Special Events Manual

Academic Affairs Special Event Approval Form (SEAF)
Advancement and University Events
Attire: Representing Regent University
Bonfires/Campfires
Building Hours
Campus Map
Candles/Glitter/Confetti
Catering Policy
Ordinary
Founders Inn and Spa
Outside Caterers
Off-Site Events Requiring Catering
Sam's Club and Costco Memberships
Certificates of Insurance Required for Caterers/Entertainment
Chalk in Classrooms/Dry Erase Markers
Child Care on Campus
Clean Up
Contracts for Goods and Services Rendered
Dancing/Music/Library Quiet Floor
Decorations, Signs, and Banners
Drugs, Alcohol, and Tobacco
Entertainment
Movie Showing
Special Speakers Policy
Events Calendar
Food or Drink in Special Event Rooms
Food or Drink in University Classrooms
Fundraising By Departments and Schools
Fundraising By Student Organizations
High-Profile Events
Hotel Arrangements
Housekeeping for Restrooms
Itineraries for Events
Jackie's Flower Closet
Law School Events/Tables Policy
Levels of Events
Library Atrium Information
Lighting
Marketing/Publicity
Allstaff/Allstudent Emails
Banners
Flyers & Publicity Materials
Media Coverage
Photographers
Premiums
Media Services
Outdoor Events Policy
General
Sports
Games
Contracted Events
Special Equipment
Outside Groups/Weddings
Release Information
City of Virginia Beach
Parking Details
AmeriGroup Parking
Reserved Parking Spots
Signage/A-frame event signage
Trucks on Plaza
Visitor Parking Passes
Plates and Dinnerware
Post-Event
President's Task Force
Radios
Regent-Hosted Outside Groups
Rental Items from Outside Vendor
Room Reservation Form
Hierarchy for Room Reservations
List of Special Event Rooms
Reserving Rooms for Regent Events
Communication Building Theatre Areas
Ordinary Rooms
President's Boardroom/Executive Conference Room
Robertson Field I & II
Student Housing common areas
Security Needs
Signage/Easel Signs and Smaller Signs
Special Event Set-Up Form
Chairs
Coat Racks
Extension Cords
Extension Cord Covers
Flag Sets
Gas Grill
Hand sanitizer
Keys
Kitchens
Labor Fees
Lighting
Linens
Miscellaneous Consumable Items
Miscellaneous Hospitality Items
Podiums/Podium Signs
Recycle Bins
Service Elevator
Stanchions
Sterno Racks
Tables
Student Alumni Ambassadors (SAA)
Student Organization Events
On-Campus
Off-Campus
Student Services Table Policy
Table Covering Policy
Tape Policy
Temperature control
Transportation
Car Rental
Golf Carts
Shuttles
Walk-Through One Week Prior to Event

Academic Affairs Special Event Approval Form (SEAF)

All schools, departments, and centers are required to start the events procedure by completing the Academic Affairs Special Event Approval Form (SEAF) to receive approval to hold their event. This form is to be used for all events that involve university-wide resources (Marketing and/or Advancement support) or are open to the campus community and/or friends and guests of the university. This form should also be used for Regent-Hosted Outside Group events. Excepted are those events which are for students only or are focused only on a particular school's programs (and they do not require the services of Marketing and/or Advancement). If in doubt, please ask the EVP's office if the form is needed. This form does not substitute for any other form or process related to events. No other event forms should be completed until special event approval is received.

Advancement and University Events

The office of Advancement and University Events is responsible for Regent University's key signature events, including Clash of the Titans® debate and dinner and the Executive Leadership Series luncheons, as well as fundraising events such as Regent Donor Weekend, the annual Golf Tournament event, and regional cultivation events around the country. With extensive experience in planning, executing and hosting major events for high profile guests, this department will be working with you and your event planning team in the major planning aspects of any large Regent University event which may include VIP or "high-profile" guests, donors, publicity or media coverage, fundraising, etc.

Working with this department will consolidate and standardize university events, resulting in increased quality, cost savings, and elimination of competing events, as well as maximizing Regent University's exposure and public relations.

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 feasts, homecoming football 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. This nametag can be purchased through Village Engraver; email adminfacilities@regent.edu for more information.

Bonfires/Campfires

In general, bonfires and campfires are not permitted on Regent University property due to risk of fire. However, exceptions may be granted for university-sponsored special events if approved by the local fire department.

Contact adminfacilities@regent.edu to discuss.

Building Hours

The Administration Building, Classroom Building, Library Building, Robertson Hall, and Communication Building are open from 7 a.m. to midnight. After 9 p.m., the Communication Building is only accessible through the front doors.

The Student Center is open Monday through Saturday from 7:00 a.m. to midnight, and Sunday 1:00 p.m. to midnight.

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 at adminfacilities@regent.edu to request before- or after-hours access during your event and/or set-up. An ID keycard will be required. We 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 on the website. 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 insure 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).

Candles/Glitter/Confetti

No candles, glitter, confetti, sand or similar materials permitted. An additional minimum housekeeping fee of $50 will be charged for noncompliance. Please consider the labor that is involved in cleaning up these types of material.

Catering Policy

Regent Ordinary dining services has the first right of refusal to cater any event held on campus and provides catering for the following functions:

Activities of university-recognized student, faculty, and staff organizations*
Any university-sponsored functions (e.g. those charged to university budget accounts)

The person scheduling the event must complete a Catering Request Form at least two weeks prior to event date. For busy times of the year, it is prudent to submit the Catering Request Form as far in advance as possible.

