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Special Events Manual - Regent Events & Regent-Hosted Outside Group Events

Academic Affairs Special Event Approval Form (SEAF)
Advancement and University Events
A-Frame Event Signage
Alcohol, Drugs, and Tobacco
All Forms (alphabetical) Page - Regent Schools, Departments, and Centers
All Forms (alphabetical) Page - Student Organizations
Allstaff/Allstudent Emails
AmeriGroup Parking
Amplified Sound Policy
Attire: Representing Regent University

Banners
Bonfires/Campfires
Bridal Photos
Building Hours

Campfires/Bonfires
Campus Map
Campus Police
Cancelling an Event
Candles/Glitter/Confetti
Car Rental
Catering Policy
Ordinary
Catering Request Form
Catering Procedures
Founders Inn and Spa
Outside Caterers
Off-Site Events Requiring Catering
Warehouse Club Memberships
Certificates of Insurance Required for Caterers/Entertainment
Catering Request Form
Certificates of Insurance Required for Caterers/Entertainment
Chairs
Chalk in Classrooms/Dry Erase Markers
Chapel Scheduling Policy - Regent Events
Check Requests
Child Care on Campus
City of Virginia Beach
Classifying Events
Classroom Reservations
Classrooms: Food and Drink
Classrooms: Rearranging Classrooms
Clean Up
Coat Racks
Collection Drives
Communication Building Theatre Areas
Computer Lab Reservations
Confetti, Glitter, Candles
Contracts for Goods and Services Rendered
Copy Services
Costco/Sam's Club Cards

Dancing/Music/Library Quiet Floor/Noise from Events
Decorations, Signs, and Banners
Drugs, Alcohol, and Tobacco
Dry Erase Markers/Chalk in Classrooms

Easels
Entertainment
Movie Showing
Special Speakers Policy
Equipment Request Form
Event Parking
Events Calendar
Expense Reports
Extension Cords
Extension Cord Covers

Facility Services Work Order
Film/Photo Shoot Policy
Flag Sets
Flyers & Publicity Materials
Food or Drink in Special Event Rooms
Food or Drink in University Classrooms
Founders Inn and Spa
Fundraising By Departments and Schools
Fundraising By Student Organizations
Fundraising by Students

Gas Grill
Glitter, Confetti, Candles
Golf Carts
Guest Parking

Hand sanitizer
Hierarchy for Room Reservations - Regent Campus
Hierarchy for Room Reservations - Regent Chapel
High-Profile Events
Honorariums
Hotel Arrangements
Housekeeping for Restrooms

Independent Contractor Agreements
Itineraries for Events

Jackie's Flower Closet
Job Request Form

Keys
Kitchens

Labor Fees
Laptop Reservations
Levels of Events
Liability Waivers
Library Atrium Information
Lighting
Linens
List of Event Contacts
List of Rooms (Media Information)
List of Special Event Rooms

Maintenance Workers Needed for After-Hours Events
Marketing/Publicity
Allstaff/Allstudent Emails
Banners
Flyers & Publicity Materials
Media Coverage
Photographers
Premiums
Master Events Calendar
Media Coverage
Media Services
Meetings/Events during University Chapel
Miscellaneous Consumable Items
Miscellaneous Hospitality Items
Movie Showing
Music

Noise from Events

Off-Site Events Requiring Catering
Ordinary
Ordinary Catering
Ordinary Rooms
Outdoor Events Policy
Sports
Games
Contracted Events
Special Equipment
Release Information
City of Virginia Beach
Outside Caterers
Outside Groups/Weddings

Parking Details
AmeriGroup Parking
Reserved Parking Spots
Signage/A-frame event signage
Trucks on Plaza
Visitor Parking Passes
Photo/Film Shoot Policy
Photographers
Plates and Dinnerware
Podiums/Podium Signs
Policy for Meetings during University Chapel
Post-Event
Premiums
President's Boardroom/Executive Conference Room
President's Task Force
Publicity Materials/Flyers
Purchase Requisition

