The Commons has its own Audio Visual (AV) team and equipment and does not allow outside equipment to be used in event spaces. Exceptions for handheld speakers for indoor events may be given with prior approval from The Commons AV technical Manager.

Cash is not allowed at events or tabling unless a VCU Police Officer is present. The use of Credit Card readers or money transfer apps do not require the presence of a Police Officer. VCU PD has final authority on what requires an Officer or Security Officer.

• Academic spaces- Open per semester and require 2 weeks in advance on EMS to request space. Classes come as is, and all technology is managed by VCU Technology Services. Food or Beverages are not allowed in Academic Spaces. Lobbies can be reserved for the Academic Learning Commons and Temple on weekends when no other events or classes are taking place. 
• Outdoor- Spaces come as is and clients must provide all their own equipment (Tables, Chairs, ect.). Spaces open up yearly on the first Monday of June and require 2 weeks in advance for requests on EMS.

• Standard spaces require 3 days prior for event requests and all the rooms and changes to the room setup are not allowed. 
• Alumni Board Room - The Commons
• SGA Senate Chambers- The Commons
• Metro Room- The Commons
• Commons Lobby and Outdoor Linden Tabling- The Commons
• Church Hill Board Room - Larrick
• Larrick Lobby Tabling- Larrick
• 1st, 2nd, & 3rd Floor Board Rooms- Hunton
• Event spaces that support events that require furniture and equipment are considered complex events, and requests must be made 15 days in advance.
• Commonwealth Ballroom - The Commons
• The Salons - The Commons
• Virginia Rooms - The Commons
• Commons Theater - The Commons
• Commons Plaza - The Commons
• Court End Ballroom- Larrick
• Jackson Ward - Larrick
• Major events Require 45 days in advance for request.

• Food- The Commons requires all food served at an event to come from a caterer or restaurant with a licensed catering kitchen or prepared food from a grocery or convenience store. Events and only provide Pepsi products on campus.
• Alcohol- All events with Alcohol must have a VCU Police Officer present during the times Alcohol is being served. An Alcohol authorization form must be submitted two weeks prior for all department events, and Student Organization must submit an Alcohol Request through Ramsconnect. For more informaiton please review the Alcohol and Other Drug Policy https://policy.vcu.edu/doctract/documentportal/08DA32A63EDBC03643AC76578A0275BB

Non-University events require event organizers to acquire liability insurance covering up to $1,000,000.00.

Major Event

Space for Major Events must be reserved in advance and receive written authorization so the university can implement safety precautions, manage resources, and minimize disruption to normal operations. These events may require coordination of multiple university units, such as Catering, Facilities Management, Parking and VCU Police. Event organizers must submit reservation requests through the applicable reservation procedures managed by the university unit with operational control of the desired space (see Related Documents). VCU requires 30 calendar days advance notice (outside of university breaks according to the VCU academic calendar) and written authorization for certain events (Major Events) based on reasonable and viewpoint-neutral risk factors including but not limited to the following:

•  Size: Events with expected or actual attendance over 175 attendees in an outdoor area with a maximum capacity over 175. Fire regulations do not permit any indoor or outdoor event to exceed the maximum capacity.
•  Nature/Complexity: Events that, by the type of activity, carry increased risk or require coordination. Examples include:
  • Athletic exhibitions or competitions other than university programs
  • Memorials or commemorations Campus Expression and Space Utilization Policy - 12 - Approved: 11/12/2025
  • Any speaker, presenter or performer who is not an affiliated person (including but not limited to political figures, entertainers, advocacy groups) 
  • Events that are open to the public 
  • Presence of any object or substance requiring review by the Office of Environmental Health and Safety including but not limited to any animal, open flame, firework, pyrotechnic, or other flammable or hazardous item 
  •  Use of specialized equipment, including but not limited to rental tables, tent, stage, scaffold, bleacher, bounce house, film screen, or carnival-style ride 
  • Event using a vehicle, including, but not limited to, a gaming truck, food truck
  • Alcohol is served 
• Impact: Events that may disrupt normal university operations, such as classes, administrative work, or daily campus life.
  • Activities that generate noise audible indoors (e.g., amplified sound near libraries, classrooms, or study spaces)
  • Events that involve traffic control or road closures

The university reserves the right to cancel, postpone, or modify a Major Event that has not been authorized in writing.

• Reserved Users must have public performance rights to show a movie or film. Examples of public performances include movie nights sponsored by student organizations, film festivals, and films shown during meetings or events
• Most DVDs and VHS movies, whether purchased or rented, are for home or personal use and do not come with public performance rights. Likewise, subscription video streaming services for individuals like Netflix, Disney+, Hulu, YouTube, HBO, Amazon Prime, and others only allow individual or home viewing per the user agreement made by subscribers

• This is an awesome way for student organizations to recruit members, share information, or promote events and programs. The President of the student organization reserves space for tabling on the VCU EMS Web App.
• Information table reservations are subject to specific and reasonable time, place, and manner restrictions. 
• Reserved users may have a table reservation for up to three (3) consecutive days, and there must be three (3) consecutive days between each table reservation.
• Tabling at The Commons Lobby, Linden Outdoor Tabling, and Larrick Lobby all come with a table and two chairs. 
• Tabling in Centrally scheduled outdoor spaces such as the Compass or Harris Hall Lawns, campus departments and student orgs must provide their own furniture.
• Non- University Sales and Information Table
  If you are interested in reserving a table to sell and/or provide information, please complete the Non-university Sales & Information Table Request Online Form. Rental fee of $85.00 per day for non-profit organizations and small local businesses. The rental includes a 6 ft table with 2 chairs and access to wireless internet and electricity. For any inquiry, please contact the Commons Event Services office at (804) 828-9502.

• Standard Clear space includes the following rooms: 
• Salons III and Salons IV, Tuesdays and Wednesdays, 5pm to close. 
• Reservations cannot exceed the maximum of 2 hours and no back to back reservations will be accepted
• No equipment will be provided. A small bluetooth speaker is allowed in Salons at no higher than 75 decibels

• The Virginia Rooms are considered standard spaces on Sunday – Thursday, 6 pm – close.
• VA-AB = Lecture for 98 with a head table and two chairs.
• VA-CD = Lecture for 98 with a head table and two chairs.
• Reserved users may reserve these rooms only once per day, and reservations cannot exceed the maximum of 2 hours. 
• A laptop and HDMI cable are required to connect a personal computer to the smart podium. HDMI cables and Macintosh adapters can be requested at the Information Center, but they are first come, first served and cannot be guaranteed. A $25 charge will be applied to reservations for any cable or adapter not returned.
• Rehearsals and/or practices consisting of singing, dancing, musical instruments, or loud noises may not take place during VA Standard Room Time. Amplified sound is also not allowed.

• The Student Centers open on a yearly basis and open for the following school year the spring semester before.
• Student Orgs can start reserving on the Third Monday of February
• Departments and VCU Health can start Reserving on the First Monday of April
• Centrally Scheduled Academic Spaces open after Add/Drop of every semester
• Centrally Scheduled Outdoor spaces open on the first Monday of June for the next school year.

Tents can be rented by a third-party vendor. Tents larger than 900 square feet will require state permits. Ask your event coordinator for more information regarding bringing tents to outdoor events.