*Student organizations that raise their own funds (e.g. student fees, fundraising, etc.) for their special events are not required to utilize our on-site caterer and may secure food services from outside caterers.

The complete catering policy is located on the web.

The utilization of offsite catering companies by any of the schools, departments, or student organizations using university-budgeted funds must first be approved through Purchasing.

Please keep in mind when planning your events that you are saving 10.5% by utilizing the Regent Ordinary catering services for university-sponsored events. You are not subject to tax (5%- Virginia sales tax and 5.5%- Virginia Beach tax) as you are with Founders Inn and any outside catering vendor.

Ordinary

The Regent Ordinary is a food court style restaurant located in the Student Center; Chef Dan Murphy is the Food Service Manager. Chef Murphy attended the very highly recognized and reputable Culinary Institute of America, located in Hyde Park, New York. His culinary experience includes 17 years at Norfolk's Omni International Hotel. 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 can be charged through interdepartmental funds transfer.

Catered functions may utilize the items on the restaurant's regular menu, or their special catering menu. The Ordinary can easily meet your small office or banquet sized catering needs. Click on the following link for more information on the Regent Ordinary. To contact Chef Murphy with questions, call 757.352.4924 or email ordinary@regent.edu.

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 remove the trash to the dumpster.

The Regent Ordinary is closed on weekends, but upon request, may be able to cater your special group events on weekends as well as weekdays.

The Regent Ordinary is often able to supply ice for your event, since they have a large ice machine. Contact Chef at 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 for catering on the Regent campus, for a banquet in their ballroom, or for multiple room nights should contact Kathy Ruley in the office of Advancement and University Events (kruley@regent.edu, 757.352.4849) with the request. Advancement 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.

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.

Outside Caterers

In the event the Regent Ordinary or the Founders Inn is unable to accommodate your catering request, you may utilize the services of other area 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 at least two weeks prior to the date of the event. Once approved, a current certificate of insurance (COI) naming Regent University as an additional insured must be on file in the Administrative Services office at least one week prior to the event date.

If on-site cooking is involved, contact Administrative Services at 757.352.4442 to discuss appropriate procedures. The contracting school or department is liable for any fire marshal or health permit fines.

Off-Site 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 adminfacilities@regent.edu 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.

Sam's Club and Costco Memberships

Purchasing has a limited number of membership cards for Sam's Club and Costco, which you can check out and use to purchase items for your event. Costco is our preferred provider. To ensure availability please reserve the card one week in advance by emailing Purchasing at purchasing@regent.edu 757.352.4006. Cards checked out one day must be returned with authorized signature and cost coded receipts within 24 hours, or earlier if the Purchasing Coordinator has stipulated this due to many event coordinators needing to use the cards.

Certificates of Insurance Required for Caterers/Entertainment

When utilizing an outside caterer or entertainment vendor, we must have a certificate of insurance (COI) on file 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. Please 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. Regent does not supply these items.

Child Care on Campus

Due to liability, providing child care on campus for events will be considered only on a case-bycase basis. Please contact adminfacilities@regent.edu to discuss.

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 $50 from Facility Services.

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.

For outdoor events, all tables, chairs, and equipment must be brought indoors directly after the event by the event committee, following procedure given by Administrative Services.

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. Consult the information regarding contracts in the purchasing manual

Dancing/Music/Library Quiet Floor

Dancing shall be tasteful, i.e. no body slamming, dirty dancing, immoral or lewd dancing. The library atrium and other rooms on campus are only available for dancing on a case-by-case basis. Music in the library atrium should be kept at a minimum, and at as low a level as possible. All music should be played in a manner respectful to those in the area surrounding the event. The second floor of the library is the Quiet Floor, and as a university, our mission is to provide a quiet and comfortable study environment for our students. Dancing is permitted in the Regent Ordinary dining facility with approval from the appropriate office.

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 create a large mess which is very difficult to clean. Any decorations which are affixed to walls must not deface university property. See Jackie's Flower Closet for information on silk flower arrangements; see section on 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, finish off of floors, and require scraping off of windows. An additional minimum housekeeping fee of $50 will be charged for noncompliance. Especially for floors, a group that puts down tape and damages the floor will be charged extra for the hours of labor required to strip and refinish the floor to restore it. If there is a need to secure cords on the floor, cord covers are available through Administrative Services upon request request through the Special Event Set-Up Form.

Large signs and banners should be authorized through Administrative Services 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 members of the Regent community--faculty, staff and students--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 and prohibits the abuse of these substances. The Apostle Paul exhorts the body of Christ that, if they truly loved their fellow man, they would set aside their personal freedom by refraining from behavior that might be a stumbling block to their weaker brother. Regent University encourages members of the Regent community to exercise their personal responsibility and, guided by Paul's admonition, appropriately set aside their personal freedom and refrain from the use of alcohol and tobacco.

In addition to heeding the policy ourselves, it is important for each of us to inform guests whom we invite on campus, as well as vendors and other non-employees with whom we conduct business on campus.

Entertainment

Information to come.

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, you may not charge a fee for the viewing of a film at an event.