Quick-Glance Instructions

Radios
Recycle Bins
Regent-Hosted Outside Groups
Classifying Events
Policy for Regent-Hosted Outside Groups
Release Information
Rental Items from Outside Vendor
Request for Police Service Form
Reserved Parking Spots/Event Parking
Reserving Rooms for Regent Events
Residence Hall: Common Area Reservation Request Form
Restroom Housekeeping
Robertson Field I & II
Room Information (Media Services)
Room Reservation Form
Amplified Sound Policy
Chapel Scheduling Policy
Hierarchy for Room Reservations
Hierarchy for Room Reservations - Regent Chapel
List of Special Event Rooms
Reserving Rooms for Regent Events
Communication Building Theatre Areas
Ordinary Rooms
Policy for Meetings during University Chapel
President's Boardroom/Executive Conference Room
Robertson Field I & II
Student Housing common areas
Runs: 5k Runs or Walks

Sam's Club/Costco Cards
Security Needs
Service Elevator
Setting Up For An Event
Shuttles
Signage/A-Frame Event Signage
Signage/Banners/Easel Signs and Smaller Signs
Special Event Approval Form (SEAF)
Special Event Rooms
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
Special Project Approval/Payment Authorization Form
Special Speakers Policy
Stanchions
Sterno Racks
Student Alumni Ambassadors (SAA)
Student Housing common areas
Student Organization Events
On-Campus
Off-Campus
Student Services Table Policy

Table Covering Policy
Tables
Rented from Facility Services
Rented from Outside Vendors
Law School Tables
Student Services Tables
Tape Policy
Tax-Exempt Status
Temperature control
Theatre Areas
Time Sheets for Overtime Pay
Tobacco, Drugs, and Alcohol
Transportation
Car Rental
Golf Carts
Shuttles
Trash Removal
Trucks on Plaza

Video/Film/Still Photos Request
Village Community Room Reservation
Virginia Beach, City of
Visitor Parking Passes/Temporary Parking
Volunteer Help

Walk-Through One Week Prior to Event
Walks: 5k Walks or Runs
Warehouse Club Memberships
Weddings/Outside Group Events

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.

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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.

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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 Administrative Services for more information.

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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 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.

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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 and permitted by the local fire department.

Contact Administrative Services to discuss.

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Building Hours

The Administration Building, Classroom Building, Library Building, Divinity Building, Chapel, 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 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.

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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).

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Cancelling an Event

Cancelling an Event information.

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Candles/Glitter/Confetti

No candles, glitter, confetti, sand or similar materials permitted. An additional minimum housekeeping fee of $50 will be charged for noncompliance.

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Catering Policy

The complete catering policy is located on the website.

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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 for Regent events 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 here.

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.

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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 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.

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

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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) from the caterer 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.

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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 Administrative Services 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.

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Warehouse Club Memberships

Purchasing has a limited number of membership cards for Costco and Sam's Club, 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 completing this form. 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.

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Certificates of Insurance Required for Caterers/Entertainment

When utilizing an outside caterer 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 Administrative Services office three business days 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.

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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.

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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

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.

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Child Care on Campus

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

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Classifying Events

Classifying events as Regent events, Outside Group events, or

Regent-Hosted Outside Group events

+ Outside group event: an event that is using Regent space and paying fees for room rentals; 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. Event may not be scheduled farther in advance than 3-4 months.

+ 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. Although an outside group may be represented as a guest speaker, trainer, or the like, the benefit of the event is fully Regent’s. A SEAF form is required to begin the process for authorization to hold the event.

+ Regent-Hosted Outside Group event: an event that is the result of a partnership between a Regent school, department, center, or student organization giving benefit to both groups; the Regent event coordinator will work with the outside group to facilitate all logistics. See the policy for Regent-Hosted Outside Group events for more information. A SEAF form is required to begin the process for authorization to hold the event.

