Regent’s goal as a university is to manage room scheduling and other resources as they pertain to the university budget, mission, and vision. Regent University schools, departments, and centers, as well as Christian Broadcasting Network (CBN) should begin the event* request process by submitting the appropriate form in Astra to request and receive approval for their event on the Regent campus.

*An event is defined as a gathering that includes one or more of the following:

Is held in a Regent University space.
Encompasses any number of participants and/or guest speakers from inside or outside the university.
Requires promotion beyond standard communication channels (i.e. email).
Requires the joint planning of any number of Regent support departments such as Media Services, Scheduling, Purchasing, Maintenance/Housekeeping, Ordinary, House Managers, Campus Police.
Requires the management of host department staff to coordinate various elements.

For special guest speakers in an academic class, the dean/Vice-President must be aware and approve of the speaker internally. If the class speaker is alumni, Alumni Relations must be notified in advance. All events with VIP guests or guest speakers must name the speaker in the Special Event Request & Approval (SERA) form for consideration. NOTE: Student organizations have a separate process for approving guest speakers in student org events and meetings.

Timeline for Submitting Request Forms:

Internal Meetings/Simple Meetings/Simple Events (no food or other support) in conference rooms or classrooms: 1-3 days in advance. You may submit the Classroom Request Form – Simple Meetings or the Conference Room / Computer Lab Form – Simple Meetings.
All Other Events: Submit the Special Event Request & Approval (SERA) form plus all support dept. request forms not less than 3 months prior to the proposed date of the event; give additional time for detailed/large/VIP events requiring multiple spaces and multiple support departments.
Approval is required for all Regent and CBN events falling within the definition above.

Approval is required for all Regent-Hosted Outside Group events. These are events that are not Regent events, but instead are events held by an outside group on the Regent campus and are hosted/overseen/coordinated by a Regent school, department, or center. See here for information about classifying the event. See here for Policy for Regent-Hosted Outside Group Events.

Pending completion of the course schedule for the given term, your request will be placed in a Tentative status.

When the event has been approved and the space has been officially reserved, you will receive an email that your request is Approved & Confirmed.

Events falling under the criteria above will be processed according to the following steps:

Forwarded to the appropriate Dean/Dept. head and Vice-President of the requesting dept. for approval/authorization. For CBN events, it will be forwarded to Regent’s Executive Vice President of Finance and Administration for consideration.
Confirmed that the desired space(s) is available.
Forwarded to the support departments to ensure the ability to support. Approval will be pending receipt of all support department forms for full consideration.
If additional information is required, approval will be pending until all information is received and considered.
After all support departments have approved the event and the space has been officially reserved, you will receive an email that your request is Approved & Confirmed.

If you have questions about the forms or definitions, contact Administrative Services/Scheduling – scheduling@regent.edu.

Astra Scheduling System

Regent University utilizes a program called Astra for scheduling all classes, meetings, and events on the Regent campus (including the theatre spaces). This program can be found on the Regent website in various locations, and there are multiple forms to assist students, faculty, staff, and outside groups desiring to reserve campus space.

To view the available forms and choose the one you need:

Access the Astra Home Page here.
Click once on the “Sign In” link at the top right of the page; log in with your MyRegent login and password. Your MyRegent ID will show at the top right of the page.
Now click once on the “Events” tab at top, then when the drop-down list appears, click once on “Request Event”.
The box for the “Event Request Wizard” will appear; click once on the drop-down arrow and the forms will be visible.
You can click once on the name of the form you wish to use, then click the “Next” box. The form will open.
If you are unable to sign into the program, click on the “Request Event” dropdown menu (just above the events listing on the left side of the Home Page) and choose the “Astra System Registration” form to register to use the system. You will be manually registered into the system by the scheduling office and after receiving a confirmation email, you will be able to request rooms for meetings and events.

List of Current Forms:

Astra System Registration: for new users who need to be registered so they can log into the system for regular usage and to see our internal calendar.
Classroom Request Form – Simple Meetings: for regular users who need a classroom for a simple meeting with no support.
Conference Room Request Form – Simple Meetings: for regular users who need a conference room for a simple meeting with no support.
Events Calendar – Updates/Edits: for regular users who need to submit an event to the online events calendar which does not include a room on campus, or needs to edit a listing currently on the events calendar, or needs to request an existing event reservation be published to the events calendar.
Room Request Form – All Spaces/All Events: for regular users who need event support and desire a special event room. All campus spaces including classrooms can be requested via this form.
Students & Student Organizations – Room Requests: For students with various room request needs, including film students. Specific instructions are listed for all categories of student or student organization needs; students are directed to the appropriate form or office or they can send a question at the bottom of the form.
University Space – Outside Group Facility Rentals: For outside groups to request rental space for events or meetings, this inquiry form will be located on our facility rentals page with preliminary questions and information about our timeline for outside group events.

Attire: Representing Regent University

Proper attire is required for all personnel assisting with university events. Employees and students assisting with events are representatives of the university to every guest we meet. All staff should be mindful of the importance of maintaining a professional image through personal appearance, and dress in professional business attire.

For more informal events, and some student events, business casual attire which is comfortable yet professional and neat, is expected. Extremely casual attire such as jeans, shorts, tank tops, casual flip-flops, or athletic attire is only acceptable for certain events which are geared completely to students (i.e. COGS Springfest, annual Chilibowl game).

Nametags are suggested for events with many guests who are not acquainted. There is a Regent logo nametag that many of the Regent staff purchase, if they will be a part of upscale events or recruiting events.

Amplified Sound Policy

When classes or exams are occurring in RH 107 and 112, music in the moot courtroom will be limited to acoustic guitar and keyboard only with limited amplified vocals. Drums or other percussion will not be permitted. It is expected that for most events this will not exceed fifteen minutes of music time. Soft background music by CD is acceptable. This same policy shall apply to events in the Library during finals and accompanying study periods.

The doors to the moot courtroom must be closed when music is being played and/or sung in the moot courtroom.

Warm-ups for all events with music in the moot courtroom throughout the school year will be acoustic only with no drums, unless it has been established that there are no classes being held in RH 107 and 112 during that time. Media Services personnel can establish sound levels for the full musical group at the end of the warm-up period, 10 minutes prior to the start of the event.

Throughout the school year, amplified sound can be used on a limited basis in Robertson Hall and the Library. Under no circumstances will events with amplified sound be scheduled in Robertson Hall or the Library during the reading period or finals week.

Classroom events and meetings which have the potential for disturbing surrounding classrooms will be considered and scheduled into appropriate spaces away from other groups.

Animals at Events Policy

Occasionally small animals may be desired for low-key events on campus. Due to the potential for issues and risk involved when introducing animals into a group of event guests, the following procedure will be followed:

Experienced professionals, such as the SPCA or the like, should be used.
Hosting department, school, or student organization must advertise in marketing material that animals will be in attendance.
Hosting department must send the company/organization supplying the animals an email/memo stating Regent’s expectations (i.e. that they expect the animals to be well-behaved, that their handler will clean up after them, and that the group is responsible for any damage).
Hosting department will clearly post notices at the event location on the date of the event to make sure all guests arriving at the event are aware that animals are present.

Any questions regarding this policy may be directed to the office of Administrative Services. The university’s specific policies about service animals, and prohibiting pets in all university buildings, shall still apply. See the Employee Handbook and the Student Handbook for further information.

Regent Chapel Baptismal Policy

The Regent Chapel has a small, immersion baptismal that may be used for baptism services in the work of confirming the commitment of believers to Christ. The baptismal must stay in the chapel sanctuary and may be used by Regent University, CBN, and outside groups when renting the chapel sanctuary. All requests to use the baptismal must be received at least two (2) weeks in advance of the event. A charge of four (4) man-hours ($120.00) will be assessed per usage to all groups using the baptismal to cover labor and water.

Only Christian baptisms are authorized in Regent Chapel. Groups may choose a minister of their choice, provided he/she is a licensed/ordained Christian minister performing a Christian baptism ceremony. The minister must contact Regent University Director of Campus Ministries at ministry@regent.edu, at least two (2) weeks in advance of the event to discuss appropriate protocol.

Groups desiring to use the baptismal must request the same in writing via the Room Request Form (All Events + Non-Simple Meetings) (for Regent groups) or the Facility Use Application (for outside groups renting the chapel). The requesting organization shall assume full responsibility for any and all damage to the equipment or floor during use. The requesting organization must provide necessary robes and other essential equipment needed to conduct the baptismal service.

The requesting organization must abide by the Regent University Christian Community and Mission Policy and Statement of Faith. Use of the Regent University baptismal is at the discretion of the university.

BLOOD DRIVE POLICY

As of March 2019, all on-campus blood drive events must take place using bloodmobiles. Blood drives may not take place within Regent buildings, including classrooms or special event spaces. The blood donation center is responsible for providing the vehicle(s) (usually a bus or a large van) equipped with everything necessary for a blood donation procedure. The blood drive representative and Regent organizer are expected to plan the drive together, establishing mutual goals based on the size of the group and how many people are expected to donate. It is the Regent organizer’s responsibility to communicate all Regent policies and event details to the blood donation center.

Preferred locations for bloodmobile vehicle setup are the COM parking lot or Classroom Building parking lot, but event location is subject to approval from the scheduling office. For schools/depts./centers wanting to host a blood drive, first complete a Special Event Approval Form (SEAF). Submit to Academic Affairs to receive approval for event. Student organizations wanting to host a blood drive must first complete an On-Campus Event Application.

Bonfires/Campfires

In general, bonfires and campfires are not permitted on Regent University property due to the risk of fire damage. Exceptions may be granted for university-sponsored special events if approved and permitted by the local fire department. See the Outdoor Events Policy for more information.

Building Hours

During the fall and spring semesters the Library Building, Chapel, Robertson Hall, and Communication Building are open from 7 a.m. to midnight.

The Administration Building, Classroom Building, and Divinity Building are open Monday through Friday from 7:00 a.m. to 10:00 p.m.; Saturday and Sunday 7:00 a.m. to 5:00 p.m.