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

SWANK Motion Pictures, Incorporated - the web site for this company is www.swank.com, and the phone number is 1.800.876.5577. The list of films they distribute is on their web page, but they add new films every day.
Criterion - Web site is www.criterionpic.com, phone 1.800.890.9494.

Copyright permission often costs money to secure. Contact the distributor, explain under what context the film will be shown, and see what they can do for you. Once you have obtained the rights, you will receive a written record of your permission to show the film. Your permission confirmation needs to be submitted to Student Services (for student org events) or Administrative Services in order for you to receive approval for your event.

Special Speakers Policy

The university reserves the right to approve on-campus speakers. Such guests must in some way 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. This includes the avoidance of profane language, slanderous statements, and advocacy of violent change or government overthrow. If your event will include a special speaker (any speaker who is not currently associated with the university as a student, staff member, faculty, alumnus, ACLJ staff, or CBN staff ), you must complete the Request for Speaker Form. Submitting the names of prospective speakers insures that only those who are in harmony with the mission and reputation of Regent University will be invited to speak on our campus. The form must be submitted and approved before an invitation may be extended to a guest speaker.

Events Calendar

All departments must submit their events for inclusion in the Regent events calendar. Offices across campus receive inquiries from the public as well as other university departments about various events. When your event is listed on the Regent events calendar, anyone on campus can answer these inquiries, enabling us to better serve our community and each other. You may submit your event here. It is best to designate one person in your school, department, center, or student organization to submit the information to the calendar, to avoid duplicate submissions. If you have any questions regarding your submission, contact eventscalendar@regent.edu.

Food or Drink in Special Event Rooms

Food and drink are allowed in certain special event rooms. Specifically, food in library balcony, library atrium, library lobby, Robertson Hall lobby, or similar rooms are authorized. Food and drink are never authorized in the library auditorium or moot courtroom. Events in these areas that wish to have food must have them in the outside area adjacent to the room (such as the library balcony for the auditorium, and the Robertson Hall lobby for the moot courtroom). Care must be taken to insure that guests are not taking the food and drink into the room with them.

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

No food is allowed in university classrooms. The only drinks that are allowed are those in a container with a tight-fitting lid.

Groups needing rooms where meals will be served should submit the room reservation form to reserve the Fountain View room, SC 118 conference room, or Ordinary loft.

If an event coordinator, professor, or, in the case of a student organization, the head of the organization is willing to take responsibility for the cleanliness of a classroom, food will be allowed. The following food items are acceptable in the classrooms: Breakfast items (muffins and Danish), box lunches (sandwiches/wraps), pizza, and small non-messy snacks such as pretzels, trail mix, nuts, and candy.

Ice cream, cake, red punch, pasta, 3-course meals, and all other 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. Tables, chairs, and floor must be free of trash and crumbs. Any spills on the carpeting must be reported to 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.

Fundraising By Departments and Schools

Information to come.

Fundraising By Student Organizations

Regent University is fully supportive of the charity and fundraising efforts of our student organizations. As a Christian university, it is important that we model Christlikeness to those in need in our communities. In order to best provide the support needed to student organizations in their philanthropic efforts, all fundraising or charity collection efforts must be coordinated through Student Services. Additionally, any fundraising that involves direct solicitation of funds from individuals on behalf of the university or where donors may have an expectation of receiving a receipt must be coordinated through the office of Advancement, (Student Services will assist you). NOTE: this policy should not be construed to prohibit students from soliciting assistance from their families, friends, or their local church.

All fundraising/charity actions taken by an organization are considered events and are subject to the same rules and policy. Consequently, any event-related materials placed on campus must be done in a tasteful manner and with the permission of any relevant university officials. Cover any collection boxes with colored paper or wrapping paper to make them aesthetically pleasing. Also, all funds collected at an event marketed to exist for the advancement of a charity must be donated to that specified charity and no other group. The only exception to this would be the use of funds to reimburse specific members who may have purchased items necessary to the success of the event when there are no organizational funds available to do so. However, all such reimbursements must be coordinated through the Business Office. All print materials for the fundraiser should state the organization to which the proceeds will be donated.

Please be aware that collection drives cannot be longer than two weeks, and only one collection drive can occur at a time.

The Application for Special Event by a Student Organization form should be completed to host a fundraising drive.

High-Profile Events

High-profile events are events that possess the following characteristics:

May have major donor attendance or possible giving.
Includes VIP guests (ambassadors, elected officials, leaders or other "high-profile" individuals).
Publicity and media coverage is likely.

Please see the information regarding the office of Advancement and University Events, which must be involved for all high-profile events.

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.

Housekeeping for Restrooms

If you are having a very large event on the weekend, there will likely be a need for additional restroom housekeeping, since Regent does not have regular weekend housekeeping staff. Please note this on the Special Event Set-Up Form when requesting your other articles. Having on-site housekeeping or maintenance staff during evening or weekend hours is subject to availability, and additional fees will be charged.

Itineraries for Events

In an effort to better serve your event needs, it is required for event itineraries to be forwarded to Administrative Services at adminfacilities@regent.edu at least two weeks in advance of the event; sooner if it is a very large event utilizing many rooms and/or central departments' support.