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 facility?
  • Is the group paying for any portion of the catering or set-up/media support?
  • Is the group sending invitations to its own guests?
  • Is the group charging a fee for attendance and/or handling registration?
  • Does the group want to handle set-up details?

Please follow the instructions for the appropriate classification of event.

 

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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. Trash cans should be left in the event room after the trash has been emptied.

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.

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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.

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Computer Lab Reservation Form

There are four computer labs at the Virginia Beach campus for student and staff use. The labs are located in the Student Center, Library, Communication Building, and Classroom Building. Computer labs may be reserved by full-time Regent staff or faculty members for classes or other events. Please read all policies located under the MyRegent Portal under the IT Department site.

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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.

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Copy Services

Copy Services is able to make black and white or color copies, fold, bind, stamp, laminate, etc. You may email them and attach your document along with instructions for processing. Often copy jobs sent to them on one business day will be 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..

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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 responsbility of the staff advisors to ensure dancing remains appropriate at all times. 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 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 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 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.

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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 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 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.

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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.

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Easels

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

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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.

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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:

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.

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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 ). 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. If the event will include a speaker, submit the Request for Speaker Form as far in advance as possible. Approval must be received before an invitation may be extended to any speaker.

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Events Calendar

All departments must submit their events for inclusion in the Regent events calendar. This helps in campus-wide communication, attendance, and community awareness. If you have any questions regarding your submission, contact eventscalendar@regent.edu.

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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.

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 roms 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.

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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. 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 carpeting 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.

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Film/Photo Shoot Policy

Regent University makes the campus available for student and staff film shoots when possible. Please complete this form to request space.

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Fundraising By Departments and Schools

All charitable gifts to any school, program, or fund of Regent University must be sent to the Office of Advancement for appropriate processing and to ensure adherence to our auditor's standards. The Business Office and the Office of 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 Office of Advancement before printing and mailing. The solicitation code created by the Business Office 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 the Office of Advancement within 24 hours from date of donation to expedite the processing of tax receipts in a timely manner. If there are questions please contact Advancement.

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Fundraising By Students

Fundraising by student content.

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Fundraising By Student Organizations

All fundraising or charity collection efforts must be coordinated through Student Services and the Office of Advancement. Reference the Student Organization Handbook for more information.

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Hierarchy for Room Reservations - Regent Chapel

First Priority, Reserved 12-15 months in Advance:

  • University chapel, unChapel, all other individual school chapels if they will be held separately.
  • Campus Ministries’ special events/speakers.
  • Residency/modular class group meetings.
  • New Student Orientations (August and January; in addition, in June and July for CAS pre-registration and pre-orientation days).
  • Board of Trustee weekends.
  • May Commissioning services.
  • Advancement and signature events.
  • CAS and university-wide Open House/Admissions events.
  • CBN ministry/worship events.

Second Priority, Reserved 9 months in Advance:

  • University convocation ceremony, CAS convocation ceremony.
  • University Allstaff meetings.
  • Academic events/lectures (i.e. Global roundtable).
  • Weddings.
  • Other Founders Inn events.
  • CBN Major Donors events.

Third Priority, Reserved 6 months in Advance:

  • School, department, and center-sponsored events (i.e. YURC Worship Dance).
  • Miscellaneous CBN events not covered above.
  • Outside Groups renting the facility (i.e. concerts, worship, funerals, memorial services).
  • School, dept., and center-sponsored outside group events and conferences (i.e. Regent-Hosted Outside Groups such as ICC, Worldview Academy, Converge 21, NCFCA).
  • Worship practices.

Fourth Priority, Reserved 3-4 months in Advance:

  • Faculty Workshops, Faculty Retreats, New Faculty Orientation.
  • COGS, RUC, and other student organization events (i.e. worship, symposiums, lectures).

Requests may be submitted for events at any time and will stay in a pending status if requested farther in advance than above hierarchy specifies.

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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.

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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.

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Housekeeping for Restrooms

Any large weekend event may require additional restroom housekeeping staff. Additional staff is subject to availability and fees may be charged. Please note this on the Special Event Set-Up Form when requesting your other articles.

