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.
Q: What type of events can be scheduled on the VSU campus?A: 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.
Q: How far in advance may I make a reservation?A: 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. (Event Services does hold the right to determine if an event is considered major.)
Q: Why do reservations need to be made two weeks in advance?A: 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 the Event Set Ups team, extra personnel, etc. All departments and employees need to have ample notification of all aspects of events.
Q: Can students, faculty and staff reserve facilities on campus?A: 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.
Q: Do student organizations have to pay to use campus facilities?A: No, unless the event is a fundraiser, meaning if admission fees, entry fees, donations at the door, etc. are collected. Please see Fundraiser Policies.
Q: Do departments and departmental organizations have to pay to use campus facilities?A: No, unless the department or organization is collecting money for their benefit; if fees are being collected then affiliated facility charges will apply.
Q: Do unaffiliated organizations and businesses have to pay to use campus facilities?A: 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.
Q: Can I request furnishings (tables, chairs, etc.) to go inside of a classroom?A: No. Event Services will not place furnishings inside of a classroom. We will place furnishings outside of a classroom for check-in or food, but these furnishings are NOT to be taken into the classroom.
Q: May I reserve equipment through the Event Services Office and take it off campus?
A: Equipment that belongs to the State of Georgia and Valdosta State University cannot leave campus even if reserved via the Event Services Office. However, certain equipment can be checked out from Media Services for academic related projects.
Q: May I reserve the Woman's Building on Patterson Street?
A: The Woman's Building is not owned by VSU. To make reservations for the Woman's Building, please call (229)-241-8064 or check the website for more information.
Q: Does Event Services schedule academic classes?
A: All academic classes are scheduled through the Office of Academic Affairs. Event Services only schedules events or programs that are not academic classes.
Q: What is an Emergency Reservation Request?A: 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 48 hours notice. The faculty advisor of the student organization must approve the request by calling the Event Services Office prior to the completion of the event contract.
Q: Are outside vendors allowed on campus?A: 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.
Q: Can outside vendors be present at events on campus?A: 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.
Q: Can raffles take place on campus?A: Located on Page 62 in Section N of the Student Handbook.
Q: What steps do organizations follow when they want to have a fundraiser?A: The proper steps are as follows: (1) Complete Fundraiser Request Form located on BlazerLink no later than three (3) weeks in advance of fundraiser event, (2) put in reservation through the R25 system for the tentative date of the fundraiser (3) Complete the Fundraiser Request Form (4) If both the fundraiser request form and reservation request have been approved, you will be notified by the Event Services Office to come sign the Event Contract generated by Event Services. (5) If vendors will be present at the fundraiser event, complete the Vendor Form and collect monies as instructed. (6) The following items should be returned to Student Life no later than two (2) weeks after the fundraiser event: (a) Financial Disbursement Form (b) Vendor Form (if applicable) and (c) Charity Letter. (7) 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.
Q: Can religious events be held on campus?A: Religious events can be held on the VSU campus.
Q: Can VSU alumni reserve facilities on campus?A: VSU Alumni can schedule VSU Alumni functions on campus by coordinating their event with the Alumni Relations Office.
Q: What is considered a "major event" for a University department?
A: 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.
Q: What is considered a "major event" for a Registered Student Organization?A: 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.
Q: Can University departments, registered student organizations, or non-affiliated organizations hold concerts on campus?
Q: Can graduate chapters for student organizations reserve facilities on campus?A: No, graduate chapters cannot reserve campus facilities. Alumni functions must be coordinated with the Alumni Relations Office.
Q: How many Facility Policy Violations can registered student organizations have a semester?A: If a group collects three policy violations within the same semester, the group will lose the privilege to reserve space on campus for the remaining semester and the following semester. All confirmed scheduled reservations will be cancelled the organization will be submitted to the Student Conduct Officer.
Some violations may include fines or charges. The organization will be required to pay all outstanding balances within two weeks after the event. Failure to pay will result in result in the cancellation of all requests and the organization will be submitted to Student Conduct.
Appeals for Policy Violations are first made to the Director (or designee) of the department overseeing the reservation for use of space. Final appeal, if heard, is made to the Vice President (or designee) within the Division overseeing the reservation or use of space.
Q: Where is the General Public Forum Venue on campus and how do I use this space?A: Please use this link to find out further information on the area.