Jackie's Flower Closet

Jackie's Flower Closet has been established to enable schools, departments, and student organizations to share the university resources of silk flowers, bud vases, standing arrangements, and centerpieces. Rather than each department purchasing their own silk arrangements, you may schedule an appointment to view the available floral decorations, and complete the form to take responsibility for them. It is appreciated for them to be returned promptly and in the same condition. Please give seven business days' advance notice of your request. Contact Laurie Ann Finn at 757.352.4036 lfinn@regent.edu for more information.

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 table. 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.

Levels of Events

Information to come.

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 front of the room on the left wall behind the gate. 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 will be made available for event coordinators to check out to control the lights for after-hour events. Instructions are posted in the atrium. There are 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 be damaged. For emergency lighting requests after-hours, contact Campus Police at 757.226.2075.

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.

Student Services oversees the allstudent and localstudent listserves and compiles announcements to go out once per week in the Regent Upcoming Events (RUE). Use the listserve link or email the details of your event in the format below to stusrv@regent.edu:

Title
Date(s)/Time(s)
Location of event
Cost (if applicable)
RSVP (if applicable)
Brief description of event
*Please note how long you want your announcement to run in the RUE. If no date is mentioned, it will run a maximum of 4 weeks.

Banners

In addition to banners on the front of the campus buildings, you may also consider vertical banners at the guardhouses. There are tension rods available inside both guardhouses to allow for placement of vertical-layout banners to advertise your event. Regent Marketing has designed a new red, white, and black template which is the new official banner template. 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 will 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.
Email Administrative Services at adminfacilities@regent.edu 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

For Regent events, you may send six 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. If you require design and printing of high-quality flyers, posters, postcards, etc., you can submit a Job Request Form through Marketing. The timeline and information for all types of marketing materials is available at this site.

Publicity materials shall be posted only on bulletin boards. Under no circumstances shall any publicity material be placed, written, or painted upon any surface (interior or exterior) including, but not limited to, trees or shrubs, poles, signs, doors, windows, walls, elevators, sidewalks or other campus structures.

Media Coverage

As soon as the event is scheduled, contact Public Relations at 757.352.4441 or proffice@regent.edu 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 757.352.4874. Photographers should be apprised of the proper attire required for your event.

Premiums

Regent logo items can be ordered through Peggy Fine at Brown & Bigelow, phone 757.486.0497, or the vendor of your choice.

Media Services

You must request media equipment through Media Services' Equipment Request Form.

For Media Services requests submitted less than three business days in advance, there will be a $50 late request fee charged to your school, department, center, or student organization. For lastminute cancellations (12 hours or less) or failure to communicate a cancellation to Media Services, fees will be charged according to the policy information posted on the Media Services website. You may also view information about media equipment in each classroom, various online forms, frequently asked questions, and more. Phone them at 757.352.4105.

Media Services' scheduled available hours are M-F (8am-10pm) and Sat (8am-5pm). Events occurring during hours other than those listed may incur a fee of $35/hour.

Under no circumstances are non-Media Services personnel authorized to enter the sound booths of the library auditorium, moot courtroom, or the chapel.

For indoor or outdoor amplified sound during class hours, it may be prudent for you to notify nearby rooms and/or buildings, including the university library 757.352.4150 and the law library 757.352.4450, so alternate arrangements for classes or other events may be made if necessary.

Outdoor Events Policy

General

Outdoor events are encouraged so the campus community can enjoy our beautiful campus resources. For multi-faceted events, a mandatory meeting must be scheduled with Administrative and Facility Services to discuss the scope of the event, before any contracts are prepared. This should be early -- 4-6 weeks in advance of the event. The area must be reserved and an inclement weather site considered.

Depending on the size and scope of the event, the city of Virginia Beach may require a permit for large outdoor events which may adversely impact surrounding communities. Administrative Services will determine if your event qualifies. Concerts, live bands, events requiring large tents, the use of fireworks, and carnival attractions are examples of events which may require a permit. When required, permit applications must be submitted to the city thirty days in advance of the event. Copies of the approved permit must be submitted to Administrative Services three business days before the event.

If the requested event is during class time (Monday through Friday, 8 am to 10 pm, or Saturday 8 am to 5 pm), it may be disapproved due to the noise adversely affecting adjacent classrooms or study areas. In any event, the students' academic needs will take precedence.

Sports

The main playing field is next to the horse pasture, named Robertson Field I. The old field is Robertson Field II. Reservations for these spaces will be received and processed by Administrative Services through the central room reservation form.

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

In order to set up games on the lawn (such as moon walk or other inflatables), the weather must be dry for 2-3 days before the event. 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. If tents are being used, stakes may go into the lawn or into sand-filled barrels, never into the cement or brick. Tent pegs or stakes are not advised. Regent University prefers that all tents are held down by concrete blocks and sand barrel ballasts. This method minimizes risk to underground sprinklers and other utilities.

Contracted Events

If you contract with any caterers 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 Administrative Services 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

Facility Services has a gas grill which can be rented for events at a fee of $25 per event. It is mandatory that the designated cook meets with the maintenance supervisor before the event so the procedure for operating the grill is reviewed. The grill must be cleaned after the event, and it must be returned in the same condition it was received. To curtail grease stains under the grill, a reusable black fire-retardant cloth can be rented from Facility Services for $5 along with a fire extinguisher. The school or department using the grill will be responsible for returning the cloth and getting the fire extinguisher refilled, if it has been used. These same rules apply if you are renting a gas or charcoal grill from an off-site vendor. It would be best if grills are kept on the lawn so that grease will not be a problem.

