Event Registration, Space Reservation, and Event Planning

Registration Requirement

University organizations are required to register all co-curricular programs and special events (meetings, concerts, lectures, etc.) with the Office of Reservations and Events, Suite 100 Sarratt Student Center 615-32(2-2448). Registered student organizations, administrative offices, or academic departments may reserve space on campus.

The University has established a priority system for events and a means to oversee the policy. These events in order of priority are:

  1. University Events (e.g., orientation programs, Commencement). No other events may be scheduled during these times.
  2. Primary Events (e.g., Alumni Reunion, move-in weekend, Family Weekend). Other events may be scheduled only with the approval of the coordinator of the primary event or the Dean of Students or the dean’s designee.
  3. Campus Events (all other co-curricular programs and activities).

Scheduling conflicts will be resolved by the Office of Reservations and Events, Suite 100 Sarratt Student Center, 615-32(2-2448). Appeals of scheduling decisions regarding University, Primary, and Campus events may be made to the Dean of Students at deanofstudents@vanderbilt.edu.

Reserving Space

Registered student organizations (or those with registration pending) are eligible to reserve and use space in campus buildings and other facilities. Reservations must be made in advance.

For nonacademic uses of most Vanderbilt facilities, reservations are made with the Office of Reservations and Events, Suite 100 Sarratt Student Center, 615-32(2-2448), whose personnel can make referrals to the appropriate offices for the rare exceptions.

A basic charge is made for most facilities. Some facilities are available for use by student organizations without charge; if, however, the facilities require more than ordinary housekeeping services after use, the organization will be charged for the additional service.

The Office of Reservations and Events recommends that organizations plan and make reservations for space on campus up to one year in advance. The types of space available are described in detail at the Reservations and Events Web site, www.vanderbilt.edu/reservations.To determine availability and cost of space, those seeking to reserve space may call the Reservations and Events office at 615-32(2-2448).

Each student organization may request up to two standing (recurring) room reservations per year, provided appropriate space is available. For example, an organization may book a room for every Wednesday from 8pm to 10pm for an entire academic year, provided that a room is available. (Accommodation may be made by using two or more rooms across the duration of the reservation, if no single space is available for every occurrence.) Standing reservations may be made through the on-line reservation system, over the telephone 615-32(2-2448), or in person at the Reservations and Events office, 100 Sarratt Student Center.

For single-event reservations, Reservations and Events suggests a minimum of five days notice to reserve space..

Once space is reserved, Reservations and Events personnel may determine that a group be required to undertake the Special Event Registration process. (See “Special Event Registration,” below.)

Event Planning

  • The Reservations and Events office supports the coordination of space and resources on campus by guiding the Vanderbilt Community through the event planning process. Reservations and Events asks that students discuss their events when making reservations and be prepared to present their needs for resources at the Special Event Registration Committee meeting, should an appearance before the committee be required. (See below.)
  • Meetings and events scheduled on weeknights must end at 11pm so as not to interfere with students’ sleep or study. When planning their events, organizations and departments should be cognizant of–and sensitive to–religious observances of a particularly solemn nature. A calendar of religious observances and holy days may be found on the Religious Life website
  • Postbaccalaureate groups may serve alcoholic beverages to members who are of legal drinking age, if nonalcoholic beverages and food are also provided. All other applicable policies must be observed. (See Chapter 6, “Alcohol and Controlled Substances.”)
  • Undergraduate groups may not serve alcoholic beverages except with the authorization of the Dean of Students or the dean’s designee. Undergraduate students who are of legal drinking age may possess and consume alcohol at events registered and approved for consumption of alcohol. (See Chapter 6, “Alcohol and Controlled Substances.”)
  • Authorization must be obtained through the “Special Events Registration” process (see below), to hold a social event or other meeting to which persons other than Vanderbilt students, faculty, and staff will be invited.
  • The Special-Event Registration process is designed to support all outdoor events, large scale events (events open to the entire student population, or to the Vanderbilt or Nashville communities) and events with alcohol.
  • For fraternity or sorority functions, additional forms must be completed and submitted to the Office of Greek Life.
  • Events which require amplification (for musical instruments, stereos, vocal performances, or public address) may not take place at times during which, or in locations at which, they will interfere with scheduled classes or other previously scheduled events, and must be approved by the Dean of Students or the Dean’s designee.

