Sponsored events and activities: What you need to know

From: University Operations

Hundreds of activities and events are hosted on Virginia Tech’s Blacksburg campus annually. University Policy 5000: University Real Property (Buildings, Grounds, Infrastructure) Usage and Events has been updated to provide guidance and procedures for safely gathering on campus in a manner that positively supports the university’s mission and respects and affirms the rights of others as outlined in Virginia Tech’s Principles of Community. Members of the campus community are responsible for making themselves familiar with the policies, procedures, and guidelines related to the use of the university’s Real Property – facilities, infrastructure, grounds, and public spaces – owned or leased by Virginia Tech.

Please be mindful of the following guidelines, revisions, and clarifications to Policy 5000:

• All events must have a university sponsor. The sponsor must be an officially listed student organization (as defined by University Policy 8010, Classification of Student Organizations), a university department, a university governance entity (as defined by the University Council By-laws), a state employee association, or a university affiliated organization. Non-university groups or organizations must have a university sponsor to hold an event.
• The university sponsor and the university scheduling office(s) will share responsibility for briefing the event director/organizer regarding university policies, emergency procedures, location layout, and ensuring accessibility in emergency situations.
• Sponsored events must be registered in accordance with the provisions outlined in the policy. The university reserves the right to deny the activity or event if the rules for events and use of university Real Property are not met within the specified timeframe(s). Non-registered events taking place on or in university Real Property may be considered a violation of the policy and may be subject to disciplinary action.
• In order to maintain a conducive learning and living environment, amplification is not allowed in and around academic buildings and campus public spaces between 8 a.m. and 5 p.m., Monday through Friday. Amplification in or around residence halls is not permitted during the weekdays or Sunday. (Please read Policy 5000, Section 2.1.2 Amplification for permitted times.)
• Camping on university Real Property is prohibited.
• Overnight (12:00 midnight to 6:00 a.m.) utilization of university Real Property by groups or individuals for an event will not be permitted. This does not include the use of university Real Property that has been wholly or partially designated as a sleeping area such as a residence hall.

Relatedly, Virginia Tech has established enumerated Time, Place, and Manner guidelines regarding the use of its university Real Property and resources. These guidelines are intended to support events in a manner that does not interfere with university functions, negatively impact public safety, or obstruct or damage university Real Property. Non-compliance with Policy 5000 or the time, place, manner guidelines may constitute a violation of university policy and/or applicable state or federal statutes and regulations.

We appreciate your support of these policies and guidelines and your commitment to helping our campus be safe and inclusive for the Virginia Tech community.