During the summer, all doors will be on an abbreviated schedule.

Doors will automatically lock at the programmed time. If there is a need to be in the building after hours for your event, contact Administrative Services to request before- or after-hours access during your event and/or set-up. An ID keycard will be required. They can also set the doors to unlock earlier than scheduled times, if warranted.

Campus Map

Regent University's most up-to-date campus map is located here. This map matches the many directory signs that are available throughout the campus. Event coordinators should email the campus map to visitors, instructing them to park in Lot L, the main visitor parking lot. It is the responsibility of the event coordinator to ensure off-campus visitors are well-informed about the best entrance (Regent University Drive entrance or Centerville Turnpike entrance), parking lot (Lot L is the main visitor parking lot) and building location (all buildings are marked by number on the campus map).

Campus Police

The CBN/RCPD (CBN/Regent Campus Police Department) exists to serve and protect the campus community by providing a safe environment that advances the mission of Regent University in providing excellent graduate and undergraduate education, from a global, biblical perspective in pivotal professions to equip Christian leaders to change the world, and to be a leading center of Christian thought and action.

For a medical emergency, contact 911 immediately.
For a security emergency, call 757.226.2911 or 757.226.2075, option 1, immediately.
For a non-emergency request, call 757.226.2075, option 2.
If a fire alarm sounds during an event, ushers and/or event coordinators are to prop interior doors open immediately. Attendees should be directed to the nearest exits. Elevator use is not permitted; stairwells must be used. Event coordinators are responsible for insuring all guests are safely accompanied outdoors to the nearest muster station.

It is expected that each event coordinator will complete the Request for Police Service form to inform our Campus Police about their event, whether it warrants police support or not. The campus police department must be informed about all events that meet any of the following criteria:

More than 30 people, or fewer if VIP guests.
Guests or guest speakers of a political or controversial nature, or holding a high public office.
Events which anticipate or are marketed to the public.
Events late at night or outside normal hours.
Requests involving after-hours use of facilities, or requiring access outside normal hours of operation.
Events involving juveniles on campus.
Events with potential for high risk activity, i.e. bonfire/campfire.

For any questions regarding Campus Police involvement, please contact CBN/Regent Campus Police Communications Center at 757.226.2075, option 2, and request to speak with Lt. Oliver.

Candles/Glitter/Confetti

Candles, glitter, confetti, sand and similar materials are not permitted. This includes decorations with glitter, as these are known to shed and create a mess that is difficult to remove with repeated sweeping/vacuuming. An additional minimum housekeeping fee of $50 will be charged for noncompliance.

Catering Policy

The complete catering policy is located on the website.

Ordinary

The Regent Ordinary is a food court style restaurant located in the Student Center. The restaurant serves an assortment of breakfast, lunch and dinner items as well as a rotating menu that changes each day of the week. Regent Ordinary is available to cater your event with meals or refreshments, both in the Ordinary rooms and in other rooms on campus. Totals for Regent events can be charged through interdepartmental funds transfer.

Catered functions may utilize the items from the Ordinary Catering Menu. The Ordinary can meet your small office or banquet sized catering needs. Click on the following link for more information on the Regent Ordinary. To reach the Ordinary, call 757.352.4924 or email here.

Please be advised: Due to health regulations, the Ordinary will remove all remaining food after the catered meal. If your event in the Ordinary is held during business hours, you will not be required to clean up after the event. After hours, you will be required to clean the floors and take all trash to the dumpster.

The Regent Ordinary dining facility is closed on Saturday and Sunday, but may be able to cater your group events held during weekends. Completing the Catering Request form is required of all events utilizing Regent budgeted funds, regardless if the event date falls on a weekday or a weekend day.

Food buffet and/or beverage tables may be required. Event coordinators should first confirm with Ordinary staff the exact number of tables and linens needed based on the catering order. Second, complete the university Set UP Form, so that these items can be added to the Ordinary space. There are existing table for seating. The Ordinary dining table measurements are listed below:

Dining Table Dimensions

Round tables - 54" diameter
Square tables - 36" X 36"

The Regent Ordinary is often able to supply ice for your event, since they have a large ice machine. Call 757.352.4924 to inquire.

Founders Inn and Spa

The university-owned Founders Inn and Spa, located on the Regent campus, is an upscale hotel and resort suitable for any of your school's or department's conference, banquet, or reception planning needs. If the Ordinary is not catering the event and the event is formal (plated food, sit-down reception, banquet, etc.) then a quote from the Founders Inn catering department is required.

Do not call Founders Inn directly. A school, department, center, or student org wishing to utilize Founders Inn, using university funds* for catering on the Regent campus, for a banquet in their ballroom, or for multiple room nights should contact Kathy Ruley, director or Events (kruley@regent.edu, 757.352.4849) with the request. Kathy will work directly with Founders Inn for the best pricing. The Founders Inn will present you with a contract for services. The cost center manager must submit the contract, including a total cost or cost estimate to the Regent Purchasing office (ADM 116) for approval prior to the event. Please allow the Purchasing office a minimum of five business days for review and processing.

Founders Inn will grant a room block to guarantee rooms for your conference guests upon completion and payment of a contract. You may receive a partial refund if any of the rooms are unused.

Founders Inn will not give a room block without full payment of the contract. They will provide a rate quote for your guests to refer to when calling in to reserve a room, however the rate quote is non-binding and there is no guarantee that rooms will be available.

For one room night for a guest when Regent is paying the bill, contact the Founders Inn front desk directly at 757.424.5511. Guests will not be allowed to charge any room, meals, telephone calls or incidentals to Regent University unless Founders Inn receives an authorization number from Purchasing authorizing specific services that may be billed to Regent. Follow the steps in the Regent Purchasing manual.

* If the school, department, or center is not using university funds, you may contact Founders Inn directly at 757.352.5814.

Off-Site Caterers

In the event the Regent Ordinary or The Founders Inn and Spa* is unable to accommodate your catering request, you may utilize the services of other off-site caterers. A minimum of three comparative (apples-to-apples comparison) quotes are required. These quotes for services or a banquet order should be submitted to Purchasing for review three (3) weeks prior to the date of the event. Once the off-site caterer is approved a required contract must be emailed to Purchasing two (2) weeks before the event date. In addition, a current certificate of insurance (COI) from the caterer naming Regent University as an additional insured must be on file in the purchasing office at least two (2) business days prior to the event date.

*The Univeristy-owned Founders Inn and Spa is located on Regent's beautiful campus. It is an upscale hotel and resort suitable for any of your school's or department's conference, banquet or reception planning needs. If the Ordinary is not catering the event and the event is formal (plated food, sit down banquet, reception, etc.), then a quote from The Founders Inn and Spa is required. For further information, please access the Purchasing website or contact Purchasing at 757.352.4006.

If an off-site caterer delivers using rolling carts, the Regent event coordinator is responsible for any tracks/damage caused in the transportation of the catering order.

If on-site cooking is involved, contact Administrative Services at 757.352.4034 to discuss appropriate procedures. The contracting school or department is liable for any fire marshal or health permit fines.

Off-Campus Events Requiring Catering

If a catering event is being hosted offsite or away from the university campus, you are not required to obtain a quote from the Regent Ordinary or the Founders Inn and Spa, as they are unable to service events offsite. However, be sure to obtain a minimum of three quotes from the outside caterers of your choice, or you are welcome to select from our approved caterers list (email Purchasing for a copy of this list). The procedure stays the same; Purchasing must sign all contracts for off-site catering, and a certificate of insurance (COI) is required.

Warehouse Club Memberships

Administrative Services has a limited number of Costco membership cards which may be checked out and used to purchase items for your event. To ensure availability, please reserve the card one week in advance by completing this form. Cards and receipts should be returned within 24 hours; if multiple event coordinators are needing to use the cards within a short timeframe, Administrative Services may stipulate an earlier return timeframe.

Certificates of Insurance Required for Caterers/Entertainment

When utilizing an outside caterer, food truck, or entertainment vendor, your department must request a certificate of insurance (COI) from that company, naming Regent University as an additional insured. The COI should prove liability coverage of not less than $1,000,000. Regent is unable to do business with outside caterers or entertainment vendors that do not carry liability coverage. This COI must be on file in the Purchasing office 48 hours before the event. Include the following wording:

Regent University and each of its officers, agents, and employees are named as additional insureds with respect to general liability coverage. Coverage under general liability and worker's compensation/employer's liability will be primary and noncontributory and will include waiver of subrogation. Subcontractor/supplier shall to the fullest extent permitted by law, hold harmless, defend and indemnify against any and all suits or claims arising out of or resulting from subcontractors work.

Chalk in Classrooms/Dry Erase Markers

For events or classes in classrooms, please bring your own chalk for chalkboards or dry erase markers for white boards. Please use anti-dust chalk only. Regent does not supply these items.

Chapel Scheduling Policy

General Regent Chapel Scheduling Policy

It is the general policy of Regent University to permit university departments and university-sanctioned campus organizations use of designated areas in the Regent Chapel that are confined to the programs of the university, and those that relate directly to the university’s overall educational, cultural, and social goals.

Activities in the chapel need not be religious in nature, but all activities and events must respect the integrity of the space. Use of the chapel is subject to procedures and policy to protect the spiritual integrity of the site, the usage of Regent University resources, and the health and safety of visitors, faculty, students and staff.

Regent University also permits outside groups to rent the chapel space based upon availability, the group’s and the event’s harmony with the Regent mission, and its adherence to the spirit of the chapel facility use policy.

Regent University reserves the right to deny a request if it is not fully within the goals and intentions of this policy and guidelines.

Specific Regent Chapel Scheduling Policy for Regent University and CBN Events

Scheduling of the Regent Chapel for the university and for CBN will be made as far in advance as is necessary and/or appropriate, using the approved hierarchy. In order to protect the spiritual integrity of our chapel, each event request will be considered on a case-by-case basis to insure the size, scope, and mission of the event is suitable for the space.