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 the event committee, following procedure given by Administrative Services. Fees will be charged for damaged equipment left outside.

Release Information

For events which may have a potential for injury, Regent University has a waiver form that all participants must execute. This form is located on the All Forms page.

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 days in advance of the event.

The city's web site gives more information about this.

Permit applications must be submitted to the city no later than thirty (30) days prior to the event. 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.

Outside Groups/Weddings

Non-Regent events cannot be scheduled on the Regent campus farther in advance than three to four months, as Regent events have priority for available space.

Regent University's wedding policy is as follows:

As we are committed to our Regent students and events first, we will consider requests for weddings as space and time permits. Since Regent does not have full-time staff devoted to coordinating events for outside groups, especially an event as important as a wedding, strict policy has been put into place.

The only room considered for wedding receptions larger than 125 people will be the library atrium. Capacity for a sit-down dinner in the library atrium is 300 people. For receptions smaller than 125 people, you may consider using the Regent Ordinary. If a wedding ceremony is requested to be held in the library auditorium, main theatre, or outdoors along with a catered reception, the event will be considered based on the scope of the event. Weddings will be scheduled no more than three to four months in advance as Regent events are priority and must be scheduled first.

Since the library atrium is located adjacent to all parts of the library where our students are studying, we require any events that are held in the atrium to keep noise and music at a minimum, with care taken to insure that the event will not interrupt the quiet usage of the library by Regent University students. Soft background music is the only level of music allowed.

No Smoking/No Alcohol/No Drugs Policy: Regent University forbids the use of alcohol, illicit drugs, and tobacco on campus and prohibits the abuse of these substances. This includes a champagne toast.

Catering: A catered dinner or heavy hors d'oeuvres utilizing either of Regent's exclusive caterers Founders Inn and Spa or the Regent Ordinary is required. You may contact Founders Inn and Spa at 757.366.5807. The contact for the Regent Ordinary is Chef Dan Murphy at 757.352.4924. Wedding ceremonies without a sit-down catered meal or heavy hors d'oeuvres reception are not available.

Dancing: As the propriety of certain types of dancing is interpreted differently by individuals, and since the volume of required music may be so loud as to interrupt our students in the library, only ballroom dancing will be permitted.

Procedure: To secure the library atrium for a wedding, the Facility Use Application should be completed, and after permission is granted, the Facility Use Agreement should be signed and executed. An invoice will be prepared, with payment due and payable to Regent University.

You may contact Founders Inn and Spa directly to inquire about their wedding packages to have your reception in one of their ballrooms. They will assign a coordinator to your event and every detail will be covered. Contact Lisa Aguilar, director of Catering, at 757.366.5807.

Parking Details

As soon as an event is scheduled, contact Administrative Services with notification of date, time, location, and estimated attendance. 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.

AmeriGroup Parking

Regent parking policy states that parking in the AmeriGroup parking lot by the Regent community and its visitors is prohibited. The only exceptions may be occasional very large events for which Regent is given specific permission to use the AmeriGroup lots. Regent vehicles parking in the AmeriGroup lot without prior authorization are subject to ticketing and/or towing.

Reserved Parking Spots

Reserved parking spots for events, special guest speakers, caterers, and VIP guests are available on a limited first come, first served basis. We have 2 reserved spot cones in the Library lot, 2 in the Library loading dock (2 hour limit), 8 in the Robertson Hall lot, and 2 in the Communication Building guard shack. They are permanently installed and two-sided; one side shows "Available" and the other side shows "Reserved". If you believe your event requires reserved parking spots, send an email to Administrative Services at adminfacilities@regent.edu (at least one week in advance) with the name of the speaker, name of the event, number of spots needed, and parking lot required. The limit for guest reserved spots is 2 per event; the limit for court competitions is 5. Cars parked in these spaces must have a green visitor pass on the dashboard clearly identifying them as part of the event. Please follow the procedure below.

If needing a reserved parking spot, email Administrative Services at adminfacilities@regent.edu
You will receive a confirmation email and instructions.
The event coordinator must create a sign for the cone: 8.5 x 11 size, portrait orientation, with the name of the guest, date and time of use. Please use as large a font size as possible.
As early as the night before the event (to beat the morning rush), slide the sign into the plastic sleeve at the top of the cone and turn the cone around to show that the spot is "Reserved".
At the end of the event, turn the cone around to show the spot is "Available", and remove the paper sign from the plastic sleeve.
Do not relocate or move the cones.
Administrative Services/Facility Services does not guarantee that the parking spot will stay available for the expected guest; utilize the spots at your own risk.
These new cones for marking reserved spots are of a more professional design, in keeping with the University's signage efforts to improve the overall impact on visitors.
Email adminfacilities@regent.edu or call 757.352.4442 if you have any questions

Signage

Standardized, quality signage across campus is the goal of the event signage policy. Regent Marketing has designed a new red, white, and black template as the official template for university event signage. 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 identifying the event, you may borrow the white metal A-frames that are available through Administrative Services, and order signs for them following the procedure below.

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. 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).

Signs are not allowed on light poles or other poles on campus. Also, no wooden stakes or real estate-type signs are allowed. See below for details and procedure to utilize the white metal A-frames, to order easel signs, smaller signs, and banners. For any questions, please contact Administrative Services at adminfacilities@regent.edu.

