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Scheduling, Events and Conferences

Policies

Use of facilities must be scheduled and approved prior to the event by the Office of Scheduling, Events and Conferences. Requests for large events must be made a minimum of 30 days in advance. Requests for weekly events must be made no later than 72 hours in advance.

Event Approval

Events held at any and all locations, owned, leased or operated by Christopher Newport University, must be approved in writing by the Office of Scheduling, Events and Conferences. The event sponsor must reserve space in order to hold the event.

All events must have a university sponsor. The sponsor may be a student organization, a university department or affiliated organization. Non-university groups or organizations must have a university sponsor. If your event will involve a group not affiliated with the University, you must submit a written justification that demonstrates a clear connection between the event and a university sponsor. The university sponsor will be the point of contact regarding event support.

All non-university organizations or individuals must contact the Office of Scheduling, Events and Conferences in order to request the use of university space. All bookings to non-university organizations or individuals will include a contract approved by university counsel and must comply with the University’s insurance requirements. The facility use agreement outlines the conditions of use for university facilities.

General Rules for Events and Use of University Facilities

  • Facility users must comply with all applicable health and safety regulations. The University and the commonwealth of Virginia cannot assume liability for possible injury to persons or property resulting from use of a facility or an event.
  • Non-university organizations or individuals must comply with the University’s insurance requirements as stated in the facility use agreement.
  • The University’s alcohol policy regulates the possession and use of alcoholic beverages.
  • The University’s catering policy regulates the possession and use of food and beverages.
  • All trash and equipment used during the event must be removed. Sponsoring organizations will be charged actual costs for any repair and restoration required after events.
  • Events must not impede or block the normal flow of traffic.
  • Vehicles must remain on roadways and park only where legally permitted.
  • Amplified sound is not permitted in and around academic buildings between 8 a.m. and 10 p.m. Monday through Thursday, and 8 a.m. and 6 p.m. on Friday.
  • Except for first-priority activities, no individual or organization should schedule events exceeding a total of 10 hours per week or schedule more than three events per week. Requests for exceptions to this requirement must be submitted to the Office of Scheduling, Events and Conferences at least 30 days in advance of the time period for which the exception is requested.
  • Events involving the use of special equipment or that require construction, such as tents, bonfires, pyrotechnical devices or other devices that may pose a danger to life, limb or property may require permits from local or state officials. All such proposed activities or uses must be made known at the time of application to the Office of Scheduling, Events and Conferences, which will provide guidance on permits. All permits must be obtained before the event is scheduled.
  • Events for non-University organizations or groups must be attended for the duration of the event by a representative from both the on-campus sponsor and the external group(s).

Cancellation of Events

Students, faculty, staff and university-affiliated organizations that cancel more than four events during an academic term will lose the right to reserve space for the remainder of that term.

Non-university groups, organizations and individuals will forfeit all deposits if the following terms are not met:

  • A 30-day notice for the cancellation of an event scheduled to be held between August 16 and May 14.
  • A 60-day notice for the cancellation of an event scheduled to be held between May 15 and August 15.

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