Event Management Handbook

Longwood University  ▪  Office of Conferences and Scheduling

Please click on any topic listed below the headers to read the specific policy.  Any questions or concerns should be directed to Kim Baldwin, Scheduling Manager, at scheduling@longwood.edu or at (434) 395-2228.

Handbook Overview

• Purpose and Objective of the Event Management Handbook

• Office of Conferences and Scheduling Mission Statement

Definitions

• Resource Providers

• Longwood University Community

• Registration Fee

• Business Day

• Facilities

• Requestor

• Scheduling

• Public Space

• Student Organization

• Campus Based

• Sponsored Requestor

• External Requestor

General Regulations on the Use of Longwood University Facilities

• Smoking

• Compliance

• Academic Classes

• Authorization

• Advertising restrictions

• Facilities Requestors Policies

• External or Sponsored Requestors Policies

• Location Change

• Events outside regular operating hours

• Outdoor sound amplification

• Commercial use of Longwood University facilities

• Policy regarding Virginia State Agencies

• Concessions

• Alcohol

• Cancellation of an event and/or resources

• Requesting periodic use

• Movies/films

• Food in academic spaces

• Setup

• LCVA artwork and Longwood University displays

• Decorations

Requestor Process

• Student Organization Requestor

• Campus-Based Requestor

• Sponsored Requestor

• External Requestor

Usage Fees

• Fees

Scheduling Guidelines:  How to Schedule an Event

• Guidelines

Facilities Available for Rental

• Brock Commons

• Lancaster Hall

• Ruffner Hall

• Chichester Science Center

• Computer Labs/Training Rooms

• Conference & Meeting Rooms

• Bedford Art Building

• Hull Education Building

• Jarman Auditorium

• Wygal Music Building (Molnar Recital Hall and the Haga Room)

• Hiner Building

• Grainger Building

• Jeffers Auditorium

• Dorrill Dining Hall (Lee-Grand Dining Room, Nance Room, Lewis Room, The Annex)

• Lankford Hall (Commonwealth Ballroom, Appomattox/Buckingham/Cumberland Room, Amelia Room, Charlotte Room, Nottoway Room)

• Barlow Field

• First Avenue Field

• Iler Field

• Willett Hall

• Lancer Pool

Official Longwood University Policies

• Burning Regulations

• Guidelines for Use of Facilities Policy - 1401

• Lancaster Building Policy - 1402

• Lankford Student Union Policy - 1403

• Advertising and Posting of Flyers - Policy 1001

• Campus Non-Smoking Policy - 5234

• The Emergency Preparedness Plan

Visit the Conferences and Scheduling office online at www.longwood.edu/scheduling

Click here to download the campus map (PDF)