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:
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 firstname.lastname@example.org.
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.)
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:
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.
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.
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.