As Regent University strives to maintain good stewardship of all campus space and resources/labor required for each event, events consisting of less than 200 people that are not directly in need of a large venue such as the chapel sanctuary shall be scheduled into another appropriately-sized space, if available.

Wheel Chair Lift Instructions

Regent Chapel is equipped with a wheel chair lift in order to better aid our student body and community, and to help with mobility issues for going onstage. Please see our Wheel Chair Lift Instructions for information on how to operate the lift.

Child Care on Campus

Due to liability issues, providing child care on campus for events will be considered on a case-by-case basis. Please contact Administrative Services to discuss.

Classifying Events

Classifying events as Regent events, Regent-Hosted Outside Group events, Outside Group events, or CBN events

+ Regent event: an event that is fully the responsibility of the Regent school, department, center, or student organization; the Regent event coordinator takes charge of every aspect of the event and the Regent cost center pays every fee associated with the event (facility rental fees are not charged for Regent events). Although an outside group may be represented as a guest speaker, trainer, or the like, the benefit of the event is fully Regent’s. SERA approval may be required before planning for the event can begin*.

+ Regent-Hosted Outside Group event: an event that is the result of a partnership between an external/non-Regent entity and a Regent school, department, center, or student organization giving benefit to both groups; the Regent event coordinator will work with the outside group to coordinate all logistics. See the Policy for Regent-Hosted Outside Group Events for more information. SERA approval is required before planning for the event can begin**.

+ Outside group event: an event an event requested by an external/non-Regent entity that is using Regent space and paying fees for room rental; paying for all food; paying for all set-ups, media equipment and support; sending invitations to its own guests; handling all registrations and collecting fees; and taking care of every detail of the event. They will work directly with Administrative Services for facility logistics and coordination. Event may not be scheduled farther in advance than 3-4 months.

+ CBN event: an event that is fully the responsibility of CBN utilizing the facility and support of Regent University; the CBN event coordinator takes charge of every aspect of the event and meets regularly with Regent support departments for all logistics, following their guidance to ensure compliance with Regent policies and procedures. The CBN cost center pays every fee associated with the event (facility rental fees are not charged for CBN events). The benefit of the event is usually to CBN. SERA approval may be required before planning for the event can begin*.

If you are unsure how to classify your event, a “yes” to any of the questions below deems it a Regent-Hosted Outside Group:

Did the group ask to use the Regent facility and ask your school or dept. to host them for their own event?
Did your school or department invite the group to use the Regent facility to hold its own event?
Does your school or dept. wish to partner with the outside group to hold their event since it would be beneficial to both parties?
Is the group sending invitations to its own guests or marketing via its own channels?
Is the group charging a fee for attendance and/or handling registration?
Does the group desire to handle set-up details?

Please follow the instructions on the special events website here for the appropriate classification of event.

Clean Up

All groups will be responsible to clean up the room and remove trash after each event. Failure to leave the rooms clean and/or take trash to the outside dumpster will incur a minimum charge of $100 from Facility Services. Covered trash cans should be left in the event room after the trash has been emptied. Self-serve trash cans should be returned to their original locations. Do not stack the cans.

All special event facilities and supplies must be left clean (tables, chairs, floor, coffee makers, punch bowls, etc.) or a minimum housekeeping fee of $50 will be assessed. After the event, Facility Services will pick up all articles that were rented from the department (table cloths, coffee makers, etc.). Linens should stay on the tables. A replacement fee will be charged to replace damaged linens or ones which are stained and cannot be cleaned.

Any and all adjustments to existing classroom furniture (chairs or tables) or any other furnishings (Ordinary) must be returned to the originial layout. Labor Fees will apply. Look here to view layouts for classrooms and/or the Fountain View Room. The wooden benches and tables located in all lobby areas (Administration, Library, Student Center, Robertson Hall and Chapel) are not to be moved under any circumstances.

For after-hours/weekend events held in chapel, outdoors, or following a large Friday event in special event space, completing this form is required (see the below section Special Project Approval/Payment Authorization Form for full details). This is used to pre-authorize funds for housekeeping staff to potentially set up and tear down your event, clean, remove trash and stock restrooms. For outdoor events, if it is determined by the housekeeping manager that support is not available, all tables, chairs, and equipment must be brought indoors directly after the event by the hosting event committee. Tables, including legs and feet, should be wiped off by event staff.

Collection Drives

All collection drives of any type should request authorization from the appropriate office depending upon the organizing department. The specific location for the collection receptacles also require authorization. Collection drives may not be longer than two (2) weeks, and only one collection drive can occur at a time. Collection boxes should be covered with colored paper (like bulletin board paper or wrapping paper) to make them aesthetically pleasing. Collection boxes should be regularly emptied so the contents do not spill out into the hallway or lobby.

Computer Lab Reservation Form

There are four computer labs on campus for student and staff use. The labs are located in the Student Center, Library (3rd floor), Communication Building, and Classroom Building. Computer labs (CRB 239, COM 154) may be reserved by full-time Regent staff or faculty members for classes or other events. To request a reservation of a computer lab, please complete the Room Request Form – All Spaces/All Events.

Contracts for Goods and Services Rendered

All university contracts for services that involve university funds or service obligations require final signature authorization by Purchasing. Department managers, cost center managers, and student organization leaders are not authorized to sign contracts on behalf of Regent University. Send the original contract to ADM 116. Allow at least two weeks for Purchasing to adequately review and negotiate the terms of contracts. Complex contracts may require as much as one month to process. Catering and vendor contracts require a certificate of insurance (COI) to be on file, which must be received by purchasing 48 hours before the 1st date of service. Consult the information regarding contracts in the purchasing manual.

Copy Services

Copy Services is able to make black and white or color copies, fold, bind, stamp, laminate, etc. Color signs cost $.34 each. Lamination is an additional $1.00 for .5 mil and $1.25 for .10 mil. You may email them and attach your document along with instructions for processing. Copy jobs sent to them on one business day are typically (but not always) ready the next business day, and you have the option of picking them up or having them delivered via interoffice mail. Copy Services is also able to create 8.5 x 11 signs on the approved Regent template. You may email them with the wording you desire on the sign.

Dancing/Music/Library Quiet Floor/Noise From Events

Dancing must be appropriate at all times. Inappropriate dancing includes, but is not limited to body slamming, "dirty dancing", immoral, and lewd dancing. It is the responsibility of the staff advisors to ensure dancing remains appropriate. All rooms on campus are only available for dancing on a case-by-case basis. Music in the library atrium must be used minimally, and at as low of a volume as possible. All music should be played in a manner respectful to those in the area surrounding the event, especially the second floor of the library, which is considered the "Quiet Floor".

When classes or exams are occurring in RH 107 and 112, music in the moot courtroom will be limited to acoustic guitar and keyboard only with limited amplified vocals. Drums or other percussion will not be permitted. It is expected that for most events this will not exceed fifteen minutes of music time. Soft background music by CD is acceptable. This same policy shall apply to events in the library atrium, auditorium, and first floor gallery during finals and accompanying study periods.

The doors to the moot courtroom must be closed when music is being played and/or sung in the moot courtroom.

Throughout the school year, amplified sound will be used on a limited basis in the Robertson Hall lobby and library event spaces. Under no circumstances will events with amplified sound be scheduled into the Robertson Hall lobby during final exams.

Classroom events and meetings which have the potential for disturbing surrounding classrooms will be considered and scheduled into appropriate spaces away from other groups.

Decorations, Signs, and Banners

When planning decorations for your event, it is good practice to use fireproof decorations when at all possible. University policy states that no candles, glitter, confetti, sand, or similar materials are allowed as they are very difficult to clean. Any decorations which are affixed to walls must not deface university property. See Candles, Glitter & Confetti for policy regarding these items.

No tape of any type is permitted on floors, walls, windows, or doors. All tape, including gaffers tape, has been found to pull paint off walls and door frames, pull finish off floors, and require scraping off of windows. Any group that uses tape, glue, or any other non-approved adherent and damages surfaces will automatically be charged a fee.

Wall putty and/or Command® strips may be used to secure event signage and decorations; cord covers may be used to secure cords on the floor.

Scale of Fees for Noncompliance

First offense	$150.00
Second offense	$300.00
Third offense	$450.00

See Flyers & Publicity Materials for lists of areas on campus that may and may not be utilized when advertising for your event with paper materials.

Large signs and banners should be authorized through Marketing before ordering and ample time be given to Facility Services for installation. Complete a work order to request installation.

Drugs, Alcohol, and Tobacco

Regent University requires that all members of the Regent community refrain from the illegal use of drugs and the abuse of addictive substances controlled by law. Regent also forbids the use of alcohol and tobacco on campus. All guests, including vendors, must be made aware of and comply with this policy. Event coordinators are responsible to insure this policy is enforced during events as guests may attempt to smoke inside or outside of campus buildings.

Easels

There is no central department with easels available to use for events. If you have the need for an easel, please plan to borrow or purchase your own.

Entertainment

Student organizations should consult with Student Services regarding desired entertainment for events. Student organizations must follow the policies for Movie Showing and Special Guest Speakers.

Schools, departments, and centers must also follow the policy for Movie Showing.

Movie Showing

Anytime a film is shown publicly it must be done so in accordance with all applicable copyright laws; each public showing (any showing that occurs outside of the normal home environment) must be done with the permission of its distributor. The one exception to this is in regards to movies shown in a class by a faculty member for educational purposes where copyright permission in not required by law. If you would like to put on a public showing of a movie for your organization or the campus community you must obtain public viewing rights first. Additionally, no fees may be charged for the viewing of a film.

Most films that are distributed for non-commercial use are from one of two main distributors:

SWANK Motion Pictures, Incorporated - www.swank.com, 1.800.876.5577.
Criterion - www.criterionpic.com, 1.800.890.9494.

Copyright permission often costs money to secure. Contact the distributor to obtain the rights. Forward the confirmation to Student Services (for student org events) or Administrative Services in order for you to receive permission to air the movie on campus.

