SA-4511 Student Facilities Usage and Events

1.0        Purpose

This guideline is a version of the Virginia Tech University Facilities and Usage Policy specific to students in the Doctor of Medicine program at Virginia Tech Carilion School of Medicine (VTCSOM). VTCSOM reserves the right to impose additional restrictions on events that are not consistent with the University Facilities Usage and Event Policy (Policy 5000). 

2.0        Guideline

The Virginia Tech Principles of Community should be adhered to by everyone using VTCSOM facilities. Events being held must meet the requirements of the University Facilities Usage and Event Policy (Policy 5000).

Faculty Advisor(s) must be informed of the event prior to a request being submitted.

This document provides information regarding requirements for student usage of facilities, as well as the official procedure for requests.

The person(s) requesting use of the facility are responsible for ensuring compliance with the maximum room occupancy while using the space during reserved time.

• Café – Maximum Occupancy 69
• Inclusion Center (1 Riverside, 205B) – Maximum Occupancy 15
• Library Conference Room – Maximum Occupancy 8
• M106 – Maximum Occupancy 135 / Tiered Fixed Seats 95
• M114 – Maximum Occupancy 10
• M203 – Maximum Occupancy 224
• M210 – Maximum Occupancy 129 / Chairs 84
• M211 – Maximum Occupancy 60 / Tiered Seats 53
• M332 - Maximum Occupancy 48 / Seats 48

If you are planning an event using M206 or the PBL rooms, place “Reserved” signage on the door indicating the date and time that the room will be used.

3.0        Procedures

The following steps outline the proper procedure for VTCSOM facilities usage for students:

1. Complete and submit the electronic Student Event and Room Request Form.
   1. Name of Club/Organization/Student Interest Group
   2. Organizing Student Leader(s)
   3. Faculty Advisor(s)
   4. Name of Event
   5. Date and Time of Event
   6. How long is the space needed?
   7. Room(s) Requested
   8. VTCSOM Speaker(s)
   9. Guest Speaker(s)
   10. Co-Sponsor(s) if any
2. The Assistant Dean for Student Vitality will notify, via email, the person(s) requesting the space with confirmation or denial of the request(s).
3. Once approval is received, the Student Affairs Manager will enter the event on the room calendar to confirm the reservation, including the person(s) requesting the event on the calendar invite.

4.0        Questions

Questions regarding the Student Facilities Usage and Events Guidelines should be directed to the Office of Student Affairs.

5.0        References

• University Facilities Usage and Event Policy (Policy 5000)
• Student Event and Room Request Form
• Virginia Tech Principles of Community
• Office of Student Affairs
• Assistant Dean for Student Vitality
• Student Affairs Manager

6.0        Approval and Revisions

Approved by Student Affairs