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.
•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.