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Itineraries for Events

Event itineraries must be submitted to Administrative Services as far in advance as possible, bu no later than two (2) weeks prior to the event.

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Jackie's Flower Closet

Jackie's Flower Closet was established to share university resources of silk flowers, bud vases, standing arrangements, and centerpieces to the schools, departments, centers, and student organizations. Requests must be submitted no later than seven (7) business days prior to the event. Resources must be returned promptly and in the same condition received. Submit the request form here.

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Job Request Form

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

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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.

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Levels of Events

Information to come.

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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.

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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. 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 sustain damage.

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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.

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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 every Wednesday morning in the Regent Upcoming Events (RUE). Follow the guidelines listed here for Allstudent/Localstudent event submissions.

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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 red, white, and black 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/Banner Rod 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.

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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.

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Media Coverage

As soon as the 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.

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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.

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Premiums

Regent logo items are frequently ordered through Brown & Bigelow, phone 757.486.0497. Other vendors may also be used.

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Media Services

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

Media Services' hours and policies are posted on their website.

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

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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 for noon to 1:00 p.m. on Wednesdays.

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Outdoor Events Policy

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.

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 not be approved due to the noise adversely affecting adjacent classrooms or study areas. Students' academic needs will always take precedence.

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.

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.

For further information, please see the other sections under this title.

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Sports

The main playing field, Robertson Field I. is next to the horse pasture. The old field, adjacent to the pasture, iis 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.

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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.

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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.

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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.

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Release Information

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

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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.

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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.

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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).

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AmeriGroup Parking

Regent vehicles are permitted to park only in the first row of the AmeriGroup parking lot, parallel to Regent University Drive. Vehicles parked past the first row may be towed at the owner's expense.

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Signage/A-frame event signage

 

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Trucks on Plaza

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.

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Visitor Parking Passes

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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.

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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.

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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 submit the form here.

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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

For Student Organizations

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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.

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Regent-Hosted Outside Groups

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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.

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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.

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Hierarchy for Room Reservations

Hierarchy

First Priority, Reserved Three to Four Semesters in Advance:

  • Classes, residencies, modulars/Constitution Day.
  • New Student Orientations (August and January; in addition, in June for CAS pre-registration and pre-orientation days.
  • University chapel, unchapel, divinity chapel, law chapel, other school chapels.
  • Board of Trustees weekends.
  • Convocation ceremony and reception, CAS convocation/end of year commissionings.
  • Advancement and signature events (Experience Regent Weekend, Clash of the Titans, Parents’ Weekend, Nehemiah Walk, Scholarship Dinner).
  • Law School Court Competitions and related banquets/meals.
  • CAS Open House/Admissions Events (Discover Regent, Scholars Weekend, Merit Award Reception, Admitted Student Open House, Information Sessions, Homeschool Day).
  • University-Wide Admissions Events (University-Wide Info Session, Preview Weekend).
  • Graduate Schools’ Open House/Admissions Events.
  • University Allstaff meetings (4 times annually).
  • Academic Events (PsyD Colloquia, PhD Lectures, RSU Assembly).

Second Priority, Reserved Two Semesters in Advance:

  • School, department, and center-sponsored events (including all summer camps, Military Meet ’n’ Greet and other events, Global Roundtable, Law Student/Faculty Retreat, Speed Networking, Career Fair, Women’s Luncheon, Hispanic Youth Symposium, Movie on the Lawn, Global Missions Panel, Worship Workshops, Impact Series.

Third Priority, Reserved One Semester in Advance:

  • Faculty Workshops, Faculty Retreats, New Faculty Orientation.
  • School, dept., and center-sponsored outside group events and conferences (Gloucester Institute, Quality of Life Scholarship Luncheon, Wycliffe Bible, Church of God in Christ, Virginia Special Education Conference, Toastmasters).
  • COGS, RUC, and other student organization events and internal meetings (Christmas Ball, Town Halls, Spring Fling, Back to School Bash, Harvest Fest, End of Year BBQ, Talent Show, various speaker events, various symposiums, various 5k runs) .
  • Worship practices (for each university-wide or individual school chapel).
  • Outside Groups renting the facility (not including Communication Building theatre areas).
  • Staff and Other Meetings (Lunch ‘n’ Learn, Benefits Briefings, directors meetings, commencement meetings, event meetings, internal meetings).

