Event Planning
What is unique about Virginia Tech event planning?
Event planning is the process of coordinating all aspects of an event. It is essential to follow all university policies and procedures when planning an event using university funds, particularly Education and General (E&G) funds. While event planning may not be part of your regular duties, it’s important to understand and utilize the resources available to you at Virginia Tech.
If event planning is a significant part of your role, we encourage you to register for the Fiscal Training Program to gain a deeper understanding of the policies and procedures related to this activity.
How can I schedule for classroom time?
- Classroom scheduling allocates classroom time for faculty and staff and is coordinated by the University Registrar, who oversees the university timetable
- Department heads, chairs, or designated schedulers submit proposed schedules in response to the Registrar’s call, ensuring alignment with the approved course catalog, scheduling patterns, and interdepartmental needs
- Individual professors coordinate scheduling requests through their department head, chair, or designated scheduler
- Submission of a proposed schedule to the University Registrar
What spaces are available for meetings and events on campus?
Knowing where to look to reserve a space on campus can be a challenge. Below are resources you can use to aid in your search.
- Classroom Audio Visual Services
- Campus Event Services
- Kelly Hall Reservations
- Fiscal Training Room - Gilbert 3003
- Student Success Initiatives
- North End Center and Gilbert Place Meeting Spaces
- HR North End Center rooms and Gilbert Place
- The Inn at Virginia Tech
What guidance is available for entertainment and business meal expenses?
- Entertainment and business meal expenses may be incurred for official university functions, visiting guests, or departmental events and must align with university mission, state policy, and business necessity
- Meals are reimbursable only for overnight travel or when clearly justified as overtime or official business; alcoholic beverages are not allowable
- All meal expenses require prior approval from Accounts Payable (for State funds) and departmental authorization, with itemized receipts and full event documentation including purpose, date, time, location, and attendee roles
To purchase food for your event, you will need to reference these policies and training.
- America To Go Training
- Business Meals and Refreshments
- Food Approval Request System
- Food Approval Request System- Requestor Training
- Rates and Lodging and M&IE
If you need additional information, then reference the Controller’s Office Procedures
What if we need visitor parking?
All university community members must display a valid parking permit, use the ParkMobile app, or pay hourly/daily fees to park on the Blacksburg campus from 7 a.m.–10 p.m., Monday–Friday.
Visitors may park in designated Faculty/Staff, Visitor, or Student lots with a valid Visitor permit, or use metered parking for short-term visits (meters are not free).
Departments hosting large or special events must coordinate parking needs in advance with Parking Services to arrange permits and communications for participants.