A-Frame Event Signage

Marketing has established a contract with Hackworth Reprographics to typeset and produce 2ft x 3ft signs for the A-frames. Cost is $65 per sign.
If desiring event signage, email Rita Woods at Hackworth, rwood@hackworthrepro.com, phone 757.545.7675. You will need to provide the copy that you want on the sign and let her know 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.
Hackworth will provide a pdf proof for you to approve prior to printing. You will give them your full contact information and ask that the invoice comes directly to you to process for payment.
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.
Email Administrative Services at adminfacilities@regent.edu 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 (there are 6 in each guardhouse). 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 used only for interior campus signage. They 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. The door should remain locked at all times.

Trucks on Plaza

Visitor Parking Passes

If your event requires visitors to come on campus, they are mandated by Campus Police to have a green visitor parking pass in their windshield unless they are in the main visitor parking lot L. If you need multiple copies of the pass for many visitors, contact stusrv@regent.edu to obtain a template of the pass which you can print on green paper. It is the event coordinator's responsibility to inform visitors about Regent parking policies, to obtain the passes, and to complete them fully.

Plates and Dinnerware

Here 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 Advancement and University Events, 757.352.4849.

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.

President's Task Force

The President's office has developed the President's Task Force to represent the President and Regent University with excellence, integrity, and grace to all our campus visitors. This volunteer team is comprised of highly professional, Christian staff and faculty available to greet, meet and assist Regent University guests during events. Some goals for the Task Force are the following:

To provide general campus information
To assist with greeting and directions
To serve during events with registration and seating
To assist with general hospitality including: assisting with regalia, refreshments, escorting and transporting high profile guests

If your department or school would benefit from the use of additional assistance, please contact Tori Ackerman 757.352.4015/ tackerman@regent.edu to request members of the President's Task Force.

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 adminfacilities@regent.edu for contact information.

Regent-Hosted Outside Groups

In an effort to maintain good relationships with certain outside groups, it is recognized that Regent University schools, departments, centers, or student organizations may desire to host these outside groups on the Regent campus using the Regent facility for the benefit of the outside group. This is acceptable if the relationship with the group also gives some benefit to Regent, such as student internships or new students.

In the case of student organizations, it is likely the student org itself is receiving benefit through the service experience, and it is acceptable for them to raise funds or goods for an orphanage, food bank, or other needy organization.

In these instances, the school, department, center, or student organization is permitted to host the outside group, using the same procedures as Regent-sponsored events. For schools, departments, and centers, a Special Events Approval Form must be submitted to Academic Affairs. For Student Organizations, the Application for Special Event by Student Organization must be submitted to Student Services

The catering policy prevails, which states that all food must be purchased through one of Regent's two exclusive caterers, the Regent Ordinary (Chef Dan Murphy, 757.352.4924), or The Founders Inn & Spa 757.366.5807. Regent rates are not available for catering, and the outside group will pay the caterer directly. All charges are due to Regent on or before the event date. At no time will the school, department, center, or student organization pay the charges for the event and then request reimbursement from the outside group.

All media equipment and support will incur a fee for these events, whether passed on to the outside group or paid directly by the Regent school, department, center, or student organization.

After the school, department, center, or student organization has read the policy for hosting an outside group and determined that the relationship with the outside group is a beneficial one, follow the Quick-Glance Instructions for Regent-Hosted Outside Groups to insure a smoothly-planned and coordinated event.

Rental Items from Outside Vendor

When renting items from an outside source, event coordinators must arrange a specific delivery and pickup time to insure 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. Feet of tables and chairs must have rubber tips. 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 Reservation Form

Administrative Services can advise about available special event rooms on campus. Use the central Room Reservation Form 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.

Student organizations completing the Application for a Special Event by a Student Org should not complete the separate room reservation form as their room will be reserved directly from that application.

Hierarchy for Room Reservations

Information to come.

List of Special Event Rooms

See List of Special Event Rooms for the list of available special event rooms on campus and the departmental contact for each one.

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.

Communication Building Theatre Areas

Contact the director of the Performing Arts Center at wdecker@regent.edu to inquire about available theatre areas in the Communication Building. Additional information can be found on their Performing Arts Center website. There may be a fee charged for use of the room and staff.

Ordinary Rooms

Administrative Services will receive requests from the Regent community for Ordinary room reservations through the central room reservation form. 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 business days, to give priority to catering events.

For events taking place outside of the Ordinary's regular hours, which are currently 7 a.m. - 6 p.m. Monday through Friday, priority will be given first to Regent University catering events, then to outside group catering events, and last to Regent non-food events.

Ordinary room reservations are requested before the Catering Request Form is submitted. Therefore, if the room is reserved and the Catering Request is declined, the event coordinator may need to find a different room in which to hold the event.

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

Administrative Services maintains the room reservation calendar for the President's Boardroom and Executive Conference Room. Regent event coordinators desiring to use these rooms must submit the central room reservation form. Requests will be processed within three business days.

Preference will be given to meetings of upper-level management, 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 upper-level 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.

Events in these rooms utilizing food must follow the Food in Classroom policy.

Complete the Special Event Set-up Form for tables, linens, and trash cans. Schools and departments utilizing the rooms for food must complete this set-up form to insure tables and linens are set.

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.

