Campus Events and Space Utilization Review 

The VCU Campus Expression and Space Utilization policy outlines requirements for expression and activity conducted on university property. VCU Occupational Health & Safety (OHS) supports this policy by providing consultation and review of specific programs within the scope of “major events."

Event planning guidelines

• VCU Procurement, Event Planning in 3 Steps
• University Student Commons, Event Guidelines

Pre-approval for major events

Major event activities that require pre-approval by OHS include:

• Occupancy
  • Occupancy limits are reviewed and enforced by Fire Safety.
  • Indoor occupancy limits are posted at the location. Outdoor spaces are limited to 500 persons.
  • Public assemblies expected to exceed the 500 person limit shall submit a formal request via email to OHS at DOHS@vcu.edu detailing the crowd management plan, designated crowd managers, safety leader and safety training for each role. All crowd management plans shall adhere to Section 403.11.3.3, Duties, of the Virginia Statewide Fire Prevention Code.
  • Temporary structures, such as large tents or inflatable slides, may require review by Facilities Management and/or Fire Safety. 
• Open flame, firework, pyrotechnic or other flammable materials are evaluated by Fire Safety. Related programs include Hot Works Permits and Open Flame Requests.
• Animals at the event must adhere to the Animals on University Property Policy.
• Activities that include hazardous materials, including those that may impact stormwater, are evaluated by Chemical Safety. Chemical Safety evaluates storage, use and disposal of hazardous materials at VCU.
  • Any event activity anticipated to result in runoff or discharge of anything other than clean water to a storm drain must be reviewed by Chemical Safety.
  • Chemical spills must be immediately reported to the VCU Spill Response Team by calling (804) 828-9834.
• Unmanned Aircraft Systems (Drones) flights are managed by Operational Risk. All drones must be operated safely; in compliance with the applicable federal, state and local regulations; and in compliance with VCU’s University Related Use of UAS Policy.
  • Both internal and third party flight requests may be submitted here.