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Reserve a Room

Check room availability!


Procedure for requesting a reservation:

  • Read Procedures for Reserving Meeting and Event Space
  • Accurately complete form below and submit at least 2 weeks prior to event. Events requiring security must have security reserved and paid for 15 business days before the event.
  • Lankford Student Union will make a determination of space availability then will send confirmation paperwork to event planner/contact. When you receive your confirmation, please carefully review to verify that all information is correct.
  • IMPORTANT: Until you receive your confirmation paperwork, your reservation remains tentative and has not been approved.

For questions regarding a reservation you may e-mail us at lankford@longwood.edu

* denotes required field. Please fill out as completely as possible.

Event Description

* *

* *

Setup Time required before event for Client access:

Takedown TimeTime required after event for Client clean-up:


Campus Security may be required for groups larger than 150 participants at a fee of $26/hour/ officer for a minimum of 2 hours.

Location Preferences - For Single Location Events Only


Location Preferences - For Multiple Location Events Only

  Location Date Time In Out

Is This a Recurring Event?


Resource Needs

Audio/Visual And Technology Needs

Please Enter Number Needed in the Fields Below.



Includes: screen, LCD projector, and laptop with CD-Rom and zip drive capabilities

All technology requests must be submitted no later than two weeks prior to the event

Equipment Needs

Please Enter Number Needed in the Fields Below.

Associated fees will be charged to the client for extensive housekeeping needs. These charges are associated with, but not limited to: tarps, overtime, excessive mess, etc.

Food/Beverage Needs

Food/Beverage Needs

ARAMARK is the official caterer of Longwood University. Internal clients may submit their orders via the CaterTrax program, featured on the Catering web site.

Conferences and Scheduling confirms with ARAMARK to insure the event can be catered. The clients is responsible for contacting ARAMARK to select menu, flowers, etc.

All food and beverages, including alcohol, served on University property must be provided by ARAMARK. Spaces reserved in the Dining Hall must have requested food/beverage.

Events serving Alcohol may require a Longwood University Police officer in attendance at a fee of $26/hour/ officer for a minimum of 2 hours

Other Resources

Accessibility Information
Will anyone with disabilities requiring special accommodations be attending?

Music Information

Contact Information



(must be your entire email address; for example, "scheduling@longwood.edu"--submitting only "scheduling" will cause an error and your form will not submit)

Affiliation to Longwood

Please fill out your appropriate information:

Faculty/ Staff

(An account number is required to process any technology needs for University Departments)

Sponsoring Dept/ Student Organization

External Organization/ IndividualBilling Address

Procedures For The Use Of Facilities

  • Your reservation request remains tentative until you have received a confirmation form from the Student Union.
  • Reservation requests must be submitted a minimum of two weeks prior to the event.
  • NOTE: Student Union will reserve available space and resources as requested on the scheduling form. Please be sure you have fully indicated all needs.


When reserving equipment in the Student Union, an Equipment Checkout Form must be filled out in order to use any equipment that is property of the Student Union.