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Event Planning Office
Student Engagement and Campus Life
Virginia Polytechnic Institute and State University
2017 – 2018
Advance
Reservation
Request Form
221 Squires Student Center (0138)
Blacksburg, VA 24061
Phone: 540.231.5005 E-mail: [email protected]
Updated 2/13/2017
PLEASE USE THIS FORM TO REQUEST A MAJOR VENUE EVENT FOR THE 2017-2018 YEAR
PLEASE NOTE:
 IF YOU HAVE MULTIPLE REQUESTS, PLEASE SEND ALL OF THE ADVANCE RESERVATION REQUEST FORMS IN THE SAME EMAIL
 INCOMPLETE FORMS AND FORMS WITHOUT SIGNATURES WILL NOT BE PROCESSED
 STUDENT ORGANIZATIONS MAY NOT SCHEDULE EVENTS DURING THE FOLLOWING PERIODS OF THE FALL AND SPRING
SEMESTERS: THE TUESDAY BEFORE READING DAY THROUGH THE END OF EXAMS
 IF YOU HAVE QUESTIONS ABOUT THIS FORM, PLEASE CONTACT THE EVENT PLANNING OFFICE
 THIS FORM SHOULD NOT BE USED FOR LARGE OUTDOOR EVENTS (THE DRILLFILLED/QUADS/PLAZAS/LAWNS).
PLEASE FILL OUT A PUBLIC SPACE FORM: HTTP://CAMPUSLIFE.VT.EDU/ASSETS/DOCS/EP_PUBLICSPACEREQUESTFORM.PDF
[Please Note: These Forms will not be processed until summer 2017]
AS STUDENT ENGAGEMENT AND CAMPUS LIFE SEEKS TO WORK ON THE BETTERMENT OF OUR FACILITIES AND SERVICES WHILE
ALSO WORKING ALONGSIDE THE INSTITUTION TO ENGAGE THE VT SHAPED STUDENT, WE ARE ANNOUNCING THAT IN THE FALL OF
2017, COMMONWEALTH BALLROOM WITHIN SQUIRES STUDENT CENTER WILL UNDERGO SOME MAJOR RENOVATIONS. AS
SUCH, THE SPACE WILL BE OFFLINE FROM SUNDAY OCTOBER 1, 2017 TO A PLANNED OPENING OF MARCH 1, 2018.
WE UNDERSTAND THAT THIS MAY PROVIDE SOME UNEXPECTED DIFFICULTIES WITHIN YOUR MAJOR EVENT PLANNING. WE WISH TO
WORK WITH YOU TO HELP FIND ALTERNATIVE DATES AND/OR VENUES ACROSS CAMPUS. AS YOU CONTINUE YOUR PLANNING FOR
THE NEXT ACADEMIC YEAR, WE SUGGEST THAT YOU CONNECT WITH OTHER MAJOR VENUES ON CAMPUS.
SPONSOR INFORMATION
Student Organization Name / University Department:
Requestor’s Name:
E-mail Address:
Phone Number:
Student Organizations: Requestor must be listed on the organization’s business profile on gobblerconnect.vt.edu
University Departments: Requestor must be a faculty or staff member of the department the request is on behalf of
RESERVATION REQUEST
Event Title:
Detailed Event Description & Purpose:
Does the event require an admission fee, participation fee or donation to attend?
(YES or NO)
Anticipated Number of Event Attendees:
Who is your target audience for this event?
