plant Operations, VUPD, etc. We also inform the person making the reservation of other major events scheduled on the date requested.

A special event registration form must be completed by all groups scheduling social events outside their private residential space. This form is also required for registration of "outside events" on campus grounds (porches, lawns, terraces, fields, parking lots, etc.). This serves to coordinate and disseminate information with the University community. The form must be signed by an officer of the sponsoring organization, an advisor, and appropriate administrative officers of the University who are members of the SER committee.*

Questions? Call the OSR Office, 322-2448, Monday through Friday, 8 a.m. to 4:30 p.m. *The Special Event Registration committee meetings are held during the academic year, each Wednesday from 2:30 - 3:30 p.m. in Sarratt Student Center.

Office of Schedules & Reservations
Vanderbilt University
208 Sarratt Student Center
Nashville, TN 37240

Phone: 615-322-2448
Fax: 615-343-3507