Event Planning Resources

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)

2. REGISTER YOUR EVENT

• Complete the Student Event Registration and Use Form (Required for all student events anywhere on campus. This form also doubles as the venue reservation form for the W&L Pavilion, Liberty Hall Ruins, Marketplace, Cannan Green, Cohen Amphitheatre and the Dell.)
• Complete the Fraternity Social Event Registration Forms

3. RESERVE A LOCATION/TABLE

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

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 IMPORTANT POLICIES AND GUIDELINES

• Contract Signing Policy for Student Organizations
• Decoration Guidelines

6. CONSIDER 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)