Special Speakers Policy

The university reserves the right to approve on-campus speakers. A special speaker is defined as any speaker who is not currently associated with the university (i.e. student, faculty, staff, alumnus, ACLJ staff, or CBN staff who is not deemed high profile). Speakers must contribute to the mission and vision of the university and must agree in advance to conduct themselves in a manner consistent with traditional Christian values, including but not limited to avoidance of profane language, slanderous statements, advocacy of violent change or government overthrow. Event approval must be received before an invitation may be extended to any speaker. Faculty/staff event coordinators must contact the Office of Events to inquire if a particular guest is considered high profile.

Events Calendar

All events with a room reservation will be listed on the online events calendar if it is an event of interest to a large number of the Regent population and/or Hampton Roads community. If you have edits or additions to make to the calendar, please complete this form: Events Calendar – Updates/Edits.

Food or Drink in Special Event Rooms

Food and drink are allowed in certain special event rooms and classrooms with approval. Food and drink are never authorized in the library auditorium, moot courtroom, main theatre, or chapel sanctuary. The event coordinator, professor, or head of a student organization is responsible for the cleanliness of reserved rooms. Self-serve trashcan locations and use policy is shared here.

Trash must be removed and taken to the dumpsters at each building. Tables, chairs, and floors must be free of trash and crumbs. Any spills on the floor must be immediately reported to Facility Services, 757.352.4445. A minimum housekeeping fee of $50 will be assessed for food or drink in unauthorized areas, damage to university property as a result of food or drink, or failure to leave reserved rooms clean.

Please be advised that red punch is not authorized as it can stain carpeting, marble floors, and linen tablecloths. Also, ice sculptures and chocolate fountains are considered on a case-by-case basis and must be pre-approved so appropriate accommodations can be made for their use.

Food or Drink in University Classrooms

Food is allowed in university classrooms upon the event coordinator, professor, or, in the case of a student organization, the head of the organization taking responsibility for the cleanliness of the classroom. Drinks are permitted if served in containers or cups with tight-fitting lids.

Groups needing rooms where meals will be served should submit the Room Request Form (All Events + Non-Simple Meetings) to reserve the Fountain View room, SC 118 conference room, or Ordinary Loft as they are preferred locations.

The following food items are acceptable in the classrooms: Breakfast items (muffins, Danish, etc.), box lunches (sandwiches/wraps), pizza, and small non-messy snacks such as pretzels, trail mix, nuts, or candy.

Red punch, 3-course meals, and messy foods are strictly prohibited.

The event coordinator is responsible for clean-up of the room after each event. Trash must be taken out to the dumpsters at each building; a trash receptacle will be provided for this purpose. Place the empty trash receptacle in the hallway at the conclusion of the event. Place the empty trash receptacle in the event room at the conclusion of the event. Tables, chairs, and floor must be free of trash and crumbs. Any spills on the carpet must be reported to Facility Services at 757.352.4445. In rooms with a tile floor, a mop and bucket will be provided.

If the room requires additional cleaning, the group responsible for the reservation will be assessed a housekeeping fee of $15 per man hour, with a minimum fee of $50.

The schools, departments, and student organizations are responsible for the day-to-day condition of the classrooms and general rooms used.

Food Trucks

Event coordinators may want to contract with a food truck company for a special event, if the Ordinary is unable to cater. They may also be utilized as a fundraising resource, many times for a percentage of the sales/profits. Purchasing requires a written contract for all service agreements, even if no university funds are expected to be received by the vendor. Purchasing also requires a certificate of insurance to be provided by the food vendor at least two business days in advance, to cover liability. If a food vendor is unable to provide a certificate of insurance, they will not be allowed on campus to sell food.

Film/Photo Shoot Policy

Regent University makes the campus available for student and staff film shoots or photo sessions when possible.

If you are a staff or faculty member, please complete this form to request space.

If you are a student, please complete the Production Permit to request space and receive approval and authorization for your shoot. Please note that the permit must be submitted two weeks in advance of the shoot's proposed date and requires a faculty signature.

Fundraising By Departments and Schools

All charitable gifts to any school, program, or fund of Regent University must be sent to the Office of Alumni Relations and Events/Department of Advancement for appropriate processing and to ensure adherence to our auditor's standards. The Business Office and Advancement require information found on the School/Department/Student-Initiated Fundraising form prior to any solicitation, to enable the processing of donations and the issuance of charitable receipts. All mailing and marketing materials must be approved by the department before printing and mailing. The solicitation code created by Advancement must appear on all printed materials. Per IRS regulations, it is never permissible for a charitable gift to be designated for a specific individual; the group/project should always be referenced. All gifts should be delivered to (ADM128) within 24 hours from date of donation to expedite the processing of tax receipts in a timely manner. If there are questions please email or call 757.352.4831.

Fundraising By Students

Fundraising by an individual student is not permitted, unless a school, department, center, or Regent chartered student organization has agreed to take full responsibility for the event; this includes all requests and communications with university support departments.

Fundraising By Student Organizations

All fundraising or charity collection efforts must be coordinated through Student Services and the Office of Advancement. Reference the Student Handbook for more information. For questions, email Advancement or call 757.352.4831.

Holiday Blackout Schedule

The holidays below are blackout dates when special event departments are unable to support outside group events. Regent events will be considered on a case-by-case basis.

New Year's Day
Martin Luther King Jr. Day
Good Friday
Easter Saturday
Easter Sunday
Spring Board of Trustees Weekend (varied dates)
Commissioning Week
Commencement Weekend
Memorial Day
Independence Day
Labor Day
Fall Board of Trustees Weekend (varied dates)
Thanksgiving Day
Thanksgiving weekend (Friday through Sunday)
Christmas Holiday (Saturday before Christmas through New Year's Day)

Hotel Arrangements

When booking rooms at the Founders Inn and Spa for a guest, refer to the information on the Purchasing website. The Founders Inn is able to arrange for transportation to and from the airport, as well as transportation to and from the event. There is a shuttle fee.

Hotel arrangements may also be made at other area hotels.

House Management Services

One or more House Managers are required for our larger event spaces when the public is invited, regardless of the number of expected guests. These spaces include the Dede Robertson Theatre, Studio Theatre, Screening Rooms A & B, Shaw Chapel, Library Auditorium, and Moot Courtroom. The House Manager is a specially trained employee who is responsible for the safety and security of the audience. The need for ushers, and the number of ushers required, will depend upon the event location and number of anticipated guests. Request House Management Services here.

House Management Services

Safety
1. House Managers are CPR/First Aid certified. They know the locations of first aid kits and fire extinguishers. They begin attending to victims until help arrives.
2. House Managers check evacuation routes to make sure they are clear. This includes keeping the aisles clear during your event. In the event of an actual emergency, House Managers oversee evacuation of the facility.
Building Use
1. House Managers will enforce policies related to safety (e.g. don’t block the exits).
2. House Managers will enforce policies related to appropriate building use (e.g. no glitter, protecting the marble floor in the Communication building lobby, etc.).
3. House Managers will enforce policies related to clean‐up after your event.
Personnel Communication
1. Coordination between the House Manager and the event coordinator is of utmost importance. Event coordinators should confer with the House Manager before making any changes during the event.
2. House Managers serve as a liaison between all event staff, including event coordinators, ushers, and Media Services personnel.
3. House Managers will train and supervise ushers, who are provided by the event coordinator. This includes the collection of tickets, distribution of programs, allowing or blocking entrance at appropriate times, assisting attendees with finding seats, and maintaining safety protocols. To avoid confusion, please do not give instructions to ushers without consulting the House Manager.
Audience Management
1. House Managers will close balconies, rope off sections of seating, and reserve seats in consultation with the event coordinator. They have access to signage and ropes for this purpose. If you wish to place additional signage, please confer with the House Manager before doing so.
2. If you are using tickets for admission to your event, the House Manager will collect the stubs and use them to give you a count of the attendance. Even if your tickets are free, do not allow admission without tickets without consulting with the House Manager. Headcounts are notoriously difficult to perform.
3. House Managers will officially open the doors to your event at the prescribed time. Doors customarily open to attendees half an hour before your event’s start time. If you wish to open doors at another time, please notify the House Manager before doing so. This should be decided in advance of the event.

Housekeeping for Restrooms

For events occurring after 3:00 p.m. Monday through Friday or anytime on weekends or holidays, the event coordinator must choose "Additional housekeeping support after hours/weekends" on the Special Event Set-Up form. Depending upon event time and other events scheduled before or after, the event may require a Special Project Pay timesheet and extra pay allocated to one or more housekeepers for setting up the room, clean up, restroom housekeeping, etc. This policy is in effect for all events during the after-hours time periods listed above, regardless of whether regular set-up items are ordered. Refer to the form for specific instructions.

Itineraries for Events

Event itineraries must be submitted to Administrative Services and the Regent University Welcome Center as far in advance as possible, but no later than two (2) weeks prior to the event.

Job Request Form

To open a job with Regent's Marketing Department, submit the form located here.

Law School Events/Tables Policy

The law school owns three six-foot tables that may be reserved by law student organizations free of charge. Law students may request use of these tables by emailing lawrooms@regent.edu. You will receive an email confirmation and instructions for setting up the tables, which are located in closet RH 113A. The key to the closet must be signed out from and returned to the Law Records and Registration Office (RH 239).

Special attention must be taken while setting up, using, and breaking down the tables as to not scratch and/or mark the floors or walls. Fees will apply for non-compliance.

Appropriate table coverings must be used for all tables in lobby areas, such as a linen table cloth or drape. Black floor-length linen drapes are provided and must be used if another organization-specific drape is not available. It is unacceptable to place a table in the lobby without a linen cloth or banner covering; plastic table covers are improper for tables in lobbies. You are required to take down the table and linens and put them away in the closet immediately following your event. Failure to do so will incur a fee by Facility Services.

