Policies & Procedures

All students, staff, and faculty can submit a space reservation request using the EMS Web App.

All non-University external hosts should complete the External Event Request Form and/or contact the Office of Events, Conferences & Support Services to review options and fees for the use of University Facilities.

Space reservation requests are accepted during scheduled booking windows, up to eighteen (18) months in advance, which open on the first Monday in June:

• June 2, 2025 through December 31, 2026
• June 1, 2026 through December 31, 2027
• June 7, 2027 through December 31, 2028
• June 5, 2028 through December 31, 2029

Space reservation requests are not confirmed until all details have been finalized with the Office of Events, Conferences & Support Services. 

Requests must be received no later than three (3) business days before an event, but can be submitted as soon as the booking window opens.

The Office of Events, Conferences & Support Services will make reasonable efforts to accommodate changes to reservations, however, changes are dependent upon the availability of space, staffing, and equipment requested, and may not be available.

Requests for changes submitted less than three (3) business days prior may be subject to a late-notice fee to cover related labor, extra materials, and associated costs, or may be declined.

Please notify ECSS as early as possible if an event is to be canceled to prevent unnecessary labor preparing a space.

Use the EMS Web App to request setup and services needed for your event.

Examples of event setup equipment and services include, but are not limited to:

• Chairs
• Round/Rectangular Tables
• Podium
• Easels
• A-Frame Signage Boards
• Landfill, Recycling & Compost Trash Brutes
• Electrical Equipment (microphones, speakers, power cables, etc.)
• Staging and Risers (limited)
• Catering
• Telecom/Media Support (TMSS)

Observed Holidays

The University observes fifteen days of staff holidays. (Dates subject to change according to the Human Resources’ calendar.)

Events may occur during these dates but are at the discretion of the Office of Events, Conferences & Support Services. Events approved to occur will be limited in availability for food services and other resources.

Final Exam & Study Days

On final exam and study days, meetings and events with student participation are not allowed except with permission from the VP of Student Development and/or the Senior Director of Campus Life. Student organizations may meet on study days, but are limited to one-hour events.

Thanksgiving & Winter Breaks

The University is officially closed for three days of Thanksgiving Break, and for six days of Winter Break. Events will not be scheduled during this time. (Dates subject to change according to the Human Resources’ calendar.)

Fall, Spring & Summer Breaks

Events may occur during this time but there will be limited availability for food services and other resources.

• University Events & Space Reservations Policy
• Tent & Event Equipment Rental Policy
• University Forum Policy
• Outdoor Grill Use Policy
• University Tailgating Policy

• Policy on Space Allocation & Facilities Resources
• Policy for Events with Alcohol on Campus
• Food and Beverage Catering Minimums Policy
• Film and Media Screening Policy
• Policy on Campus Protests and Demonstrations
• Policy on Political Campaign Activities on Campus
• Smoking and Vaping Policy
• Youth Protection Policy
• Policy Prohibiting Firearms on Campus
• Student Code of Conduct

For University-Sponsored and Co-Sponsored events, key distribution for meeting and event spaces is managed by the Center for Student Involvement (CSI), located on the second floor of the Tyler Haynes Commons. Keys may be picked up 24-48 hours before the event and must be returned to CSI within 24 hours after the event concludes. Late or unreturned keys may incur a late or replacement fee. Please note that some event spaces do not require a key for access.

Access Policies

For more information about key and access to University facilities, please refer to the following policies:

• Lock and Key Management Policy
• Electronic Card Access Policy

All tent and event equipment to be rented for an event must be placed through the Office of Events, Conferences & Support Services, who will work with approved vendors to determine the appropriate equipment for your event.

To submit your request, please email ECSS at urevents@richmond.edu. 

Tent & Event Equipment Rentals Policy

For more information about event equipment rentals, please refer to the following policy:

• University Events & Space Reservations Policy

All non-University-sponsored external events held in University facilities are required to obtain and provide a Certificate of Insurance (COI), covering both the event host and the University of Richmond against claims for injury or property loss as a result of participating in an event. COIs must be submitted to the Office of Events, Conferences & Support Services at least two (2) weeks prior to the event.

Non-University-sponsored external event hosts are directed to the TULIP website for a quote. Upon completion of the transaction, you will receive via e-mail a copy of your application and a binder of coverage.

All University-sponsored and Co-Sponsored events fall under the University’s insurance coverage.

To Complete:

• Visit https://tulip.ajgrms.com
• Select Quick Quote
• Select the Entity (institution): University of Richmond
• Click Next and enter the requested information for your event.

The TULIP program has been set to default at the University of Richmond’s minimum requirements and coverage limits.

For more information about Certificates of Insurance, please visit this Risk Management site.

Event planners should first consider on-campus venues to host their events. If an appropriate on-campus space is not available, event planners can request pre-approval to host the event off campus by completing an exception request in Workday.

You can find more details in the accompanying job aid. For more information, please see the University Events and Space Reservations Policy.