Event Areas:

University classrooms:

Available after that semester’s class schedule is completed.

Special Event Rooms:

Reserved based upon published hierarchy. Regent Chapel and Performing Arts Center have separate hierarchy for events.

Policy:

  • All special event space will be reserved on a first come, first served basis and will be reserved according to the following criteria: academic classes, including modular and residency classes, taking first priority; other events according to published hierarchy.

  • Reservations with outside groups are confirmed 3-4 months before the requested event date as long as it is not using a classroom and the classroom schedule for that semester is complete. Regent Chapel and Performing Arts Center have a separate hierarchy for events and these spaces are generally reserved farther in advance. Outside groups with room reservation confirmation and executed contract shall not be asked/required to relinquish space for a Regent event.

  • Once the space is reserved and confirmed through the Administrative Services department for a Regent-sponsored event, any changes or requests for alternate room allocations are the responsibility of the requesting school/department/center/student organization. If the preferred room space is already reserved by another group, the requesting school should contact the confirmed event planner for that space and negotiate proposed room assignments with that planner. Both parties must be in complete agreement before Administrative Services will make any changes to what was originally reserved. If an agreement cannot be reconciled between the two parties then if appropriate, the executive vice-president shall decide which event will take precedence for that date and desired space.

  • Due to the multiple offices involved in planning and preparing for these events, no room changes will be accepted within thirty (30) days of the confirmed event date.

  • Exceptions to requests for early reservations will be granted only with permission from the office of Academic Affairs.

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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.

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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 Reservation Form.

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Communication Building Theatre Areas

Contact rick.hall@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.

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Ordinary Rooms

Administrative Services receives 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 (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):

Fall & Spring Semesters — 7:00 a.m. - 8:00 p.m.

Summer Semester — 7:00 a.m. - 6:00 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.

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President's Boardroom/Executive Conference Room

Submit the Room Reservation Form 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.

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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 Reservation Form. 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 be taken to 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.

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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 separate Housing online forms for Commons or Village reservations.

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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.

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Signage/Banners/Easel Signs and Smaller Signs

Regent Marketing has designed a red, white, and black 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 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.
  • Email Color@hackworthrepro.com. 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.
  • 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.
  • Complete the A-Frame/Banner Rod 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 (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 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.

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Banners

In addition to banners on the front of the campus buildings, you may also consider vertical banners at the guardhouses. Complete the A-Frame/Banner Rod Request Form to reserve the use of the tension rods available inside both guardhouses to allow for placement of vertical-layout banners to advertise your event. Regent Marketing has designed a red, white, and black sign which is the 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.
  • Complete the A-Frame/Banner Rod Request Form 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 key returned to Admin 116, and the door confirmed as locked.

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Easel Signs

Easel 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.

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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 $0.32 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.

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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 on the form are available for rental through Facility Services for on-campus events.

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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 of the Regent community. To request chairs, use the Set-Up Form.

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Coat Racks

There are three coat racks available, which will each accommodate at least 20-30 garments. Hangers are not provided. To request coat racks, use the Set-Up Form.

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Extension Cords

Extension cords are available for rent, However, please adhere to fired code below:

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.

Extension cords are not available in the classrooms for laptop use. Students requiring laptops must bring charged battery packs or power cables. Cords found in the classrooms after class time will be removed.

If extension cords are needed to carry off a special event, they are available through the Set-Up Form.

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Extension Cord Covers

As tape is not authorized to cover cords, order extension cord covers to avoid trip hazards and floor damage. Request them through the Set-Up Form.