Trash must be taken out to the dumpster by group. The Food in Classroom policy lists all applicable policies and fees. Fees will be assessed for failure to leave the rooms clean and undamaged.

Robertson Field I & II

The main playing field is the one next to the horse pasture, and its name is Robertson Field I. The old field is called Robertson Field II. Reservations for these spaces will be received and processed by Administrative Services through the central room reservation form.

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 the campus police will appear to make sure all is in order.

Spectators may gather on the east side (parking lot side) of the field. If bleachers are rented for events they should be positioned to the right or left of the existing stand of trees.

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 and Regent Village) 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, as well as tables and chairs in the Village community room that may be used free of charge. Instructions for clean-up are posted. Use the Housing online forms for reservations.

Security Needs

Contact the CBN/Regent Campus Police Department office at 757.226.5035 to discuss security needs for large events. To request assistance for an event, complete the Request for Police Service Form. If necessary, additional security personnel may be hired, for a fee. If a medical or security emergency arises during your event, call 911.

Signage/Easel Signs and Smaller Signs

Regent Marketing has designed a new red, white, and black template, which is the new official template for university event easel signage. Signs are 24" x 17". Cost is $31 per sign. Marketing has established a contract with Hackworth Reprographics to both typeset and produce these signs. Please use the same process outlined at the A-frame Event Signage section to order these signs from Hackworth.

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 $0.32 each. 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 two weeks in advance of your event or farther in advance if possible to allow enough time for planning of the set-up by Facility Services. Submit the Set-Up Form even if you are still waiting for final attendance numbers, and be liberal in your estimation of tables needed. Adjustments can be made at the time of the final confirmation walk-through two business days before the event. Any form submitted without two weeks' advance notice will be performed on an "if we can" basis" with a $50 late fee charged to your account. Contact Administrative Services, 757.352.4442, if you have not received an email 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 $50 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 below are available for rental through Facility Services for on-campus events.

Chairs

Simple folding chairs are available for your events. For high-profile events, 250 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 the university.

Coat Racks

There are three coat racks available, which will each accommodate at least 20-30 coats. You must provide your own hangers.

Extension Cords

Section 605.5 of the International Fire Code states the following:

Extension cords shall not be a substitute for permanent wiring; shall not be affixed to structures, extended through walls, ceilings, or floors, under doors or floor coverings. Shall not be subject to environmental damage or physical impact; to be used only on portable appliances.

Thus, effective immediately, extension cords will not be available in the classrooms for laptop use. Students requiring laptops must bring their own charged battery packs or power cords, sitting close to the outlet.

Cords found in the classrooms after class time will be confiscated, due to fire safety hazard and violation.

If extension cords are needed to carry off a special event, they will be available for a fee and signature, ensuring that they will be returned promptly.

Extension Cord Covers

As tape is not authorized to cover cords, order extension cord covers so cords will not be a trip hazard and the floors will be protected.

Flag Sets

If your event set-up requires the American flag, Christian flag, Virginia flag, or Regent flag, specify the need on the Special Events Set-Up Form to insure flags are placed in the room and/or on the stage.

Gas Grill

Hand sanitizer

To prevent the spread of flu and airborne viruses, hand sanitizer will be available for guest use at functions including food. Hand sanitizer will be available in the main theatre, the Ordinary, and the library atrium via self-standing stations. Hand sanitizer will also be available for your special event by request on the Special Event Set-Up Form. Your cost center will be charged a minimum of $5.00 - maximum of $10.00, depending on the number of participants.

Keys

Keys for most special event rooms, kitchens, and classrooms can be checked out through Administrative Services in ADM 116. Opening of doors at the Regent Ordinary will be coordinated through Chef. Opening of doors for our theatre areas are coordinated through the director of the performing arts center.

Kitchens

There are several kitchens available on campus near some of the popular areas used for events.

Library Atrium Kitchen There is a phone in this kitchen with the number 757.352.4175. Sink, refrigerator, electrical circuits, counter space, and cleaning supplies are available. When using the library atrium, you will need to check out the front and back door keys plus the service elevator key. Caterers are not authorized to check out keys.

Library Kitchen This is a small kitchen by the library auditorium, which has a sink, refrigerator, dishwasher, and counter space. The key may be checked out from Administrative Services in ADM 116. This kitchen must be reserved through Administrative Services on the Room Reservation Form.

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 in the room 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. The key may be checked out from Administrative Services in ADM 116. This kitchen must be reserved through Administrative Services on the Room Reservation Form.

All trash must be taken out to the trash compactors, including trash in kitchen cans; an additional fee will be charged for non-compliance.

Labor Fees

Current labor fees for setting up your event, and rental of items, are listed on the Special Events Set-Up Form. It is imperative that you enter your cost center so it can be charged via interdepartment charge at the end of the month for the total fees incurred.

No outside group is authorized to come in and set up furniture without the supervision of Regent Facility Services.

We do not rearrange classrooms for special events.

Lighting

If you are using the library atrium, and your event is taking place in the evening, you will need to request evening lighting on the Special Events Set-Up Form when ordering your other articles. The light switches for the library atrium are not available for event coordinators to operate. Further, although there are small white lights on the various silk trees in the library atrium, they do not always work. Under no circumstances are event coordinators or others authorized to remove the lights from the trees in the planters in an effort to replace them, as damage to the trees may occur. You may plan to plug in the lights at your own risk.

