Be our guest: Host an event on campus with the Office of the University Building Official
From: The Division of Facilities
Have an event idea that you want to bring to life on the Blacksburg campus?
Here’s everything you need to know to bring your vision to life and create a safe environment for participants:
Reserve your space
The event host will need to first coordinate with the department that manages the space where they want to host an event. Departments have different requirements for how to reserve a space so the host will need to reach out to the respective department. After working with the department to reserve a space, the host should engage the Office of the University Building Official.
Complete a UBO Temporary Permit application
An application request for review/permit is required for consideration. These are submitted through the HokieServ Ready Request portal.
In the ReADY Request portal the host will complete the UBO Temporary Permits application. Applications should be submitted at least 30 days before an event.
The application will include five major items:
- Site map
- Floor plan layout
- Vendor contact information
- Equipment installation instructions (or engineered drawings)
- Day of event, on-site event host contact information
Site map shows where on campus the event will occur with the location of each item identified. The host should mark approximate distances to nearby buildings, trees, sidewalks and other structures. A basic campus map or Google Earth image with items drawn in is sufficient.
Floor plan layout will identify how tables, chairs, stages, and lighting will be positioned underneath a tent. Emergency pathways (egress) and spacing for safe exits will also need to be identified.
Vendor contact information will include name, phone, and email of the company for the Office of the University Building Official contact.
Equipment installation instructions will be provided by the vendor and will show how the equipment must be assembled and secured for safe use. This includes inflatables, generators, stages and amusement rides.
The on-site event host will be the point person who is on-site the day of the event. This is who will be available when the Office of the University Building Official completes inspections. Be sure to include mobile phone number for any day-of questions.
What’s next
Once the application is complete the Office of the University Building Official will review the provided information and request any additional details, if needed. An approved permit is issued directly to the applicant by email upon completion.
Prior to event start, a member of the UBO’s office team will be out to inspect assembly of the generators, inflatables, stages, and other structures.
Hosts should reach out to the Office of the University Building Official at UBO-PTMP@vt.edu with any questions or assistance.
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