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Flag Sets

The American, Christian, Virginia and Regent flags are available for events. Request them through the Special Event Set-Up Form to insure they are placed and removed as designated in the reservation.

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Gas Grill

A gas grill accompanied by a fire extinguisher and fire-retardant cloth is avaliable. It is mandatory that the designated cooks meets with the maintenance supervisor before the event to review the appropriate procedure for grill operation. The grill must be thoroughly cleaned after the event. The group using the grill is responsible for returning the cloth and fire extinguisher. Grills must be kept on the lawn so grease will not be a problem. These same rules apply when renting a gas or charcoal grill from an off-site vendor. Request the grill through the Set-Up Form.

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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.

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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. Contact the Performing Arts Center to arrange access to theatre areas.

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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 Reservation Form.

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.

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 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.

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

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Labor Fees/Setting Up a Room For an Event

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

Classrooms should not be rearranged for a class or event unless the event coordinator/professor insures the tables and chairs are put back to original position promptly. Facility Services does not rearrange classrooms for special events.

Arrangement of furniture in special event rooms should be requested via the Special Event Set-Up Form. In some instances, rearrangement of items in the space should be accomplished by the specific event coordinator.

If at any time items are moved around in special event rooms or classrooms and are not returned to their proper position at the end of the event, a fee will be charged.

Outside groups are not permitted to set up furniture without the supervision of Facility Services.

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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.

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Lighting

Events taking place in the library atrium during evening hours may request keys for the light switches on the Special Events Set-Up Form. The light switches for the library atrium are tucked away in the library and the instructions for accessing them are on a laminated card in the kitchen area of the atrium. Further, there are small white lights on the 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 trees in 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 Advancement & University Events for information about extra lighting sources.

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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 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.

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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.

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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.

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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.

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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.

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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.

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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 two weeks in advance of 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.

Submit the Special Project Approval/Payment Authorization Form for approval to the cost code approver, the employee's direct supervisor, and the employee's vice president or the executive vice president. 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; (2) 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.

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Stanchions

A limited number of stanchions and roping are available. If you order these through the Set-Up Form, you will be contacted to discuss what is available.

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Sterno Racks

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

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Tables

Regent Facility Services has several types of tables available for rent through the Set-Up Form.

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)

 

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 adminfacilities@regent.edu to inform housekeeping. This will insure the ability to coordinate events before and after much more efficiently.

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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.

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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. This form will submit directly to the Office of Student Activities and Leadership within Student Services to begin the process.

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On-Campus

All events sponsored by a Regent University student organization must be first approved through the Office of Student Activities and Leadership 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 Application for Special Event by Student Organization (On-Campus). This will submit directly to the Office of Student Activities and Leadership and will be sent to the appropriate departments for logistical input. 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.

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Off-Campus

All events held outside of the university's campus must be registered with Office of Student Activites and Leadership within the Student Services office at least three weeks prior to its occurrence. Complete the Application for Special Event by Student Organization (Off-Campus). This will submit directly to Office of Student Activities and Leadership 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.

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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 Student Services to reserve one of these tables.

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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.

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Tape Policy

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. Any group that puts down tape and damages the suraces will be charged for the hours of labor required to restore it. If there is a need to secure cords on the floor, cord covers are available through the Special Event Set-Up Form.

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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.

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Transportation

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

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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.

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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 and form are both located on the Human Resources website through the MyRegent portal.

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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.

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Volunteer Help

The Student Alumni Association (SAA) and the President's Task Force (PTF) are available with volunteer help for your large event. Check their forms here and here to see the complete list of tasks they are willing to perform. Complete and submit the form to request help during your event from members of these groups.

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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.

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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 all other event committee members should plan to be present to review 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 performed by Facility Services on an "if we can" basis. A fee of $15 plus regular rental charges will apply. Hourly rates will apply if appropriate. It is highly encouraged to walk through the space and visualize the event so all needs can be communicated well in advance. 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 Performing Arts Center at 757.352.4744.

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

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