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Event Management Handbook

Please select a handbook section to read the specific policy (topics covered in each section are outlined below).  Any questions or concerns should be directed to the Scheduling Coordinator at scheduling@longwood.edu or at 434.395.2228.

 

Handbook Overview

  • Purpose and Objective of the Event Management Handbook
  • Office of Conference and Event Services 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
  • Use of University Facilities - Policy 5101
  • Use of Lancaster and Ruffner First Floor Public Space - Policy 5102 
  • Use of Lankford Student Union Public Space - Policy 5103
  • Advertising and Posting of Flyers - Policy 1001
  • Campus Non-Smoking Policy - Policy 5604