Reservation Guidelines

• 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.
• Registered student organizations shall not use their privileges to access space, resources or services and “front” for a non-university group or commercial entity in order to avoid fees or receive reduced fees. All instances of “fronting” for off-campus groups or commercial entities will result in an adjustment of all related fees to appropriate rate category.
• 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. 

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 Web Application:

Direct Link: https://emscampus.app.vanderbilt.edu/VirtualEMS/

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

• Student Centers – Book a Classroom – Events  
  • This template will allow you to request your weekly meetings in Academic spaces (Buttrick, Stevenson and Calhoun).  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 Centers – Book a Meeting >24 hours 
  • This template will allow you to request your weekly meetings in Student Centers spaces. You can select small to medium sized meeting spaces such as conference rooms in Sarratt | Rand, ESB, and Kissam, as well as the classrooms in Alumni Hall and Kissam. The room should be used As Is.
• Student Centers – Book a Meeting or Event >4 weeks 
  • This template will allow you to request a singular meeting or event in Student Centers spaces that may be larger in scale or have a special setup request.  Capacity can range from 5 – 550 and include spaces like Alumni Hall, the Student Life Center, Sarratt Cinema, the Community Event Space, Rothschild Black Box Theater, the MPRs in Kissam Center or E. Bronson Ingram, and the Commons Center.  These meetings or events can only be requested a minimum of 4 weeks in advance and up to one year in advance.
• Student Centers – Book an Table or Equipment
  • This template will allow you to request a table on the Rand Wall, Sarratt Promenade, or Commons Center.  Tables can be requested 24hours in advance.
• Student Centers – Book an Outdoor Space >4 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 4 weeks in advance and up to one year in advance.
    

    VIDEO TUTORIALS

    1. How To: Create a Reservation

Event Checklist

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