Special Event Registration

The Special Event Registration process is designed to support outdoor events, large-scale events, and events with alcohol. The Special Event Registration Committee is charged with approving such events on campus. The committee consists of representative(s) from Reservations and Events, Traffic and Parking, Vanderbilt University Police Department, Plant Operations, Health and Wellness, and a designee of the Dean of Students. The committee meets Wednesday, 2:30pm-3:30pm in Rand 303.

Reservations and Events can assist students with special event planning and ask that students discuss their events with the Registration and Events staff when making reservations, and that students be prepared to present their need for resources at the Special Event Registration Committee meeting. (See below.)

The following types of events must be registered through the Special Event Registration Process:

  1. Outdoor events requiring services from Traffic and Parking, VUPD, Plant Operations, or Production Services (sound systems, etc.).
  2. All events with undergraduate students – on or off campus – at which alcohol will be present (excluding parties at sorority/fraternity houses, because such parties are registered through a parallel process in the Office of Greek Life).
  3. Events open to the general public.
  4. Events with outdoor amplification.

Guidelines:

  • Registered student organizations, administrative offices, or academic departments may reserve space on campus.
  • Outdoor events with tents require registration three and a half weeks in advance because acquiring a tent permit from the Metropolitan Nashville Davidson County government takes three weeks. Events requiring other services should be registered at least two and a half weeks in advance to ensure the availability of the required services.
  • Reservations for outdoor events not requiring any services must be made at least five days in advance. In such circumstances, the Reservations and Events office may determine that a group need not go through the Special Event Registration process.
  • If an event is to be cancelled, or does not take place, reservations must be cancelled at least one business day in advance to avoid charges. Student organizations and University departments will be held responsible for all expenses incurred as a result of any commitments made to facilitate the event.
  • Outdoor events that 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.

Tasks to complete before attending the Special Event Registration Committee meeting:

NOTE: Event registration will not be approved until the steps below are completed, and the required information submitted.

  1. Students must first consult the University Events Calendar (http://calendar.vanderbilt.edu) and Reservations and Events staff to see what other events are already scheduled for that date. Students may not add an event to the University Calendar until it has been approved through the Special Event Registration process.
  2. Students may then schedule a date with Registration and Events staff to attend a Special Event Registration Committee meeting. Students must be on the agenda to be admitted the meeting.
  3. Students must complete the Special Event Registration Form before attending the designated meeting:
    • Students must obtain the signature of the group’s faculty or staff advisor. (The signature is required before an event can be approved.)
    • Students must provide the center number of the sponsoring organization.

More information may obtained from Reservations and Events at 100 Sarratt Student Center, or 615-32(2-2448). Office hours are 8am to 4:30pm, Monday through Friday.

Student Travel

Vanderbilt registers and assumes responsibility only for those official overnight or out-of-town trips sponsored and directed by an administrative division of the University (e.g., the Spirit of Gold Marching Band). The University assumes no responsibility for events sponsored by groups such as sororities and fraternities. However, such organizations must–in advance of the trip–inform their advisers (the Greek advisers in the case of fraternities and sororities), and report information regarding out-of-town events to the Office of Reservations and Events.

Any student who wishes to travel on behalf of, or as a representative of, Vanderbilt University or any approved student organization must receive written authorization in advance from the appropriate dean. (See also the section entitled “Universal Waiver,” in Chapter 1, “Policies and Regulations,” above.)

Requests for Exceptions

The responsibility for compliance with the foregoing regulations for social events lies with the sponsoring organization. Requests for exceptions should be made at the time of registration through the Dean of Students or the dean’s designee.