Policies - Scheduling, Events and Conferences - Christopher Newport University

Scheduling, Events and Conferences


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

All non-university organizations or individuals must contact the Office of Scheduling, Events and Conferences in order to request the use and rental 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 and any associated fees. 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. Christopher Newport 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 CNU's insurance requirements as stated in the facility use agreement.
  • CNU's alcohol policy regulates the possession and use of alcoholic beverages.
  • CNU'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.
  • 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.
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