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Use of University facilities by non-University groups and individuals is subject to guidelines below. All events must be compatible with the mission and goals of Southern Virginia University and must be approved.

{expander}Point of Contact

To avoid conflicts, only the event planner should contact the Events Office. The point of contact is appointed by the group or group sponsor. The first person who reserves a date, space or makes a food order is often the point of contact.

{expander}Allowable Facility Rental Dates

Facilities may only be rented on dates and in facilities that do not interfere with the operation of the university. Although highly unlikely, unusual circumstances and major university events may disrupt a reservation made in advance.

Primary rental periods are:

  • Saturdays only during the academic school year
  • Saturdays only during the summer conference period
  • Monday through Saturday during spring break and Christmas break

{expander}The Campus

The Southern Virginia campus cannot be utilized for commercial purposes such as trade shows, bridal fairs or retail sales. Southern Virginia is a smoke and chemical-free campus.

{expander}Cancellations

Rental cancellation must be made no less than 14 business days prior to the event.

{expander}Commercial Vendors

Commercial vendors are prohibited from campus grounds unless contracted by a recognized student organization or a university department or office.

{expander}Decorating

No decorations may be pinned or taped to any painted surface. Decorating ideas should be discussed with the Events Office prior to the event.

No taping, tacking, pinning, gluing, stapling, etc. to the Ballroom walls, surfaces or floors is permitted. Glitter and confetti cannot be used as table decorations. Candles must be enclosed in glass. Luminaries are not allowed inside the space or outside the building. Rice, birdseed or similar items may not be thrown inside or outside the building.

{expander}Event Confirmation

Reservations will not be confirmed until payment has been made, insurance has been verified (if applicable) and all agreements have been signed.

{expander}Liability

The user is liable for all damages excluding normal wear and tear. All persons and organizations using university facilities are expected to leave the facility in the same condition as they found it. Damages incurred will be deducted from the deposit.

{expander}Noise + Behavior

Amplified music may not be played outdoors unless by special permit by the Office of Campus Safety. Amplification will not be approved during time periods which may disrupt the workday, classes or other events. Excessive noise and disruptive or unlawful behavior may result in the Office of Campus Safety closing down the event.

{expander}Weather Backup Plan

In case of inclement weather, a user may hold a space as a backup for outdoor events if the alternative space will accommodate the expected attendance. Contingencies are:

  1. The full rental fee and deposit must be paid in advance for the backup planned space.
  2. If the backup planned space is not used, the user will be billed 50 percent.
  3. If the room is used, the organization or individual will be charged the full rental fee.
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