For large high-profile events in the library atrium, you may need to consider renting extra lighting from an outside source. Contact the office of Advancement & University Events for information about extra lighting sources.

Linens

Regent has white linen tablecloths available for the 6-foot rectangle tables. There are both short and long (to the floor) cloths available for the 6-foot round tables. For the smaller cocktail tables, you may order short round cloths, and they will be floor-length. Also available for the cocktail tables are black linen floor-length cloths.

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. If you wish to cover the trash cans, order the black cloth trash can covers or the white linen 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 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.

Miscellaneous Consumable Items

Miscellaneous consumable items are available to order for your event for a small fee. You may order 6- or 10-inch paper plates, plain white paper napkins, white Styrofoam bowls, 8-oz. Styrofoam cups, low-grade plastic knives, forks and spoons, coffee stirrers, and packets of sugar, creamer, and sweet & low. All current prices are listed on the Set-Up Form.

Miscellaneous Hospitality Items

Miscellaneous hospitality items are available to order for your event for a small fee. You may utilize 10-quart plastic punchbowls with ladles, 30-, 50-, and 100-cup coffeemakers (you must provide your own coffee), plastic pitchers, 5-gallon and 10-gallon Igloo coolers (for cold drinks such as ice water/lemonade, etc.), and ice chests. All current prices are listed on the Set-Up Form.

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 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.

Stanchions

A limited number of stanchions and roping are available. If you order these, you will be contacted to discuss what is available.

Sterno Racks

Simple sterno racks and water pans are available; schools and departments must provide their own cans of sterno.

Tables

Regent Facility Services has multiple 6-foot rectangular tables which seat 6, and thirty 6-foot round tables which seat 10. Regent also has twelve tall cocktail tables (3 feet in diameter) for rent for your stand-up events. All tables are reserved through the Set-Up Form. 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.

Student Alumni Ambassadors (SAA)

A service-oriented organization that works under the umbrella of the office of Alumni Relations and the office of Advancement, Student Alumni Ambassadors serve as representatives for Christ and Regent University. These current students foster strategic, yet effective communication within an established support network between the students, alumni, and the public. They exist to advance the mission of Regent University through opportunities to encourage stewardship, networking, communications, and leadership possibilities. Representing some of the best and brightest students that Regent has to offer, SAA members are regularly called upon to be the face of the university to the public. The ambassadors are available to assist with greeting and hosting special guests, sharing their Regent testimony, ushering, traffic control, registration, photo ops — the list is endless. Since they are volunteers, there is no cost to your department. If you would like to request SAA to assist you with an event please submit the SAA request form or contact the SAA Advisor, Christi Hamrick, at 757.352.4612 or chamrick@regent.edu.

Student Organization Events

Regent University's student organizations are welcome to hold events throughout the academic year. All student organization events must go through a process for approval. Complete the Application for an Event by a Student Organization (on-campus) or (off-campus) form. Submit this form to Student Services to begin the process.

On-Campus

All events sponsored by a Regent University student organization must be first approved through the Student Services office, as well as the Administrative Services office (law school organizations will also require approval 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 Application for Special Event by Student Organization (On-Campus) and email it to jamibre@regent.edu. After your event is authorized, you will receive instructions via email to follow the procedures for submitting the Set-Up Form and any other forms which may be necessary.

Off-Campus

All events held outside of the university's campus must be registered with Student Services at least three weeks prior to its occurrence. Complete the Application for Special Event by Student Organization (Off-Campus) and email it to jamibre@regent.edu. 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.

Student Services Table Policy

The office of Student Services owns two 5-foot rectangle tables with black linens, to be used only in the Student Center. Priority to use these tables will be given to Student Services events and student organizations holding a table day. Email stusrv@regent.edu to reserve one of these tables.

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. Be careful about using them for a sit-down meal, as they are an extremely casual table covering. However, it is policy 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.

Tape Policy

Temperature control

To request changes in room temperatures, complete the Facility Services work order and click the Heating/Ventilation /Air Conditioning Icon to complete your work order request. After hours it may be more appropriate to contact CBN Building Services directly at 757.226.3077 or Campus Police at 757.226.2075.

Transportation

When planning an event, consider the logistics of how your guests will move from one event location to another.

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 from Facility Services to use for your event. 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 Virginia Golf Cars at 757.244.5202. 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 is located on the Human Resources website.

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.

Walk-Through One Week Prior to Event

For large events, at least one week prior to the event, a briefing and "walk through" will be held in the room in which the event will take place. A representative from Administrative Services, the event coordinator, and other event committee members should plan to be present to review all event details. If you are holding a high-profile event, your walk-through will be conducted by the office of Advancement and University Events. A Facility Use Agreement will be signed by the event coordinator at this time, confirming all policy and procedures are understood and that everything needed has been ordered or discussed.

After that confirmation, any last-minute requests will be done on an "if we can" basis. A fee of $15 plus regular rental charges will apply. Hourly rates will apply if appropriate. We encourage you to walk through the space and visualize the event so you can request all needs well in advance of the event. If you have any questions, 757.352.4442.

Confirm all catering needs at least three business days in advance.

If you are utilizing an area through the Communication and Performing Arts Center, you should confirm all items with the director of the Performing Arts Center at 757.352.4298.

Always confirm your media equipment and support through Media Services at 757.352.4105.