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Frequently Asked Questions

If you have a question that is not on the list, please call our office at (229) 333-5998, so we may assist you.

  1. May I reserve equipment through the Event Services Office and take it off campus? Equipment that belongs to the State of Georgia and Valdosta State University cannot leave campus though reservations or rentals in the Event Services Office. This applies for everyone: off campus users, employees, student organizations and departments. However, certain equipment can be checked out from Media Services for academic related projects.
  2. May I reserve the Woman's Building on Patterson Street? The Woman's Building is not owned by VSU. To make reservations for the Woman's Building, please call Pam Officer at (229)-241-1205 or lofficer@mchsi.com
  3. For all events on campus, do I have to use VSU Catering? According to policy, all events that have any type of food or beverage need to be arranged through VSU Catering. They are located in the north end of the University Center next to Event Services or their phone number is (229) 259-5510.
  4. How far in advance may I make a reservation? Student organizations can make reservations up to one semester in advance for events. Off campus users are allowed to make reservations three (3) months before their event date. Major events can be made no more than two (2) years in advance for a department and one year for student organizations. (Event Services does hold the right to determine if an event is considered major.)
  5. Why do reservations need to be made two weeks in advance? It is necessary for reservations to be made two weeks in advance for the proper paperwork to be completed. Some events may need deliveries from Plant Operations, extra personnel, etc. All departments and employees need to have ample notification of all aspects of events.
  6. Does Event Services schedule academic classes? All academic classes are scheduled through the Office of Academic Affairs. Event Services only schedules events or programs that are not academic classes.
  7. What is an Emergency Reservation Request? An Emergency Reservation Request is a request that is a true emergency such as a last minute meeting; it cannot be a social event or a fundraiser. Two (2) emergency reservations are allowed per semester for each student organization, provided there is adequate time for the reservations staff to process the request and notify appropriate departments. Emergency requests will not be accepted with less than 24 hours notice. The faculty advisor of the student organization must approve the request be calling the Event Services Office prior to the completion of the event contract. Poor planning does not constitute an emergency.
  8. Are outside vendors allowed on campus? Outside vendors are not allowed to solicit on campus. Student Life holds "The Happening" each fall semester, inviting outside vendors to the campus. For more information on this event, please contact the Student Life Office at (229) 333-5674.
  9. Can outside vendors be present at events on campus? Outside vendors can be present at events on campus only if Auxiliary Services gives prior approval. Upon approval, it is the responsibility of the sponsoring organization to make sure that a Vendor Form is completed following the event and returned to Event Services. Sales tax and 20% of gross sales will be collected upon the completion of the event.
  10. Can raffles take place on campus? Locatedon Page 56 in Section N of the Student Handbook. Fund Raising & Raffles Valdosta State University recognizes the need for
    registered student organizations to independently raise money in order to augment their abilities to sponsor activities
    and events. All fund-raisers must be approved, reviewed,authorized and sanctioned through the Events Services
    Office in the University Center. When planning a fund-raiser or a raffle, please bear in mind the following guidelines:
    1. All fund-raisers must be sponsored by a registered student
    organization and must be reviewed and approved through
    the Events Services Office in the University Center at least
    3 weeks prior to the event.
    2. Fund raising projects may be held on or off campus but
    approval of these locations are required. Fundraisers are
    limited to one day in length, unless an extension is
    approved.
    3. Students and Student Organizations are prohibited from
    acting as agents for non-university affiliated enterprises.
    I n other words, members of a student organization may
    not sell items or services for an outside company in return
    for financial compensation.
    4. Dances, concerts, variety shows, or similar fund-raising
    projects must have approval of the Events Services Office
    in the University Center.
    5. Fund-raisers and raffles which involve the hiring, “renting,”
    or “purchasing” of human beings for unspecified tasks
    will not be approved. These practices have the potential
    to violate the basic rights of those involved and by nature
    are demeaning to participants.
    6. Door to door sales and solicitation are prohibited.
    7. The selling of magazines, phone cards and distribution of
    credit card information is not allowed on the Valdosta
    State University campus.