If the black table cloths need washing after your event you must do the following: notify the Housekeeping Supervisor via text at 757.339.7505. The message should be sent immediately following the conclusion of your event, and it should say "Law table cloths need washing." The dirty table cloths must be placed in the closet in the box labeled "Dirty Linens". This way housekeeping can insure they are clean for the next user. Fees will apply for non-compliance. Clean cloths must be hung on the hanger with the sign marked "Clean Linens".

Library Atrium Information

The library atrium is the only room available on campus for banquet-style sit-down meals. It will seat 300 maximum at round tables with servers; fewer if buffet lines are added. Musical bands or DJ's are not permitted in the library atrium due to its location in the center of the library. When using the service elevator, you will need to check out the keys through Administrative Services. It is imperative that the back door to the atrium off the service elevator be kept closed and locked to protect our library collection. Care must be taken to only open the door to take food, equipment, or trash through, and to close it when not actively passing through. Please see the Lighting section and Rental Items from Outside Vendors section for additional information regarding the library atrium.

Lighting

In most rooms there are light switches on the wall that will turn on the overhead lights. Most classrooms are equipped with sensor switches so the lights will switch on automatically when entering the room. The library auditorium has the light switches on the wall just outside the main doors. The moot courtroom's light switches are at the back of the room on the right of the main entrance. The library balcony's light switches are located to your right on the brick wall as you enter the balcony from the auditorium.

The light switches for the wall and ceiling lights in the library atrium are located in two locked closets in the library interior, and the key is available for event coordinators to check out from Administrative Services to control the lights for after-hour events. Instructions are posted in the atrium.

Additionally there are four switches inside the Library Atrium for the spotlights: two on the back wall, and one on each side.

There are also small white lights on the trees in the library atrium which do not always work well. Please do not try to rearrange the strings as the trees may sustain damage.

Marketing/Publicity

It is vital that consideration is given to marketing your event, regardless of the size. When appropriate marketing and advertising is performed, stewardship of your department's time and money will be maximized.

Allstaff/Allstudent Emails

One of the best ways to market your event is through the allstaff and allstudent/localstudent listserves. The allstaff listserve compiles the event announcements for the week and sends them out in one email to the Regent staff and faculty on Monday afternoons. Email your announcement to allstaff@regent.edu for inclusion. You may call the IT Help Desk at 757.352.4076 if you have any questions.

The Center for Student Happiness (CSH) oversees the weekly Regent University Newsletter (RUN) announcements. Follow the guidelines listed here for allstudent/localstudent event submissions.

Bake Sale Policy

Regent's updated Bake Sale Policy can be found here.

Banners

Banners can be purchased to market your event and placed on campus buildings and guardhouses. Banners for campus buildings should be horizontal and those for the guardhouses should be vertical. The approved banner and sign template is blue, green, and white which should be used for all signage. Banner dimensions for the RU Drive guardhouse can be up to four feet wide and up to five feet long; dimensions for banners at the Centerville guardhouse should be a maximum 28 inches wide. The top and bottom of the banner should have a 2-inch sleeve in which to slip the tension rod; banner cost will vary depending on size. See below for details and procedure.

If desiring event banners, open a Job Request with Marketing to create the banner(s). Allow 3-4 weeks for banner completion.
Complete the A-Frame Request to request usage of the tension rods. Specify which guardhouse and the date(s) you wish to use them.
You will receive a confirmation email and instructions.
On the day of your event, sign out the key to the RU Drive guardhouse or Centerville Turnpike guardhouse from Admin Services (ADM 116). The guardhouse doors must remain locked at all times.
Slip the tension rods into the sleeves on the banner, and set the rods against the existing wooden posts of the guardhouse.
Banners should be removed promptly at the end of the event. The guardhouse doors must remain locked at all times. Return the key to Administrative Services.

Flyers & Publicity Materials

To advertise your Regent events on campus bulletin boards, you may send seven (7) copies of flyers, posters, etc. to Mail Services in LIB 105, and their staff will post the items on all of the university bulletin boards. For design and printing of high-quality flyers, posters, postcards, etc., submit a Job Request Form through Marketing.

Publicity materials shall be posted only on bulletin boards. Publicity material may not be placed, written, or painted upon any surface (interior or exterior) including, but not limited to: trees or shrubs, fountains, bridge, poles, signs, doors, windows, walls, elevators, sidewalks, trashcans, or other campus structures.

Media Coverage

As soon as your event is scheduled, contact Public Relations at 757.352.4441 to discuss the appropriate mix of media strategies (press releases, media advisories, calendar notices, photographs, etc.). Free calendar listings have a three week advance deadline; hence the request for them must be received in Public Relations four weeks in advance. A professional staff member from Public Relations will serve as the contact for any media attending the event.

Photographers

Contact information for free-lance photographers is available through Marketing at 757.352.4035. Photographers should be apprised of the proper attire required for your event.

Premiums

Regent logo items are frequently ordered through Perilli Promotional Products, also known as P3, by calling 757.363.0944. Other vendors may also be used.

Media Services

You must request Media Services support through the Media Services Event Support Form. All requests must be submitted at least 30 days prior to the event to ensure approval review and staffing availability. Media Services’ hours and policies are posted on their website. Technician fees are hourly rates to include setup through tear down. Room technology fees are charged on a daily basis.

Meetings/Events during University Chapel

All faculty, staff, and students are expected to attend weekly University Chapel services. Meetings will not be scheduled into the special event rooms or classrooms from noon to 1:00 p.m. on Wednesdays.

Outdoor Events Policy

Outdoor events are encouraged so the campus community can enjoy our beautiful campus resources. All outdoor events involving inflatables, game vendors, community food vendors and/or food trucks, invitations to the public, amplified sound (speaking or music), tents, etc. should be planned early, at least 6 weeks in advance. This is due to various factors including inclement weather planning, consideration for locations/details from multiple support department offices based on availability, need for vendor quotes, need for city permits, grounds-keeping preparations, Campus Police approval, requests to Facility Services (maintenance and/or housekeeping) to provide required after-hours or weekend personnel, as well as processing time for all contracts. The following forms should be submitted and confirmed before advertising and before contracts are prepared:

Special Event Approval Form (SEAF): May be needed if the public is invited or a Regent-Hosted Outside Group is partnering with a school/department/center.
Room Request Form (All Events + Non-Simple Meetings): The desired outdoor area must be reserved and an inclement weather site considered and confirmed.
Facilities Work Order: Will be needed to request white stanchions with chain (specify number of bases and length), authorization for large tents, to request approved locations for inflatables, and permission for water usage. Generators must be rented or provided by the contracted vendor.
Event Request Form: Media Services support will depend on various factors, including weather and availability. It may be necessary to rent equipment from an outside vendor; your event is responsible for any costs or fees associated with these rentals. Your event may also include a 25% outdoor fee in addition to labor charges. Complete the event request form so that all the event information can be considered and discussed.
Special Project Pay Authorization Form: This Human Resources form is required when an outdoor event is scheduled during the late afternoon, evening or weekend and should be turned in directly to either the maintenance or housekeeping supervisor, depending on the personnel needed.
City of Virginia Beach Permit Application: Depending on the size and scope of the event, the city of Virginia Beach may require a permit. Please see the City of Virginia Beach section. Copies of the approved permit must be submitted to Administrative Services three business days before the event.

If the outdoor space requested is during class time (Monday through Friday, 8 am to 10 pm, or Saturday 8 am to 5 pm), it may not be approved due to the noise adversely affecting adjacent classrooms or study areas. Students' academic needs will always take precedence.

Sports

The main playing field, Robertson Field I, is next to the horse pasture. The old field, adjacent to the pasture, is Robertson Field II. Reservations for these spaces will be received and processed by Administrative Services through the central Room Request Form (All Events + Non-Simple Meetings).

The main field is a multi-purpose field for student activities and sports games. Care should be taken to stay clear of the fence and adjoining pasture on the west side of the field. Patrons must adhere to the signs that say "Do Not Feed or Pet the Horses". The fence has an electric field around it so campus police will be aware of anyone going beyond the fence. If a ball should fall into the horse pasture, it should be quickly retrieved by one person. It is to be expected that campus police will appear to make sure all is in order.

Robertson Field II is considered the "practice field". It is reserved through the central form, and will usually serve as a practice field or secondary field to be used when the main field is already reserved. For outdoor runs/walks such as a 5k or 10k, Campus Police must also be consulted.

Games

Inflatables and other rented attractions must be set up in authorized areas only. All outdoor event coordinators should contact Administrative Services to discuss details 6 weeks in advance. Most electricity should be provided with vendor-provided generators. Minimum power usage may be permitted with authorization from the maintenance supervisor. Facility Services does not loan out generators or approve extension cords connecting into the buildings. Volleyball and horseshoes are generally permitted but may be restricted due to soggy ground conditions. All tents and inflatables must be secured with sand barrel ballasts, water-filled barrels, or concrete blocks. Tent pegs or stakes are NOT permitted. This minimizes risk to underground sprinklers and other utilities.

Contracted Events

If you contract with any caterers, food trucks, or vendors to bring games, a certificate of insurance must be obtained from each company, naming Regent University as an additional insured. This certificate must be submitted to Purchasing three business days before the event.

There is a ramp at the library loading dock, which is the only point of entrance to the library plaza for trucks needing to deliver items for events. If your event is on or near Robertson Field I and II, trucks may enter the mall from south parking (Parking Lot L). Trucks are not allowed on the brick walkways from the Communication Building down to the library.

Special Equipment

For lighting needs, you may need to rent a light tree.

The use of dunk tanks is permitted but may require an added charge for water.

All tables, chairs, and equipment must be brought indoors directly after the event by hired housekeeping staff, unless pre-authorized by housekeeping management. Fees will be charged for damaged equipment and/or trash left outside.

If cones are needed for an outdoor activity, please email Parking Services. If cones are needed for an indoor activity, Regent cannot provide them. Small cones are available at nominal cost at local discount stores.

Release Information/Liability Waivers

For events which may have a potential for injury, Regent University has a waiver form that all participants must execute.

City of Virginia Beach

For outdoor concerts, live bands, large tents, fireworks, catered food, outdoor carnival attractions, etc. the city of Virginia Beach requires permits. Permit applications must be filed at least thirty (30) days in advance of the event.

