How do I reserve a room for student organizations?

General Information

All student organizations registered with Student Engagement and Campus Life in 225 Squires (231-5725) are permitted to schedule meetings and other events in academic classrooms and auditoriums after 5:00 p.m, during the week and from 8:00 a.m. - 11:00 p.m. on weekends.  The room reservation request period for student organizations is from the sixth day of classes until 48 hours before the first exam.

Access the Online Room Reservation System via Hokie SPA

One of the three officers listed on the student organization registration form filed with Student Centers and Activities can access the online room reservation system via Hokie SPA.  You can choose the Student Organizations Menu and select Room Schedules to view general assignment classroom schedules and events by term, building and room.  To reserve a general assignment classroom or auditorium, select Student Organization Room Reservation Request and enter the requested information for either all buildings or one specific building.  Click on Find Rooms, choose a classroom, enter a reason for the room reservation, and click on Schedule an Event.  Remember to print your room reservation confirmation.  In most cases, the fewer attributes entered in Video/Audio, Lighting/Seating, and Room type, the greater results of the search.  See "Audio/Visual Services" section below for limitations on equipment use.

If you have any questions concerning this online room reservation system, please contact: csep1@vt.edu.

Room Reservations for Weekends

Many academic buildings are locked on weekends and holidays.  Please provide 72 hours processing time for weekend reservations so that we have sufficient time to contact Security/Police to open a building for your event.

Audio/Visual Services

Classroom audio visual equipment is for academic use only.  Personal/private use of the equipment is not allowed. This includes any non-academic group or organization, even if you have a room reservation.  You can check your student organization's status by going to the following link, https://banweb.banner.vt.edu/ssb/prod/hzsksorg.P_DispStuOrgs.  If you still have questions, you may contact Classroom Audio Visual Service at 540-231-5684. 

Access to audiovisual equipment is provided by the university to student organizations affiliated with a department or college. Call Classroom AV services at 231-5684 for access if you meet these criteria.

Classrooms in Torgersen, Pamplin and several other buildings currently require Hokie Passport access. Special interest or social organizations should plan to bring their own audiovisual equipment.

Food and Drink

No food or drink is allowed in any of the academic classrooms or auditoriums.

Security

In the event of a large event, security may be required for crowd control. Security must be contacted 30 days in advance of the event and will charge your organization for this service.

Other Room Space

Space in the following facilities may be reserved by contacting these offices:

Student Centers and Activities Event Planning: 231-5005 or visit the site here.

  • Burruss Hall Auditorium
  • Graduate Life Center Auditorium
  • Johnson Student Center (GBJ)
  • Squires Student Center

Athletic Facilities:  231-6265

Recreational Sports: www.recsports.vt.edu

Residential Hall Lounges:  231-6481

Graduate Life Center Meeting Rooms:  231-6500 or glc@vt.edu

Contact Information


Our office is located in Student Services Building, Suite 250. Our business hours are 8 a.m. to 5 p.m., Monday through Friday with the exception of holidays.

Office of the University Registrar (MC 0134)
Student Services Building, Suite 250, Virginia Tech
800 Washington St., SW
Blacksburg, VA 24061

Phone: (540) 231-6252

Email: registrar@vt.edu