  11. What steps do organizations follow when they want to have a fundraiser? The proper steps are as follows: (1) Complete Facility Request Form in Event Services no later than three (3) weeks in advance of fundraiser event. (2) Meet with the Events Coordinator to reserve the tentative date for the fundraiser. (3) Complete the Fundraiser Request Form. (4) Make an appointment two (2) weeks in advance of your event for you and your organization's advisor to meet with the Events Coordinator to discuss details and finalize the fundraiser event. You will be expected to return the complete Fundraiser Request Form at this time. (5) Sign the Facility Rental Contract or Event Contract generated by Event Services. Deposits will be due at this time. (6) If vendors will be present at the fundraiser event, complete the Vendor Form and collect monies as instructed. (7) The following items should be returned to Event Services no later than two (2) weeks after the fundraiser event: (a) Financial Disbursement Form (b) Vendor Form (if applicable) and (c) Charity Letter. (8) If after three weeks of the event, if the above items mentioned in #7 have not been returned to Event Services, then your organization will be charged full rental for the event.
  12. Can religious events be held on campus? Religious events can be held on the VSU campus; however, church services cannot be accommodated.
  13. Can VSU alumni reserve facilities on campus? VSU Alumni can schedule VSU Alumni functions on campus by coordinating their event with the Alumni Relations Office.
  14. Can students, faculty and staff reserve facilities on campus? VSU students, faculty and staff cannot reserve facilities for their personal use (weddings, showers, birthday parties, non-affiliated organizations, etc.). VSU students can make reservations as a delegate for their registered student organization. Faculty can make reservations for departmental needs, VSU-affiliated organizations, as advisors for registered student organizations, and other VSU academic activities. Staff can make reservations for departmental needs, VSU-affiliated organizations, as advisors for registered student organizations, and other VSU activities. 
  15. What type of events can be scheduled on the VSU campus? VSU is committed to providing adequate facilities for programs that are educational in nature, in a manner consistent with the educational goals and mission of the University; as a community partner, the University also supports the need for public service events. Events not acceptable are weddings/receptions, showers, birthday parties, family reunions, non-affiliated holiday parties, non-affiliated repetitive meetings/luncheons, solicitation seminars/programs, or other events deemed not in the best interest of the University.
  16. What is considered a "major event" for a University department? Major University events are considered to be events that require months of pre-planning and involvement from many University departments (detailed setups, custodial, security, catering, parking, audio visual, etc.). These events may include commencement activities, admission events, orientations sessions, University-wide celebrations, and conferences. University departments may request reservations for major campus events up to two (2) years in advance with prior approval from Event Services.
  17. What is considered a "major event" for a Registered Student Organization? Major events are considered to be events that require months of pre-planning and involvement from many University departments (detailed setups, custodial, security, catering, parking, audio visual, etc.). These events may include events, musical events with DJ's or bands present, guest speakers, etc.). Registered student organizations may request reservations for major campus events up to one (1) year in advance with prior approval from Event Services.
  18. Can University departments, registered student organizations, or non-affiliated organizations hold concerts on campus? No. The only organization approved by the University to conduct concerts on campus is the Campus Activities Board in conjunction with the Student Life Office. 
  19. Can graduate chapters for student organizations reserve facilities on campus? No, graduate chapters cannot reserve campus facilities. Alumni functions must be coordinated with the Alumni Relations Office.
  20. How many Facility Policy Violations can registered student organizations have a semester? Registered Student Organizations are allowed two (2) facility policy violations a semester; at the time of the third (3rd) violation, the student organization will have all facility reservations cancelled for the remainder of the semester. Depending on the severity of the violation, facility usage privileges may be revoked immediately. Examples of facility policy violations are: failure to cancel a facility reservation or "no show", failure to turn in appropriate forms due after the event, failure to pay outstanding bills from past events, misuse, vandalism, defacing and/or destruction of University property, and failure to abide by the Facilities Usage Guidelines Manual.
  21. Do student organizations have to pay to use campus facilities? No, unless the event is a fundraiser, meaning if admission fees, entry fees, donations at the door, etc. are collected. Please see Fundraiser Policies.
  22. Do departments and departmental organizations have to pay to use campus facilities? No, unless the department or organization is collecting money for their benefit; if fees are being collected then affiliated facility changes will apply.
  23. Do unaffiliated organizations and businesses have to pay to use campus facilities? Yes, all unaffiliated organizations and businesses outside of the University must pay facility usage fees. A breakdown of fees can be found in the Facilities Usage Guideline Manual.
  24. Where is the General Public Forum Venue on campus and how do I use this space? Please use this link to find out further information on the area.
  25. What is the difference between Event Services and Special Events? Event Services schedules all University facilities, coordinating with campus departments for setups, audio visual support, Catering, parking, security, and other special needs. Special Events plans events such as graduation, honors day, and other large campus events.