The city's web site gives more information about this. A non-refundable processing fee is due and payable at the time of permit issuance. Setting up of tents or other equipment will not be allowed until all permits are in hand with copies submitted to Administrative Services at least three (3) business days in advance.

Outside Groups/Weddings

Regent University makes space available for outside groups to rent on a limited basis. The Regent Chapel is available to schedule for weddings nine months in advance. View the facility use policy here and the wedding policy here.

Please be aware that Regent's special event departments are unable to support outside group events on certain holidays. See the Holiday Blackout Schedule for a complete listing.

Parking Details

As soon as an event is scheduled, contact Parking Services via their forms here. You will be alerted about any parking concerns and advised when there are multiple events scheduled in close proximity. You may email the campus map to guests unfamiliar with the campus. If appropriate, send visitor parking passes to guests. You should always send visitor parking passes to those students who will be attending a residency or modular class here on campus. Use of the directories is crucial, and each school, department, or student organization expecting guests must insure off-campus visitors are well-informed about the best entrance to use (usually Centerville Turnpike Entrance), and the optimal parking lot (Lot L is the main visitor parking lot).

Signage/A-Frame Event Signage

Please see A-Frame Event Signage.

Trucks on Plaza

Visitor Parking Passes

Please visit Student Services/Parking Services in SC 201 for non-event related visitor parking passes.

All event visitor parking passes can be requested through Parking Services.

Pianos

There is an upright piano in the Library Atrium and a baby grand piano in the Library Auditorium. Due to the age of the instruments, they should be tuned before each event to ensure they are in tune. Please contact Administrative Services to request the piano to be tuned for an event. The cost center of the requesting department will be charged.

The pianos may not be played without express permission from Administrative Services. To receive permission, email scheduling@regent.edu with the following information: Your name, phone number, email address, Regent program, and the date/time you would like to use a piano. Reservations will only be considered during the times that the university and law libraries are closed and the building is still open for the day. Rehearsals for Regent events will be considered on a case-by-case basis.

Plates and Dinnerware

There are a few standards to keep in mind as an event is being planned.

It is good to book a caterer who provides upscale foods, linens, chairs, etc., such as Founders Inn and Spa, to save the expense of renting these items. For a VIP function of less than 20 people, the university owns china, glassware, and silverware. Use of these items can be arranged, but keep in mind the labor of washing, drying, and storing.

For the highest standard of event, it may be necessary to rent china, beverage glasses, silverware, linen napkins, and centerpieces. This would especially be appropriate for an important guest, such as a visitor with a career of high status (high military office, high political or academic office, known entertainer, business owner).

For a function of more than 20 people, it may be acceptable to have upscale plastic ware and paper goods. Please note that paper napkins are available in varying sizes, weight, and quality.

Careful consideration should be given to include table linens, china or disposable plates, silverware or plastic ware, linen napkins or paper napkins, centerpieces, greeters, seating diagrams, place cards, menus, and servers.

All tables must be covered with linen. When setting up even one table for an event, especially in a lobby area, white linen cloth and skirt are appropriate. Plastic table cloths are never acceptable in the lobby areas. Be careful about using them for a sit-down meal, as they are an extremely casual table covering. However, it is acceptable to utilize a white plastic table covering over the white linen cloth with a skirt for a food table, which will keep the linen clean at the event, and make laundering easier.

For an extremely casual function, it is acceptable to have paper table coverings, Styrofoam plates, cups, and lower-quality napkins.

Standards for tableware, china, and linens will depend on the event's guest list. Work with the office of Events, 757.352.4849, to find out what would be best for your event.

Post-Event

After your event, update your binder notes for those who may need them for subsequent events. Sending a thank-you note to the speakers, participants, and staff coordinators is always appreciated by the recipients. If there are suggestions about how the event process can be streamlined by the central support departments, we are always open to your comments and suggestions for greater efficiency.

Quick-Glance Instructions

Please use the Quick-Glance Instructions located on the All-forms pages, which will help you with each step of the event process.

For Regent University Schools, Departments, Centers

For Regent-Hosted Outside Groups

Radios

Radios are not available from Facility Services to use for your event. If you have a need to keep in contact with a large number of people coordinating a large event, you may want to consider renting radios from an outside company. Email Administrative Services for contact information.

Rental Items from Outside Vendor

When renting items from an outside source, event coordinators must arrange a specific delivery and pickup time to ensure the room will be clean and ready for the items. Event coordinators should sign out necessary keys through Administrative Services and oversee the vendor providing the equipment to insure the marble floors are protected at all times. Nothing should be dragged across the floor. The feet of tables and chairs must have rubber covers or coating. See the Tape Policy for parameters regarding no tape of any type allowed on floors, walls, doors, or windows. If there is a need to secure cords to the floor, rubber mats or cord covers must be utilized. Do not move the existing planters or benches in the library atrium. Damage to floors or furnishings will incur a fee.

Room Request Form (All Events And Meetings)

Current Room Request Forms:

Classroom Request Form — Simple Meetings: for regular users who need a classroom for a simple meeting with no support.
Conference Room Request Form — Simple Meetings: for regular users who need a conference room for a simple meeting with no support.
Room Request Form — All Spaces/All Events: for regular users who need event support or desire a special event room. All campus spaces including classrooms can be requested via this form.
Students & Student Organizations — Room Requests: For students with various room request needs, including film students. Specific instructions are listed for all categories of student or student organization needs; students are directed to the appropriate form or office or they can send a question at the bottom of the form.
University Space — Outside Group Facility Rentals: For outside groups to request rental space for events or meetings, this inquiry form will be located on our facility rentals page with preliminary questions and information about our timeline for outside group events.

Administrative Services can advise about available special event rooms on campus. Use the central Room Request Form – All Spaces/All Events to schedule your event with the appropriate office. You must schedule the use of every area, including the library plaza, balcony areas, or building lobby where you may only need one or two tables. Make sure to cancel your reservation if your plans change, so the room or area will be available for others. When scheduling time in a room or area, consider your set-up and clean-up time, making sure that the room is scheduled for an adequate number of hours. Keep in mind that if you are scheduling an event outdoors, it is recommended to reserve an inclement weather back-up site.

If you would like to see if a special event room is available for your event before submitting the form, please request the link to the view-only special events calendar from adminservices@regent.edu.

Student organizations completing the Application for a Special Event by a Student Org should not complete the separate Room Request Form (All Events + Non-Simple Meetings) as their room will be reserved directly from that application.

Rooms will be reserved according to the published hierarchy for the space. Regent has one hierarchy for special event rooms and classrooms, and a separate hierarchy for Regent Chapel.

Rooms for simple meetings will be reserved per semester, in the order received.

Rooms for special events will be reserved in the order received, first insuring that a SEAF form has been approved by the Academic Affairs office. The scheduling office will change rooms if necessary, based on receipt of updated information about all events occurring simultaneously, as the goal is to utilize space and resources in the most efficient and cost-saving manner.

Reserving Rooms for Regent Events

Regent University events take precedence over outside group events. Rooms in which classes are held (including classrooms, the library auditorium and moot courtroom), cannot be reserved for a Regent event until that semester's class schedule has been completed. Priority is always given to classes and academic events. Reserve special event rooms, Regent Ordinary rooms, and classrooms through the Room Request Form (All Events + Non-Simple Meetings).

Ordinary Rooms

Administrative Services receives requests from the Regent community for Ordinary room reservations through the central Room Request Form (All Events + Non-Simple Meetings). The Ordinary rooms reserved are the Main Dining Room, Fountain View room, Loft, and Patio. During regular hours, priority will be given to those Regent events using the Ordinary's regular or catering menu. Requests for rooms that are not utilizing food from the Ordinary will not be confirmed farther in advance than three (3) business days, to give priority to catering events.

For events taking place outside of the Ordinary's regular hours, priority will be given first to Regent University catering events, then to outside group catering events, and last to Regent non-food events.

Regent Ordinary Hours of Operation (Monday - Friday): 10:00 a.m. - 5:00 p.m.

After your room reservation has been approved, submit the Catering Request Form.

When reserving rooms, care will be taken to note possible noise issues with adjoining rooms, or the need to walk through an event in the Main Dining Room to reach the other rooms. It should be noted that the Loft tends to be noisy and may not be suitable for all events.

Outside food is not allowed in the Ordinary rooms during business hours.

President's Boardroom/Executive Conference Room

Submit the Room Request Form (All Events + Non-Simple Meetings) to request the President's Boardroom or the Executive Conference Room. Preference will be given to meetings of executive leadership, especially for the President and Chancellor of the University. If a meeting, event, or class is confirmed in one of these rooms, it may be subject to cancellation if the room is needed for an executive meeting. Administrative Services will assist in rescheduling the meeting into an alternate room.

Noise volume for proposed meetings will be considered when reserving these rooms, and meetings or events with a high noise volume may not be permitted, based on other meetings scheduled into the adjoining rooms.

Complete the Special Event Set-up Form for tables, linens, and trash can set-up. The staff kitchen may have limited space available to use for food item storage and prep. Items should be removed immediately after the event. The kitchen must be left clean and trash removed. Fees will be assessed for failure to leave the rooms clean and undamaged.

Robertson Field I & II

The main playing field, Robertson Field I, is located next to the horse pasture by the Chancellor's home. The auxiliary field, Robertson Field II, is perpendicular to the horse pasture and closer to the main sidewalk. These fields can be reserved through the Room Request Form (All Events + Non-Simple Meetings). Choose 'Special Event Rooms', and building 'Robertson Hall' to find the fields on the drop-down list.

The main field is a multi-purpose field for student activities and sports. Care should stay clear of the fence and adjoining pasture on the west side of the field. Do not feed or pet the horses. The fence has an electric field around it so campus police will be aware of anyone going beyond the fence. A ball that has fallen into the horse pasture should be quickly retrieved by one person and the situation explained to Campus Police upon arrival. Bleachers my only be placed on the side closest to the parking lot of the field.

