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Reservation Guidelines

NOTE: RESERVATIONS guidelines and timelines below were altered due to covid-19 policies during the 2020-2021 academic year.

  • 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 Events at Vanderbilt though the EMS application, email, phone call or walk in. 
  • Reservations for Signature or Annual Events can be made up to one year in advance
    • Requests for events must be made at least 21 days or 3 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.   Events at Vanderbilt 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. 
  • All meetings or events should fall between the first day of class and the last day of class each semester. 
Reservation Timelines:

Provost and DOS Sponsored Events

  • April 1st – Requests for recurring meetings can be made for the following academic year.
  • August 1st – Requests for Signature Events can be made for Fall of the following academic year.
  • December 1st – Requests for Signature Events can be made for the Spring of the following academic year.

University Sponsored Events

  • Requests for Signature Events can be made up to one year in advance and require a minimum of 21 days.
  • April 15th (typically) – Requests for recurring meetings can be made for the following academic year.

Registered Student Organization sponsored events

  • Requests for Signature Events can be made up to one year in advance and require a minimum of 21 days. (see above)
  • 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.  
EMS Web Application:

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

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

  • E@V – Book a Classroom – Events  **Accepting reservations beginning July 26, 2021** 
    • 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.
  • E@V – Book a Meeting >24 hours **Accepting reservations beginning July 26, 2021**              
    • This template will allow you to request your weekly meetings in Student Centers spaces.  Capacity can range from 5-60 and include spaces like Sarratt 114, Rand 308 or the classrooms in Alumni Hall, Kissam Center or the ESB.  The room should be used As Is or in its default setup.
  • E@V – Book a Meeting or Event >2 weeks **Accepting reservations beginning June 2, 2021**     
    • 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 NEW Community Event Space or the MPRs in Kissam Center or E. Bronson Ingram.  These meetings or events can only be requested a minimum of 2 weeks in advance and up to one year in advance.
  • E@V – Book an Outdoor Space >4 weeks **Accepting reservations beginning June 2, 2021**          
    • 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.

 

Event Checklist

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