For non-student events, please visit the non-student event planning page.

1. Choose a Date:

• Check Master Calendar (Lists all W&L events)
• Check Planning Calendar (Lists other community events including VMI and the Virginia Horse Center)
• Confirm date availability with the appropriate Reservation Contact for the space.  Failure to do so may result in reservation conflict.

2. Reserve a Location/Table:

• On Campus Venue and Capacity List
• Reserve a Table in the Commons

• Complete the Student Event Registration and Use Form. Required for all student events anywhere on campus. This form does not double as a venue reservation form. Make sure to reserve your venue prior to submitting this form!

4. Request Services:

• Facilities Management Services (Requests for tables, chairs, power hook-ups, post-event clean-up services, etc.)
• Swipe-Card Machine Request
• Catering Services
  • Dining Services (You must contact W&L Dining Services before contracting with an outside caterer)
  • Other Caterers
• Alcohol
  • Guidelines for On-Campus Service of Alcohol
  • Questions about Alcohol Policies?
  • ABC Licensed Third Party Vendors
  • List of TIPS Trained Bartenders
• Rent a Vehicle
  • Rent a Van
  • Goff Limo Service (bus, limos, vans)

5. Review Policies and Guidelines:

• Contract Signing Policy for Student Organizations
• Decoration Guidelines

6. Co-sponsoring Your Event

7. Publicize Your Event:

• Post on Master Calendar
• Submit Campus Notice
• Hang a Banner
• Create Posters/Flyers (please allow 4-6 weeks lead time for posters)