Room Reservations

How do I reserve a room for student organizations?

• General Information
• Room Reservations for Weekends
• Admissions or Entry Fees
• Audio/Visual Services
• Other Room Space

General Information

All student organizations who are registered with the Office of Leadership and Student Organizations in 319 Squires (231-5725) are permitted to schedule meetings and other events in academic classrooms and auditoriums after 5:00 PM during the week and from 7:00 AM - 11:00 PM on weekends.

Room reservation forms are available in our office or requests can be e-mailed to merrittb@vt.edu. Include the following information: name of organization, type of event, and estimated attendance. If you are charging an admission or entry fee, include the following information: name, department, and phone number of faculty advisor (if any), name, address, and phone number of person responsible for the event, name and phone number of the person submitting the request, number of rooms needed, desired location (list several choices), day, date, and time requested (beginning and ending times).

Requests for room reservations should be made at least one week in advance.
Generally, room requests are accepted after Spring break for Fall semester and after Thanksgiving break for Spring semester.

Requests received at least one week before the start of the semester are confirmed on the third day of class.

If security clearances/event approval forms are needed, the representative should check back with our office one week from the date of submittal. (If you send your request by e-mail, it will be confirmed by e-mail. However, security clearance/event approval forms need to be picked up in person.)

Room Reservations for Weekends

Security clearances are needed and will be provided by our office with the confirmation of the room reservation.

These forms should be taken to the dean listed on the security clearance.

If approved, the dean will send the security clearance to the Police department, and they will open and close the building at the times listed. (The student organization will be responsible for getting the security clearance to the Police Department if the security clearance is taken to the Dean less than one week before the event.)

Admissions or Entry Fees

If an admissions or entry fee is charged for the event, an event approval form must be completed in Event Planning, 221 Squires (231-5005), and sent to our office before the room reservation can be confirmed.

Audio/Visual Services

Audio/Visual Services are not provided for student organizations.
However, for certain events such as concerts in large academic auditoriums, Event Planning (231-5005) has technicians that may be hired by the organization to provide audio/visual services.

Other Room Space

Most academic classrooms and auditoriums can be reserved for student organizations.

We do not reserve the following: Johnston Student Center, Squires, Burruss Auditorium, Dining facilities (231-5005), Athletic Facilities (231-6796), Lounges/space in residence halls (231-6204), or Recreational facilities (231-8295).