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Student Centers

  2. Reservation Guidelines

Reservation Guidelines

Events may load in as early as 6:00 AM and have until 12:00 AM to load out (Coordinate with Event Manager) . For more information on building hours, please visit Hours of Operation.Ìý

äçÐÄvlogÃâ·ÑBÕ¾-Wide Events Priority: Events like Commencement, Homecoming/Reunion, Common VU, and Family Weekend take precedence

Event Planning: Consult the äçÐÄvlogÃâ·ÑBÕ¾ Calendar and Anchorlink Calendar to avoid conflicts.Ìý

Reservation Requests:Ìý

Reservation and Events has the authority to coordinate meeting and event spaces with Student CentersÌý

  • Can assist in reserving academic spaces- tentative until the registrar confirms class schedulesÌý
  • Event space reservations must be made 4 weeks in advanceÌý
  • Meeting Spaces at least 24 hours
  • Student Organization request must be made by the groups designated officer Ìý
  • Group study or projects, students should book study rooms in the Library (fix and insert link here)

Online Reservations: to check space availability and submit request 24 hours a dayÌýÌý

** Student Centers reserve rights to limit the number of standing reservations, assign spaces, reassign facilities, etc as deemed necessaryÌý

Standing Reservations:ÌýÌý

  • Limitations: 2 recurring reservations per student organization per year, subject to space availability. Applicable to meeting and rehearsal spaces only. Ìý

Reservation Priority:

  • Order of Request: Based on the order received, with consideration for group size, setup needs, and space availability. Reassignments may occur to maximize space use.Ìý

Fronting Policy:

  • Departments and student organizations cannot use their privileges to front for non-university groups or commercial entities. Violations result in adjusted fees.Ìý

Guidelines For Meetings & Spaces

Compliance:

  • All groups using Student Center spaces must follow äçÐÄvlogÃâ·ÑBÕ¾ and Student Center policies, as well as local, state, and federal laws. Violations may result in the loss of scheduling privileges.Ìý

Event Arrangement: 

  • Once a room is reserved, groups can arrange for food & beverage services, audio-visual needs, and other requirements.Ìý

Room Configuration:

  • Student Centers manage all event set-ups, tear-downs, and housekeepingÌý
  •  Room configuration details should be provided at least seven days in advanceÌý

Audio-Visual Equipment:

  • In-house AV equipment is availableÌý
  •  Arrangements must be finalized two weeks prior for event spaces and five days prior for meeting spacesÌý
  •  External AV equipment is not allowed without approvalÌý

Sound Amplification:

  • Sound amplification equipment is restricted to specified areas and may require a technicianÌý
  • Exceptions must be approved by the Director of Student CentersÌý

Capacity:

  • Events exceeding fire capacity must take immediate corrective measures or risk suspension or closureÌý

Accountability: Ìý

** Vanderbilt reserves the right to refuse or cancel event requests that conflict with the university’s mission or present safety concernsÌý

  • The sponsoring group is accountable for participants’ actions and must comply with all relevant laws (add link toÌýSafety, Security, and Parking)