Restricted to the targeted audience only (sponsor and invited guests)
(YES or NO)
Open to all members of the Virginia Tech Campus Community (students, faculty and staff)
Open to the general public
(YES or NO)
If this is a NOT recurring event (Ex. Weekly, Monthly, etc.), please complete:
“SECTION 1”
If this is a recurring event (Ex. Weekly, Monthly, etc.), please complete:
“SECTION 2”
[PLEASE NOTE: You only need to fill out one of the sections
(Either “Section 1” or “Section 2”)]
(YES or NO)
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SECTION 1
Event Date(s) Requested:
Event dates may be requested during the following period: August 15, 2017 – August 10, 2018
1st Choice Event Date(s) :
2nd Choice Event Date(s) :
3rd Choice Event Date(s) :
Space(s) Requested: Choose From: Burruss Auditorium, Commonwealth Ballroom, Old Dominion Ballroom, Colonial Hall, Haymarket
Theatre, GLC Auditorium, or GLC Multipurpose Room (Graduate Student Organizations have priority for reserving the GLC Auditorium and GLC
Multipurpose Room. All other Sponsors will be asked to submit an event overview to the Event Planning Office for an additional approval process)
1st Choice Major Venue:
2nd Choice Major Venue:
3rd Choice Major Venue:
Please list any additional needs, such as setup days, load-in time or rehearsal dates:
Will your event require additional meeting room space?
(YES or NO)
If “YES”, provide details for your additional space needs.
Event Time Requested:
1st Choice for Times:
Access Time:
Event Start Time:
Event End Time:
Exit Time:
(AM or PM)
(AM or PM)
(AM or PM)
(AM or PM)
2nd Choice for Times:
Access Time:
Event Start Time:
Event End Time:
Exit Time:
(AM or PM)
(AM or PM)
(AM or PM)
(AM or PM)
3rd Choice for Times:
Access Time:
Event Start Time:
Event End Time:
Exit Time:
(AM or PM)
(AM or PM)
(AM or PM)
(AM or PM)
Please provide any additional information about your event that you believe will be useful for your
Event Planner Advisors to know:
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SECTION 2
Space(s) Requested: Choose From: Burruss Auditorium, Commonwealth Ballroom, Old Dominion Ballroom, Colonial Hall,
Haymarket Theatre, GLC Auditorium, or GLC Multipurpose Room (Graduate Student Organizations have priority for reserving the GLC
Auditorium and GLC Multipurpose Room. All other Sponsors will be asked to submit an event overview to the Event Planning Office for an additional
approval process)
1st Choice Major Venue:
2nd Choice Major Venue:
3rd Choice Major Venue:
Recurrence Pattern:
Event dates may be requested during the following period: August 15, 2017 – August 10, 2018
o
o
o
o
o
Please enter: Daily, Weekly, or Monthly
What day(s) of the week would you like the event take place:
What is the requested start date for the recurring event:
What is the requested end date for the recurring event:
Please enter: Yes, No, or N/A in the spaces below to indicate whether or not you would like
your event to occur during the following periods:
 Fall Break:
 Thanksgiving Break:
 Spring Break:
Please list any additional needs, such as setup days, load-in time(s) and/or rehearsal dates:
Will your event require additional meeting room space?
(YES or NO)
If “YES”, provide details for your additional space needs.
Event Time Requested:
1st Choice for Times:
Access Time:
Event Start Time:
Event End Time:
Exit Time:
(AM or PM)
(AM or PM)
(AM or PM)
(AM or PM)
2nd Choice for Times:
Access Time:
Event Start Time:
Event End Time:
Exit Time:
(AM or PM)
(AM or PM)
(AM or PM)
(AM or PM)
3rd Choice for Times:
Access Time:
Event Start Time:
Event End Time:
Exit Time:
(AM or PM)
(AM or PM)
(AM or PM)
(AM or PM)
Please provide any additional information about your event that you believe will be useful for your
Event Planner Advisors to know:
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REQUESTOR’S ELECTRONIC SIGNATURE
By entering your name in the box below, you are electronically verifying your identity and certifying that you have read
and understand the following guidelines related to the Advance Reservation process.

Every attempt will be made to fulfill the sponsor’s 1st, 2nd, or 3rd choice for event date, event
time and/or major venue preference. However, given the high demand and limited major venue space available,
this may not always be possible.

Event Sponsors are required to adhere to all Event Planning Office Guidelines, as well as any related University,
local, state and/or national laws relevant to their event
Requestor’s Electronic Signature: