{"id":12276,"date":"2018-11-20T11:32:37","date_gmt":"2018-11-20T17:32:37","guid":{"rendered":"https:\/\/www.vanderbilt.edu\/studentcenters\/?page_id=12276"},"modified":"2025-08-11T08:13:08","modified_gmt":"2025-08-11T13:13:08","slug":"outdoor-events","status":"publish","type":"page","link":"https:\/\/www.vanderbilt.edu\/studentcenters\/outdoor-events\/","title":{"rendered":"Outdoor Events"},"content":{"rendered":"<p>Registered Student Organizations and University Departments may reserve outdoor spaces for Signature Events. Requests for space must be made at least 8 weeks in advance and may be requested up to one year in advance.<\/p>\n<p>All outdoor events must be registered through the event registration process in Anchor Link.<\/p>\n<h2><span style=\"font-weight: 400\">Questions to Consider When Planning Your Outdoor Event<\/span><\/h2>\n<p><strong>Are you planning to serve food and beverages at your event?<\/strong><\/p>\n<ul>\n<li>All Food vendors must be approved three weeks prior to the event<\/li>\n<li><span class=\"TextRun SCXW258418083 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW258418083 BCX0\">Food trucks are not allowed to sell on campus unless their role is as a caterer.<\/span><\/span><\/li>\n<li><span class=\"TextRun SCXW97329095 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW97329095 BCX0\">Food trucks must park and drive on cemented areas only.\u00a0<\/span><\/span><\/li>\n<li><span class=\"TextRun SCXW44247611 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW44247611 BCX0\">All vendors <\/span><span class=\"NormalTextRun SCXW44247611 BCX0\">remaining<\/span><span class=\"NormalTextRun SCXW44247611 BCX0\"> on campus to <\/span><span class=\"NormalTextRun SCXW44247611 BCX0\">assist<\/span><span class=\"NormalTextRun SCXW44247611 BCX0\"> with se<\/span><span class=\"NormalTextRun SCXW44247611 BCX0\">rving <\/span><span class=\"NormalTextRun SCXW44247611 BCX0\">must complete the Limited Premise Agreement and provide a copy of their Certificate of Insurance before event approval. Please see <\/span><\/span><a class=\"Hyperlink SCXW44247611 BCX0\" href=\"https:\/\/www.vanderbilt.edu\/studentcenters\/trainingsandforms\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"TextRun Underlined SCXW44247611 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW44247611 BCX0\" data-ccp-charstyle=\"Hyperlink\">f<\/span><span class=\"NormalTextRun SCXW44247611 BCX0\" data-ccp-charstyle=\"Hyperlink\">orms<\/span><\/span><\/a><span class=\"TextRun SCXW44247611 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW44247611 BCX0\"> for more information. <\/span><span class=\"NormalTextRun SCXW44247611 BCX0\">Vendors that drop<\/span> <span class=\"NormalTextRun SCXW44247611 BCX0\">off food <\/span><span class=\"NormalTextRun SCXW44247611 BCX0\">are not required to<\/span> <span class=\"NormalTextRun SCXW44247611 BCX0\">complete these forms.\u00a0<\/span><\/span><\/li>\n<li><span class=\"TextRun SCXW143249305 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW143249305 BCX0\">All food truck vendors must <\/span><span class=\"NormalTextRun SCXW143249305 BCX0\">comply with<\/span><span class=\"NormalTextRun SCXW143249305 BCX0\"> all fire and life safety codes while on campus. Click <\/span><\/span><a class=\"Hyperlink SCXW143249305 BCX0\" href=\"https:\/\/www.nfpa.org\/forms\/Food%20Truck%20Safety%20Fact%20Sheet\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"TextRun Underlined SCXW143249305 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW143249305 BCX0\" data-ccp-charstyle=\"Hyperlink\">here<\/span><\/span><\/a><span class=\"TextRun SCXW143249305 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW143249305 BCX0\"> for a food truck fact sheet from the National Fire Protection Association (NFPA)<\/span><\/span><\/li>\n<\/ul>\n<p><strong>Would you like to serve alcohol at your event?<\/strong><\/p>\n<ul>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">All events at which <\/span><a href=\"https:\/\/studenthandbook.vanderbilt.edu\/administrative-policies#7416\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">alcoholic beverages<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> will be consumed must be appropriately registered four weeks in advance.\u00a0<\/span><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">All organizations seeking to register events with alcohol are required to have officers complete <\/span><a href=\"https:\/\/www.vanderbilt.edu\/healthydores\/host-responsibility-training\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Host Responsibility Training<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> through the Center for Student Wellbeing.<\/span><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">If alcohol is authorized, you will need to fence the area, allowing for only one point of entry.<\/span><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Security will be required<\/span><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> at all events where alcohol is served.<\/span><\/li>\n<\/ul>\n<p><strong>What setup needs will your event require?<\/strong><\/p>\n<ul>\n<li><span class=\"NormalTextRun SCXW217545915 BCX0\">VU Maintenance &amp; Operations (VUMO) requests include items such as tables, chairs, trash cans, recycling bins, groundskeeping, staging, tents, <\/span><span class=\"NormalTextRun SCXW217545915 BCX0\">etc.\u00a0 <\/span><span class=\"NormalTextRun SCXW217545915 BCX0\">You will work with your event coordinator to <\/span><span class=\"NormalTextRun SCXW217545915 BCX0\">finalize<\/span><span class=\"NormalTextRun SCXW217545915 BCX0\"> your needs for the event.<\/span><\/li>\n<li><span class=\"NormalTextRun SCXW67765184 BCX0\">VUMO requests must be <\/span><span class=\"NormalTextRun SCXW67765184 BCX0\">submitted<\/span><span class=\"NormalTextRun SCXW67765184 BCX0\"> at least three weeks <\/span><span class=\"NormalTextRun SCXW67765184 BCX0\">before<\/span><span class=\"NormalTextRun SCXW67765184 BCX0\"> the event date for all services.\u00a0<\/span><\/li>\n<li><span class=\"NormalTextRun SCXW115415666 BCX0\">Depending on the scope of your event, you may <\/span><span class=\"NormalTextRun SCXW115415666 BCX0\">be required<\/span><span class=\"NormalTextRun SCXW115415666 BCX0\"> to have groundskeeping service the lawns at the conclusion of your event<\/span><span class=\"NormalTextRun SCXW115415666 BCX0\">.\u00a0\u00a0<\/span><\/li>\n<li><span class=\"NormalTextRun SCXW167287040 BCX0\">Rentals\/Inflatables may be <\/span><span class=\"NormalTextRun SCXW167287040 BCX0\">utilized<\/span><span class=\"NormalTextRun SCXW167287040 BCX0\"> at your event pending approval.<\/span><\/li>\n<li><span class=\"TextRun SCXW91701409 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW91701409 BCX0\">All vendors must complete the Limited Premise Agreement and provide a copy of their Certificate of Insurance before event approval. Please see Forms for more information.<\/span><\/span><\/li>\n<li><span class=\"TextRun SCXW126615485 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW126615485 BCX0\">All setup\/VUMO needs will be billed directly to your Vanderbilt account.<\/span><\/span><\/li>\n<\/ul>\n<p><strong>Will you need security or a VUPD officer?<\/strong><\/p>\n<ul>\n<li><span class=\"NormalTextRun SCXW188738112 BCX0\">Security is <\/span><span class=\"NormalTextRun SCXW188738112 BCX0\">required<\/span><span class=\"NormalTextRun SCXW188738112 BCX0\"> for events at which alcohol is present, for large events, and for events open to the <\/span><span class=\"NormalTextRun AdvancedProofingIssueV2Themed SCXW188738112 BCX0\">general public<\/span><span class=\"NormalTextRun SCXW188738112 BCX0\">. Consult your event <\/span><span class=\"NormalTextRun SCXW188738112 BCX0\">coordinator<\/span><span class=\"NormalTextRun SCXW188738112 BCX0\"> and VUPD (615-322-2745) to <\/span><span class=\"NormalTextRun SCXW188738112 BCX0\">determine<\/span><span class=\"NormalTextRun SCXW188738112 BCX0\"> your specific needs. <\/span><span class=\"NormalTextRun SCXW188738112 BCX0\">Depending on the nature of the event, you may be allowed to hire private, third-party security, as opposed to uniformed VUPD officers.<\/span><span class=\"NormalTextRun SCXW188738112 BCX0\"> Both VUPD and private security can be arranged through VUPD.<\/span><\/li>\n<li><span class=\"TextRun SCXW89485774 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW89485774 BCX0\">Request VUPD Security for your event through this <\/span><\/span><a class=\"Hyperlink SCXW89485774 BCX0\" href=\"https:\/\/forms.vanderbilt.edu\/view.php?id=1567510\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"TextRun Underlined SCXW89485774 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW89485774 BCX0\" data-ccp-charstyle=\"Hyperlink\">fo<\/span><span class=\"NormalTextRun SCXW89485774 BCX0\" data-ccp-charstyle=\"Hyperlink\">r<\/span><span class=\"NormalTextRun SCXW89485774 BCX0\" data-ccp-charstyle=\"Hyperlink\">m<\/span><\/span><\/a><span class=\"TextRun SCXW89485774 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW89485774 BCX0\">.<\/span><\/span><\/li>\n<\/ul>\n<p><strong>Having an event under a tent?<\/strong><\/p>\n<ul>\n<li><span class=\"NormalTextRun SCXW25460717 BCX0\">You may need a fire watch if you will have more than 300 attendees. Fill out the Fire Watch Personnel form and we can <\/span><span class=\"NormalTextRun SCXW25460717 BCX0\">determine<\/span><span class=\"NormalTextRun SCXW25460717 BCX0\"> your event\u2019s specific needs.<\/span><\/li>\n<\/ul>\n<p><strong>Are you wanting to have a fire pit at your event?\u00a0<\/strong><\/p>\n<ul>\n<li>Fire pits may be utilized at your event pending approval.<\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">If you would like to use a fire pit on campus, please submit for approval using the <\/span><a href=\"https:\/\/forms.vanderbilt.edu\/view.php?id=871285\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Fire Pit Regulations Form<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> at least three weeks before the event date. Please note that submitting this form does not guarantee automatic approval.<\/span><\/li>\n<li>Work with your event coordinator to obtain a water source and fire extinguisher. Additional charges will be incurred and billed directly to your Vanderbilt account.<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\"><strong>Do you plan to have amplified sound at your event?<\/strong> \u00a0<\/span><\/p>\n<ul>\n<li>Functions or special events that require electronic sound amplification must be registered through the event registration process in Anchor Link. Electronic amplification may not be used in the vicinity of classroom buildings, the library, the hospital, or apartments for family housing. Use of outside amplification at any event or function held in close proximity to campus residences must involve consultation with the Office of Housing and Residential Education.<\/li>\n<li>Work with your event coordinator to reserve a sound system for an additional fee.<\/li>\n<\/ul>\n<p><strong>Would you like to sell merchandise at the event?<\/strong><\/p>\n<ul>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Student organizations may engage in the occasional sale of items for fundraising when the funds are for the use of the organization in its regular activities (including philanthropic efforts) and are deposited into the organization\u2019s University account. Organizations undertaking such sales must comply with <\/span><a href=\"https:\/\/www.vanderbilt.edu\/studentorgs\/finances\/fundraising\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">University policies<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> regarding the ordering of merchandise, sales tax collection and payment, and licensing.<\/span><\/li>\n<\/ul>\n<p><strong>Is the event open to the public?<\/strong><\/p>\n<ul>\n<li>Approval must be obtained by registering through the event registration process in Anchor Link to hold a social event or other meeting to which persons other than Vanderbilt students, faculty, and staff will be invited.<\/li>\n<\/ul>\n<p><strong>Will there be minors present?<\/strong><\/p>\n<ul>\n<li>All non-天美传媒官网 minors are required to have a signed permission slip. Any off-campus minor attendees without parental supervision will require you to coordinate with the Office of Risk and Insurance Management.<\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">All minors must have the appropriate paperwork to be on campus. Contact <\/span><a href=\"mailto:protectionofminors@vanderbilt.edu\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">protectionofminors@vanderbilt.edu<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> for more information.<\/span><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Events that include minors must be registered in Anchor Link at least 16 weeks before the date of the event to ensure that compliance obligations, if any, associated with the <\/span><a href=\"https:\/\/www.vanderbilt.edu\/youthprotection\/policy\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Protection of Minors Policy<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> are met.<\/span><\/li>\n<\/ul>\n<p><strong>Will you require Parking Services support?<\/strong><\/p>\n<ul>\n<li>Specific arrangements need to be made in advance, directly with traffic and parking, for any special deliveries or parking for catering trucks, Red Cross blood drives, etc. Some of the services available are special parking permits for events, barricades, signs for lots, and Traffic and Parking officers.<\/li>\n<li><a href=\"https:\/\/www.vanderbilt.edu\/transportation-parking\/parking\/event-parking-requests\/event-parking-request\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Parking Services form<\/span><\/a><\/li>\n<\/ul>\n<p><strong>Will you be showing a film?<\/strong><\/p>\n<ul>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Films, videos, or DVDs may not be shown to dorm audiences, clubs, fraternities, sororities, or other organizations, without first obtaining a public performance license. Registered student organizations may order films to show on campus. The motion picture titles shown on the 天美传媒官网 campus are cleared by the distributors for public performance exhibitions. This means that Vanderbilt has the legal right to show titles before groups of students, faculty, and their friends on campus. The \u201chome use\u201d versions of these same titles, obtained from video stores, etc., are not cleared by the distributors for public performance use by the University, because proper licensing fees to the copyright owners have not been paid for such use.<\/span><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Read the <\/span><a href=\"https:\/\/chrome-extension\/\/efaidnbmnnnibpcajpcglclefindmkaj\/https:\/www.vanderbilt.edu\/studentorgs\/wp-content\/uploads\/sites\/127\/Public-Performance-Rights.pdf\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Public Performance Rights FAQs<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> for more information<\/span><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Additional setup needs will be billed directly to your Vanderbilt account.<\/span><\/li>\n<\/ul>\n<p><strong>Will your event be ticketed?<\/strong><\/p>\n<ul>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">For more information on ticketing, please visit our <\/span><a href=\"https:\/\/www.vanderbilt.edu\/studentcenters\/event-ticketing\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Event Ticketing page<\/span><\/a><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"> or our <\/span><a href=\"https:\/\/www.vanderbilt.edu\/studentcenters\/ticket-sales\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Box Office webpage.<\/span><\/a><\/li>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">Email the Box Office with any questions or concerns at <a href=\"mailto:sarrattboxoffice@vanderbilt.edu\">sarrattboxoffice@vanderbilt.edu\u00a0<\/a><\/span><\/li>\n<\/ul>\n<p><strong>Do you have a rain plan?<\/strong><\/p>\n<ul>\n<li><span lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\">We recommend you have a plan in place for alternate dates due to inclement weather. We do not hold indoor space as backup options.<\/span><\/li>\n<\/ul>\n<p><strong>Are you planning a demonstration?<\/strong><\/p>\n<ul>\n<li><span class=\"TextRun SCXW61775686 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW61775686 BCX0\">To learn more about demonstrations on campus please use <\/span><\/span><a class=\"Hyperlink SCXW61775686 BCX0\" href=\"https:\/\/studenthandbook.vanderbilt.edu\/administrative-policies\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"TextRun Underlined SCXW61775686 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW61775686 BCX0\" data-ccp-charstyle=\"Hyperlink\">this link<\/span><\/span><\/a><span class=\"TextRun SCXW61775686 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW61775686 BCX0\">.\u00a0\u00a0<\/span><\/span><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Registered Student Organizations and University Departments may reserve outdoor spaces for Signature Events. Requests for space must be made at least 8 weeks in advance and may be requested up to one year in advance. All outdoor events must be registered through the event registration process in Anchor Link. Questions to Consider When Planning Your&#8230;<\/p>\n","protected":false},"author":1817,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"spay_email":"","_links_to":"","_links_to_target":""},"tags":[128],"acf":[],"jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/PaQMEt-3c0","_links":{"self":[{"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/pages\/12276"}],"collection":[{"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/users\/1817"}],"replies":[{"embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/comments?post=12276"}],"version-history":[{"count":38,"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/pages\/12276\/revisions"}],"predecessor-version":[{"id":14925,"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/pages\/12276\/revisions\/14925"}],"wp:attachment":[{"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/media?parent=12276"}],"wp:term":[{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.vanderbilt.edu\/studentcenters\/wp-json\/wp\/v2\/tags?post=12276"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}