Alcohol*

All events where alcohol will be served, whether department or student-sponsored, must be approved in compliance with STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs. Submit the Approval Request for Use of Alcoholic Beverages at least fourteen (14) days prior to the proposed event.

*Note: Any event with alcohol in a Student Affairs-managed space must also submit a Security Request Form.

Alcohol Approval Request

Amplified Sound at an Outdoor Location

Amplified sound cannot exceed more than three (3) hours at a space per day, and is generally limited to the following time periods to not conflict with classes, residential living, or the working environment:

• Friday: 6 pm – 10 pm
• Saturday and Sunday: 10 am – 10 pm

Submit the Amplified Sound Approval request at least fourteen (14) days prior to the proposed event.

Amplified Sound Approval Request

Equipment

Equipment that will need to be plugged in at any Student Affairs space**

Some equipment available through Event Management requires the approval of the Audio Visual Manager. Any A/V equipment provided by the customer or rented from an outside source must also be approved. Customers renting or bringing in sound equipment or lighting must list the amount of power, in watts or amps, required for the safe operation of each piece of equipment to prevent overloading or damaging circuits.

The Equipment Approval form should be submitted directly to the Event Management office at least 21 days prior to the proposed event.

Equipment Approval Form

Security

Security must conduct a security assessment in the following situations:

1. Events where alcohol will be served in Student Affairs-managed spaces
2. Outdoor concerts and other events open to the public
3. Any events ending after midnight
4. Student events where admission or other paper money will be collected
5. Other large events or programs which include security risks or concerns determined by the Event Management Office or the University Police

Event organizers must submit a security request form at least fourteen (14) days in advance. UPD will determine necessary security requirements and costs.

SECURITY REQUEST FORM

Tent or Inflatables**

Tent Permit:  https://ehs.virginia.edu/Fire-Safety-Tents.html

Each form includes instructions for proper submission.

Submit the tent permit at least fourteen (14) days prior to the proposed event.

**Note: Inspection by Facilities Management and/or Environmental Health and Safety is included/required in the approval process. Bounce houses are not allowed.

Temporary Building Permit Form**

Temporary Structures, Stages, and Amusement Devices: Temporary Building Permit Form

Each form includes instructions for proper submission.

Submit the form at least fourteen (14) days prior to the proposed event.

**Note: Inspection by Facilities Management and/or Office of the University Building Official is included/required in the approval process.