RESIDENTIAL LIFE AND HOUSING

Residential Life and Housing maintains a variety of community and green spaces at our residence halls.  The community building programming efforts of Residential Life and Housing take priority for residential usage of these spaces. However, these spaces can also be reserved for university related events or meetings. All reservations for residence hall spaces must also follow the VCU Reservation & Use of Space policy.

There are also classrooms located within the residential facilities.  VCU leases these classrooms for the primary purpose of hosting for-credit academic courses, but these spaces may be reserved for other appropriate uses when available. Priority will be given to Residential Life and Housing sponsored activities.  All classroom reservations are scheduled outside of Residential Life and Housing through Virtual EMS. 

Potential users must be a current resident, faculty, or staff of VCU in order to utilize and reserve spaces or classrooms.  Reservations may only be a one-time request as Residential Life and Housing is unable to accommodate recurring meetings. The area housing offices are open Monday-Friday 8 a.m.-5 p.m.; if booking an event outside of these hours, there may not be staff to help with logistics. 

To reserve a Residential Life and Housing space

• Reservations must be made three weeks in advance of the event
• Contact the residence hall area Administrative Assistant with date and time inquiry
• Have the following information prepared: Department/Organization,Department/Organization’s index code, Contact information, Name of event, Type of event, Time frame of event, Estimated number of attendees and Catering information
• If available and approved, a calendar invitation will be sent to the email of the organizer.
• Reservations will not be considered “approved” until the potential user receives the calendar invite for the space.
• Residential Life and Housing reserves the right to deny a meeting and/or event request if it is determined that Residential Life and Housing cannot programmatically or operationally accommodate the meeting and/or event.

Cancellation

• All potential users must contact the residence hall area Administrative Assistant to cancel their meeting or event. Notification to other staff is not sufficient.
• All meeting requests and/or reservations must be canceled a minimum of three (3) business days prior to the meeting date.

Residential Life and Housing requires for all Departments/Organizations to follow these guidelines when using a space within Residential Life and Housing:

• All University policies and Residential Life and Housing policies and regulations must be followed
• This is a residence hall that houses students year-round: due to security concerns, access will be restricted to the central part of the building. All areas beyond the information desk, through the side doors, and above the first floor is off-limits to non-residential students
• Users should be courteous of other meetings and/or events occurring in the residence halls.  Noise levels must not interfere with other meetings, events, or residents
• If a space or time conflict arises with a Residential Life and Housing meeting and/or event, the users will be asked to adjust the reservation. If this should happen, Residential Life and Housing will try to give as much advance notice as possible
• When scheduling a reservation, consider setup and breakdown time. The space will only be available during the times requested so as to be considerate of other reservations;
• Be aware of how the original space is set up and ensure all tables, chairs, etc. are put back in the original set-up
• The residence halls will be locked during non-business hours (M-F 5pm-8am and 24 hours a day on weekends). If events are outside of business hours, it is necessary to be buzzed in by a Desk Assistant at the information desk.  Users must check in at the information desk before proceeding to the reserved space
• Users must be present to meet licensed food service providers for catering delivery/pick-up
• Anytime a potential user requests an outdoor space, the potential user should also request an indoor location for the event in case of rain
• Catering and/or any type of refreshments must be thrown away in the proper trash receptacles. Residential Life and Housing reserves the right to submit a cleaning request into QuikFM following the event if the space is not properly cleaned, and any applicable charges will be billed to the hosting department or organization’s index code;
• Alcohol is prohibited in all residence hall common and green spaces;
• Many spaces are smart technology rooms and anyone reserving the classrooms are welcome to use the technological features of the spaces. All technology must be turned off after use. Residential Life and Housing does not provide IT support. Contact the IT Support Center 804-828-2227 for assistance if there are any issues
• Dry erase boards may be available for use in some spaces; however, supplies for dry erase boards are not provided by Residential Life and Housing. All boards must be cleaned after use
• There are dividers in some spaces to divide the rooms.  Do not attempt to operate these dividers unless been trained to do so.  Unauthorized use of dividers may result in repair costs charged to the department or organization
• Be aware that any damages to classrooms, equipment, or furniture will result in fees charged to the department or organization who reserved the space
• In the case of an emergency, speak with the Information Desk or contact one of the following numbers: Emergency Facilities 804-828-9444, VCU PD - Emergency 804-828-1234 or Non-emergency 804-828-1196 

How to Sign-up for a Move-out time slot