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Student Centers

  2. Reservation Timelines

Reservation Timelines

  • 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.
  • 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 4-16 weeks in advance.  
    • Outdoor events require a minimum of 28 days or 8 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 in the middle of April 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. 
  • For more information on our Cancellation Policy, please navigate to the Billing and Cancellations dropdown on our Student Centers Policies.
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.
  • Beginning of April – 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.
  • Middle of April – 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

  • Middle of February – Requests for Signature Events can be made for the Fall and Spring of the following academic year.
  • Middle of April – Requests for recurring meetings can be made for the following academic year.
EMS Templates:

Registered Student Organizations

Vanderbilt Departments

VIDEO TUTORIALS

1. How To: Create a Reservation