Robertson Field II will be considered the "practice field". It is reserved through the central form, and will usually serve as a practice field or secondary field to be used when the main field is already reserved.

Student Housing Common Areas

Student housing (Regent Commons) has several areas available to reserve, such as lobbies and community rooms. Anyone in the Regent Community may reserve these spaces. There are two 6-foot tables and 15-20 folding chairs in each Commons community room that may be used free of charge. Instructions for clean-up are posted. Use the separate Housing online forms for Commons reservations.

Outside Security Firms

Any outside entity authorized to utilize campus event facilities must be required to disclose any use of outside security; such security must be verified with Regent University campus police. Verifications shall include whether the officers are DCJS-authorized, unlicensed private; unarmed or armed and authority by which they are armed. Unless such officers are sworn LE officers or DCJS PPS certified, Regent University does not authorize weapons on campus. Uniformed armed DCJS security officers must be verified by Regent University campus police if necessary for function's purpose. The campus police department shall meet with and verify all credentials and assign campus police officers to the event as directed by the operations lieutenant. Regent University reserves the right to deny any use of outside private or contract security at the discretion of the university's chief of police.

Signage/Banners/Easel Signs and Smaller Signs

Regent Marketing has designed a blue, green, and white sign as the official template for university event signage. Standardized, quality signage across campus is the goal of the event signage policy. Due to the updated campus map and multiple directory signs across campus, fewer event signs are necessary to direct visitors to the correct building. However, if you are planning an event and wish to have signs, banners, easels or smaller signs, please follow the details listed.

The guardhouses on both sides of the campus should be the focal point of all instructions given in conjunction with finding an event, and event signage can lead the visitor from the guardhouse. Event coordinators may consider stationing a greeter at the guardhouse to help direct visitors to the event.

Signs are not allowed on light poles or other exterior surfaces on campus. Also, no wooden stakes or real estate-type signs are allowed. For any questions, please contact Administrative Services.

A-Frame Event Signage

The Marketing dept. is able to typeset and produce 2ft x 3ft signs for the A-frames at minimal cost (approx. $25/sign).
Submit the marketing Job Request Form. You will need to provide the copy that you want on the sign and specify if you need a right, left, straight arrow or no arrow. If you are doing a right/left arrow you can ask to have the board cut so it can point in either direction. Signs include magnets on the back.
The A-frames are two sided, so you must assess whether you will utilize both sides of the frame and order two signs, or just one side. Allow 2 - 3 weeks for sign completion.
Complete the A-Frame Request Form to request usage of the two-sided metal A-frame sign holders. Only signs on the approved template are allowed to be used.
You will receive a confirmation email and instructions.
On the day of your event, sign out the key to the RU Drive guardhouse or Centerville Turnpike guardhouse from Admin Services (ADM 116).
You may take the reserved number of A-frames out of the guardhouse to use for your event. The door should remain locked at all times.
Affix your new sign to the A-frame with the magnets. No tape should be used, as it will pull off the paint.
You are responsible for placing the signs on the campus.
A-frames are not intended to be used on the exterior campus roads of Indian River, Centerville Turnpike, or RU Drive.
A-frames must be returned promptly to the guardhouse after your event, and the key must be returned promptly to ADM 116 and the door confirmed as locked.

Banners

If your event warrants a banner for the front of a campus building(s), open a Job Request with Marketing to create them. Allow 3-4 weeks for banner completion. Submit a Facility Services Work Order at least 7 days in advance to request assistance in hanging the banner.

Easel Signs

Easel signs are 24" x 17" and cost is reasonable. University Marketing will create the signs through their online Job Request Form.

Smaller Signs

Marketing has also provided this same template to Copy Services and they are prepared to provide 8 1/2 x 11 signs. These signs will be printed in color to go into a Plexiglass holder or laminated with a .5 or .10 mil laminate. Copy Services will typeset, print, and laminate them for approximately $2.00 each (depending on the lamination thickness). For no lamination, the cost is $0.34 each. Lamination is an additional $1.00 for .5 mil and $1.25 for .10 mil. The email address for Copy Services is copies@regent.edu; phone is 757.352.4191. Provide the copy you want on the signs and give them your cost center number for charging.

Special Event Set-Up Form

All needs for chairs, tables, etc. must be communicated by completing the Special Event Set-Up Form. Your cost center is required, as there are rental and labor charges for all set-ups. This form must be completed at least 30 days in advance of your event to allow enough time for the housekeeping department to schedule labor and resources. Submit the Set-Up Form even if you are still waiting for final attendance numbers, and be liberal in your estimation of tables needed.

Please submit a separate form for each general location, even if they are for the same event (i.e. one form for the Chapel, and another for the Library Atrium), and only one form for the same location on consecutive dates. A SET-UP DIAGRAM TITLED WITH EVENT NAME, DATE, AND SPECIAL EVENT SPACE NAME IS REQUIRED.

No set up adjustments are permitted 48 hours prior to event date. Any form submitted without four weeks' advance notice will be performed on an "if we can" basis with a $100 late fee charged to your account. Contact Administrative Services, if you have not received an email response within 2-3 days, confirming that your request will be honored.

All Special Event facilities and supplies must be left clean (tables, chairs, floor, coffee makers, punch bowls, etc.) or a minimum housekeeping fee of $25 will be assessed. Trash must be carried out to the compactor or an additional fee will be incurred. If using the library atrium, use the back elevator - do not go through the lobby or use the stairs, as the trash bags may leak on the carpeting. After the event, Facility Services will pick up all articles that were rented from the department (table cloths, coffee makers, etc.).

The items listed on the form are available for rental through Facility Services for on-campus events only; they may not be taken off campus.

Chairs

Simple folding chairs are available for your events. For high-profile events, upholstered banquet chairs are available. As a standard procedure, event coordinators should order banquet chairs when their sit-down events include invited guests from outside of the Regent community. To request chairs, use the Set-Up Form.

Flag Sets

The American, Christian, Virginia and Regent flags are placed in each of the following special event locations: Moot Court Room, Library Atrium, Library Auditorium, and Chapel. Housekeeping does not move flags to other event areas.

Hand Sanitizer

Hand sanitizer must be available for guest use at all functions where food is provided. Hand sanitizer is always available in the main theatre, the Ordinary, and the library atrium via self-standing stations. Hand sanitizer is available upon request on the Set-Up Form.

Keys

Keys for most special event rooms, kitchens, and classrooms can be checked out through Administrative Services in ADM 116. Include your request for keys on the Set-Up Form. Contact the Ordinary to arrange Ordinary access.

Kitchens

There are several kitchens available on campus near the event areas. Keys to each may be checked out through Administrative Services in ADM 116. Outside vendors/caterers cannot check out keys. No items may be removed. To avoid a fee, trash must be removed at the conclusion of all events. Reserve these kitchens through the Room Request Form (All Events + Non-Simple Meetings).

Library Atrium Kitchen There is a phone in this kitchen with the number 757.352.7316. Sink, refrigerator, electrical circuits, counter space, and cleaning supplies are available.

Library Kitchen This is a small kitchen by the library auditorium, which has a sink, refrigerator, dishwasher, and counter space.

Robertson Hall Kitchen This is a kitchen off of the Robertson Hall lobby. Sink, refrigerator, electrical circuits, counter space, and cleaning supplies are available. There is a Bunn coffeemaker which is a fixture that stays in the room. Those reserving the kitchen may use it for their event. Instructions for its use are posted in the kitchen.

Divinity Building Kitchen This is a small kitchen off classroom 179. Sink, refrigerator, microwave, electrical circuits, and cleaning supplies are available.

Labor Fees/Setting Up a Special Event Room For an Event

Labor fees for special event room set-up and item rental are listed on the Special Event Set-Up Form.

Facility Services does not rearrange classrooms for special events. Classrooms should not be rearranged for a class or event unless the event coordinator/professor ensures the tables and chairs are put back to original position promptly, or a fee of $50 will be charged.

All academic classrooms are equipped with a certain amount of chairs/tables depending upon their capacity. The Registrar’s Office schedules courses based on the number of seats per room.
If any classroom furnishings are adjusted during an event, it is imperative that all event coordinators return each classroom to its original position. The next class depends on it.
Please use anti-dust chalk.

Under no circumstances should wooden furnishings, such as tables and benches located in building lobby areas, be moved.

Outside groups are not permitted to have rented set up items delivered or placed without the supervision of Facility Services. Regent-hosted Outside Groups (RHOGS) are not permitted to move classroom tables and chairs, or any other fixture without the supervision of the assigned Regent event coordinator.

Laptop Reservation Request

As a laptop may occasionally be needed for a presentation in a special event room or classroom, full-time staff and faculty may reserve the use of IT laptops for Regent business purposes only. Laptop reservations should be made at least two working days prior to the desired pickup date. Please read all policies and fill out the reservation form located on the MyRegent Portal under Information Technology (IT).

Lighting

The light switches for the library atrium are inside the library and the instructions for accessing them are on a laminated card in the kitchen area of the atrium. Furthermore, there are landscape up-lights at the base of the planters holding various silk trees in the library atrium which you may use. Under no circumstances are event coordinators or others authorized to remove the lights from the planters in an effort to replace them, as damage to the trees may occur.

For large high-profile events in the library atrium, consider renting extra lighting from an outside source. Contact the Office of Events for information about extra lighting sources.

Linens

Regent has white and black linen tablecloths available for various sized tables that are available for rent through the Set-Up Form.

Linens Available

White table skirts (for rectangle tables/both sizes)
White 6-foot rectangle cloths (for rectangle tables/both sizes)
White round short cloths (for 6-foot round tables)
White round long cloths (for 6-foot round tables)
White cocktail long cloths (for cocktail or 5-foot round tables)
Black cocktail long cloths (for cocktail or 5-foot round tables)

Table skirts are available for the 6-foot rectangle tables. It is less expensive to order floor-length cloths for the round tables than a short cloth and table skirt. Trash cans can be covered with black or white trash can covers.

