event-sidebar
Event Checklist
Jun. 17, 2025—
Donation Drives
Sep. 27, 2021—Anchorlink Registration Form If you are interested in having a donation drive. Please complete this form via Anchorlink. Location University Housing and Student Centers will permit student organizations to set-up collection boxes at the following locations: Housing Locations: Central Information Desk in each residential area: Warren|Moore, E. Bronson Ingram, Zeppos, Branscomb, Lewis, Hank Ingram, and...
Advertising & Tabling Policies
Mar. 9, 2021—Advertising Marketing Resources for Students Learn about different avenues to promote your event and story to students. Marketing Channels webpage Event Advertising Advertising events before confirmation is prohibited and may result in denial of space use. Print Advertising Only student organizations and University departments may post within the Student Centers. Display boards are available in the...
Reservation Timelines
Aug. 11, 2020—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...
Tabling Policies
Jul. 7, 2020—Information tables may be reserved by Registered Student Organizations and University Departments in designated locations to help promote an event or program. Requests should be made at least 24 hours in advance. Tabling Policies for all locations: Standing reservations are not accepted. The organization making the reservation must be the organization represented at the table....
Animals
Aug. 5, 2019—Animals are not permitted in Student Centers. Exceptions include those who have received approval as emotional support or service animals and Jack the K-9 Officer with VUPS. Please see the Student Handbook for more information regarding Assistance Animals If you would like to host an event with animals, approval from Risk Management will be required....
Conferences
Dec. 12, 2018—Are you hosting a conference at Vanderbilt? Please keep in mind that University and Student Organization rates may not be applicable. For further information or to request a quote please visit https://www.vanderbilt.edu/meetatvanderbilt/.
Safety, Security, and Parking
Nov. 29, 2018—Facility Guidelines Access: Student Centers are for the use of students, faculty, staff, guests of the University, and participants in authorized on-campus activities Capacity: Events exceeding fire capacity must take immediate corrective measures or risk suspension or closure Accountability: ** Vanderbilt reserves the right to refuse or cancel event requests that conflict with the university’s...
Forms and Training
Nov. 20, 2018—Training Event Training for Student Organization Leaders and Advisers Forms Limited Premises Agreement Certificate of Insurance (example) Waivers from Risk Management (Staff member contact information) Fire Pit Form Food Truck Fact Sheet FRC Presentation Template FRC Guidelines Request VUPD at Event Parking Services Event Parking Form Jack the Therapy VUPD Dog Request Chancellor Participation Form...
Anchorlink
Nov. 20, 2018—Vanderbilt Departments & Organizations Once you have reserved your space through Virtual EMS, the next step is to register your event in Anchor Link. NOTE: To create and manage your event in Anchor Link, you must be an officer of your student organization or an administrator of your department’s Anchor Link page. The form...
Co-sponsorship
Nov. 20, 2018—Pricing Plans Different pricing plans are assigned to campus departments and student organizations to best serve our clients and community. To inquire further, please contact Student Centers. Fronting University Departments and registered student organizations shall not use their privileges to access space, resources, or services and “front” for another campus organization, non-university group, or commercial...
Event Ticketing
Nov. 20, 2018—Guidelines for Event Ticketing Only currently registered Vanderbilt Student Organizations & Departments, and designated campus organizations are eligible to establish ticket sales. As of July 2023, all ticket sales are virtual, and Student Centers no longer have physical Box Office locations. Requests for ticketing can be made by filling out this AnchorLink form. Requests must...
Food Trucks
Nov. 20, 2018—Are you planning to serve food and beverages at your event? All food vendors must be approved two weeks prior to the event All food truck vendors must comply with all fire and life safety codes while on campus. Click here for a food truck fact sheet from the National Fire Protection Association (NFPA) Food...
Accessibility
Nov. 20, 2018—Scheduling and Collaborations Please communicate with your Event Manager at least three weeks prior about any particular accommodations your guests may require. Avoid scheduling events during major religious holidays and festivals, and be mindful of the global community Check AnchorLink for upcoming events and Vanderbilt Events Calendar to determine potential conflicts Consider connecting with other...
Films, Performance and Speakers
Nov. 20, 2018—Are you planning to bring a speaker or performance on campus? It’s recommended for some performances or speakers to have security present for the event. Consider hiring Community Service Officers or VUPD through the Special Events Requests Form. Check with the artists or talent coming to campus to ensure their AV equipment needs are met....