Rental fees include laundering. All tables in open areas such as building lobbies should be covered with a white linen cloth and skirt or approved banner or covering. White plastic over the white linen is the policy for tables which will be used for food. Should a cloth or skirt become stained or damaged beyond repair as a result of your usage, your school or department will be charged for replacement. Red liquids or sauces should not be served as they can stain not only the table linens, but also the floor.

Please keep the linens on the tables after your event, as Facility Services will pick them up when preparing for the next event.

Podiums/Podium Signs

Podiums are ordered through the Set-Up Form. Whenever formal remarks are made, a university podium sign should be ordered and hung from the podium.

Recycle Bins

Recycle bins are available through the Set-Up Form and are recommended for events with a large amount of aluminum can or plastic bottle waste.

Service Elevator

The Library service elevator at the loading dock is available for access through the back door of the Library Atrium. The event coordinator is responsible for checking out the elevator and atrium keys from Administrative Services and meeting the caterer. Mail Services, located at the loading dock, cannot furnish these keys. It is imperative that the door between the elevator and the atrium stay locked except for those specific times when food and other items are being transported into the atrium. Check out the keys through Administrative Services.

Special Project Approval/Payment Authorization Form

When utilizing housekeeping or maintenance personnel for after-hours or weekend events, authorization for those employees to receive overtime must be requested at least two weeks before the event. The budget for the event will be responsible for the payment of overtime for these employees. All requests for overtime pay for a nonexempt employee must be approved in advance; the employees will be paid at the rate of one and one-half the usual hourly rate when a nonexempt employee works more than 40 hours in a work week.

Begin the approval process by submitting the Special Project Approval/Payment Authorization Form (also located under the Human Resources page in My Regent portal) to BOTH Ruby Moreno, housekeeping supervisor, and eventsetup@regent.edu with the cost code approver's signature. When the special project pay is approved, the work may be completed. Once the work is complete, the employee completes and signs Section 2 of the Special Project Approval/Payment Authorization Form and then it is submitted directly to HR/Payroll.

When requesting approval, please provide sufficient information for the approvers to determine: (1) clearly describe the project/event; (2) date the work is to be completed; (3) any other relevant information.

Please Note: The Special Project Approval/Payment Authorization Form is to be used only for regular full-time and regular part-time employees. The Temporary Time Sheet is used to pay temporary staff, graduate assistants, and student workers for hours worked in a cost center other than the employee's usual cost center.

Stanchions

A limited number of stanchions and roping are available. Please order these through the Set-Up Form and send a follow-up email to Administrative Services with an attached diagram for placement.

Sterno Racks

Simple Sterno racks and water pans are available; schools and departments must provide their own fuel cans. Order these racks through the Set-Up Form.

Tables

Regent Facility Services has several types of tables available for rent through the Set-Up Form. Please submit a diagram of your table arrangment needs along with the Set-Up Form. Include the Event Name, Event Date, and Special Event Room Name at the top.

Tables Available

6 x 3-foot rectangle (seats 6)
6 x 1.5-foot rectangle (seats 6)
6-foot round (seats 10)
5-foot round (seats 8)
3-foot round (cocktail-can be 3 heights)

It is the responsibility of the event coordinator to wipe down tables rented from Regent after the completion of each event. Additionally, plastic table cloths are required for all tables designated for food to help preserve Regent's linens. Tables for messy foods such as gravy, dips, sauces, etc. must be draped with extra plastic. Plastic cloths can be requested via the Set-Up Form.

When utilizing Ordinary catering in special event areas, request food tables keeping these estimates in mind for budgeting, planning, and your set up order:

Estimated Food Tables

50 or below attendees: 1 6ft. rectangle for drinks + 3 for food
50 - 125 attendees: 2 6ft. rectangle for drinks + 4 for food
125 + attendees: contact the Ordinary to customized based on food order

If multiple large events utilizing tables are scheduled at the same time and there are not enough tables, Facility Services will grant usage based on a first requested-first served basis. In cases such as this, the departments or schools requesting tables last will be expected to rent them from an outside vendor at the department's expense.

If utilizing tables from an outside vendor or caterer for an on-campus event, please contact adminservices@regent.edu to discuss delivery coordination before and after the event.

Student Organization Events

Regent University's student organizations are welcome to hold events and meetings throughout the academic year. All student organization gatherings must go through a process for approval. Complete a Student Room Request/Event Application Form (both on and off campus).

NOTE: Student organizations are required to complete an application for an event; rooms will be reserved at the time of approval and you will receive a written confirmation. For members-only student organization planning meetings that do not include catering, media support, outside guest speakers, music, dancing, or other support, please complete one of the simple meeting forms found here.

On-Campus

All events sponsored by a Regent University student organization must be first approved through Student Engagement through the Student Services office, as well as the Administrative Services office (law school organizations will require an additional approval step through the law records office). Any meeting or activity that an organization holds is considered an "event" when it is open to non-members for participation. Complete the Student Room Request/Event Application Form (both on and off campus). This will submit directly to Student Engagement and will be sent to the appropriate departments for logistical input. After your event is approved, the Logistics Manager in Administrative Services (757.352.4034) will be your contact to coordinate logistics for your event.

Off-Campus

All student organization events held outside of the university's campus must be registered with Student Engagement within the Student Services office at least three weeks prior to its occurrence. Complete the Student Room Request/Event Application Form (both on and off campus). This will submit directly to Student Engagement for approval. It should be noted that all standards of behavior and university policy relating to on-campus events are applicable to off-campus events as well. Furthermore, Regent University will assume no liability for any event held off campus by a student organization or subsequent issues resulting from such an event. In such an occurrence, liability will be assumed by the sponsoring group. Certain events may require that the sponsoring organization or its participants sign a liability release prior to the event taking place.

Table Covering Policy

All tables must be covered with linen. When setting up even one table for an event, especially in a lobby area, a linen cloth and skirt are appropriate. Plastic table cloths are never acceptable in the lobby areas. It is Regent policy to utilize a white plastic table covering over the white linen cloth and skirt when placing food on the table, such as for a buffet line, which will keep the linen clean at the event and make laundering easier. Request table linens and plastic on the Special Event Set-Up Form.

Tape Policy

Wall putty and/or Command® strips may be used to secure event signage and decorations; cord covers may be used to secure cords on the floor.

Scale of Fees for Noncompliance

First offense	$150.00
Second offense	$300.00
Third offense	$450.00

See Flyers & Publicity Materials for lists of areas on campus that may and may not be utilized when advertising for your event with paper materials.

Temperature Control

To request changes in room temperatures, complete the Facility Services work order and click the Heating/Ventilation /Air Conditioning Icon, which is received by CBN Building Services. If your event is during business hours and you experience HVAC issues after having completed a work order it may be necessary to contact CBN Building Services directly at 757.226.3077. For emergency needs after hours or on weekends, call Campus Police at 757.226.2075 and they will contact the on-call HVAC person at home.

For all areas: changes in room temperature usually take a minimum of one hour for the system to start up and cooling or heating changes to take effect.

For the chapel: the main seating area and balcony are on a thermostat controlled by CBN Building Services on an automated system. The basic HVAC is on a time schedule that CBN Building Services will set based upon event times. In addition to event times HVAC will be run for a limited time each day to keep humidity at a reasonable level. The first-floor prayer room and second-floor multi-purpose room each have their own thermostat located in the individual rooms - they can be adjusted manually by users in those rooms.

Traffic Cones

Regent University will make traffic cones available for outdoor activities only. Cones can be requested by emailing Parking Services.

If traffic cones are needed for an indoor activity, Regent cannot provide them. Small cones are available at nominal cost at local discount stores.

Transportation

When planning an event, consider the logistics of how your guests will move from one event location to another. Parking arrangements can be made through Parking Services.

Car Rental

Regent University has discounted pricing with Enterprise Rent-A-Car 757.495.3678. Travelers will need a credit card to order a rental car. Be sure Enterprise has the correct billing information when securing your reservation. Print out the accident information brochure and insurance ID card when renting a car and travelling on Regent business. See the purchasing website for more information on car rentals, as well as information on possible discounted pricing with other area rental car companies.

Golf Carts

Golf carts are not available to borrow from any University depts. If you have a need to transport guests or items, you may want to consider renting a golf cart from an outside company. You may contact Ricky's Custom Carts at 757.934.7700. All Regent faculty, staff, and students driving a golf cart on campus must adhere to the golf cart policy and have a signed training form on file in the Human Resources office. This policy and form are both located on the Human Resources website through the MyRegent portal.

Shuttles

It may be possible to rent the Regent shuttle (capacity 14 passengers) and a driver for large events. Request via the Shuttle Request Form. If your guests are utilizing Founders Inn and Spa, check with the Inn in advance to find out if their shuttle will be available to transport guests to the campus event site. There may be a fee involved.

Other local businesses offering shuttle (capacity 24) and larger bus rentals (55 passengers) are Carey/VIP, Venture Buses, and Tri-City Tours. A valid certificate of insurance from the bus company is required to be in the Purchasing office no later than three business days prior to the service. Please see the section on Certificates of Insurance.

Walks: 5k Walks or Runs

When considering holding a 5k Walk or Run on the Regent University property, plan on a mandatory meeting with Administrative Services and Facility Services to discuss proposed route, security, set-up, and other pertinent facets of your event.

Walk-Through Two Weeks Prior to Event

If you are holding a high-profile event, a walk-through may be conducted by the Office of Events. The event coordinator should at this time, ensure all policy and procedures are understood and that everything needed from support departments, including catering, are confirmed, up-to-date, and final questions have been answered. It is highly encouraged to walk through the space and visualize the event so all needs can be communicated well in advance.

Housekeeping is unable to accept set up changes during 48 hours prior to the event date.

Confirm all catering needs at least (7) business days in advance.

If you are utilizing an area through the Communication and Performing Arts Center, you should confirm all items with the Performing Arts Center at 757.352.4239.

Always confirm your media equipment and support through Media Services at 757.352.4160.