> Auditorium
  > Multipurpose Room
  > Meeting Room B
  > Meeting Room C
  > Meeting Room D
  > Meeting Room F
  > Meeting Room G
  > Video-Conference       Room

  > Hours of Availability

  > To Make a       Reservation

  > Reservation Policies       for Meeting Rooms

Space Reservations

The Graduate Life Center offers space for academic, professional, and recreational functions that serve the graduate community. The following spaces may be reserved for these events.

		Auditorium This 600-seat theater style hall is maintained and supported by University Unions & Student Activities and scheduled through the UUSA Event Planning Office. UUSA provides production support for lighting and sound needs. This is the perfect venue for theatrical and performance events, speakers and large meetings and/or presentations. The Auditorium may be reserved on weekends and after 5 pm on weekdays.
		Multipurpose Room A 4,000+ square foot multi-purpose space accommodating a wide-range of events. Maximum occupancy is based on setup style as the versatility of this room allows for banquets, dances, socials, receptions, exhibits and large meetings. The Multipurpose Room is maintained and supported by University Unions & Student Activities and scheduled through the UUSA Event Planning Office. UUSA also provides production support for lighting and sound needs.
		Meeting Room B A conference room with tables set in a hollow square, seating 28. The room contains a computer, overhead computer projector, mounted screen, and Smart Board. Additional equipment may be rented for a daily fee. Last minute reservations cannot be accommodated. View Room B floorplan >
		Meeting Room C A conference room with tables set in a hollow square, seating 26. The room contains a computer, overhead computer projector, mounted screen, and Smart Board. Additional equipment may be rented for a daily fee. Last minute reservations cannot be accommodated. View Room C floorplan >
		Meeting Room D A small meeting room with tables set to form a conference style layout, accommodating 14 participants. The room contains a mounted screen, white board, tack board and an A/V cart (for participants to use with their own laptops and projectors). Additional equipment may be rented for a daily fee. View Room D floorplan >
		Meeting Room F A large meeting room with theater style seating, accommodating 60 participants. The room contains one table in the front and one table at the back of the room, a mounted screen, white board and an A/V cart (for participants to use with their own laptops and projectors). A built-in DLP projector with audio connection is available as part of the room that can be used with a user provided laptop. Connectivity and projector control is located at the front of the room underneath the television. Additional equipment may be rented for a daily fee. View Room F floorplan >
		Meeting Room G A large meeting room with tables and chairs set classroom style, accommodating 40 participants. The room contains a mounted screen and white board. The room can be reserved, but it's open to the public in between reservation times.Last minute reservations cannot be accommodated.
		Video Conferencing Room The function of this room is to support graduate education by facilitating thesis defenses with off-site parties, executive mentoring sessions, graduate committee meetings, graduate applicant evaluations and similar meetings/interviews. Reservations are managed by the Graduate School. Seats up to 8 individuals. Contains Tandberg Educator MXP video conference unit (H.323/H.264 standard based connection up to 5 remote IP sites; No ISDN, Phone, ATM or Satellite connectivity). Peripheral: Laptops may be used for presentations. The room also has a white board, tack board, and hole mounts for two easel pads. Complete reservation requests must be submitted no less than five business days prior to the proposed meeting dates. Unique information requirements for reserving this room include: IP address of connecting site; Room/Location (eg: Northern Virginia Center, Room 320), and whether you would like to schedule a test call and/or review of the equipment. Test calls/reviews must also be scheduled at least five business days in advance. Event sponsors are responsible for the arrangement of the space and equipment at the remote site(s). **Note: Connections to locations maintained by Video Broadcast Services (VBS) must originate from that site. Due to the operating practices of VBS, calls cannot be made from GLC equipment to VBS equipment.

Hours of Availability

Rooms are available for reservation on the following days and times. (Hours are adjusted during summer, spring, and winter breaks.)

• Sunday: 9:30 am-10:30 pm
• Monday: 7:30 am-10.30 pm
• Tuesday: 7:30 am-10.30 pm
• Wednesday: 7:30 am-10.30 pm
• Thursday: 7:30 am-10.30 pm
• Friday: 7:30 am-11:30 pm
• Saturday: 9:30 am-11:30 pm

If your event requires access to the facility earlier than our regularly scheduled opening time, you may request Early Access Approval which must be requested at least 30 days in advance of your event date. Please note that approval of your request is subject to staffing availability and requires additional charges.

To Make A Reservation

To Reserve the Auditorium or Multipurpose Room
The Auditorium and Multipurpose Room in the Graduate Life Center are considered to be major venues and they are available for reservation through the UUSA Event Planning Office.

To Reserve the Student Lounge
The Graduate Student Lounge may be reserved through Event Planning by graduate student organizations, residents of the GLC, GLC-UUSA staff, and the Graduate School, with a minimum of two weeks advance reservation requirement. If alcohol service is planned, requests must be submitted sufficiently to obtain the appropriate ABC license and other university approvals. A notice will be posted at the entrance door(s) of the lounge announcing ahead of time when the lounge will have limited/restricted access due to special events.

To Reserve A Meeting Room
The Graduate Life Center offers five rooms that provide space for meetings, seminars, and discussions (to graduate student organizations, departments, and graduate students). These rooms and the equipment that they contain may be reserved for free, based upon availability. Additional equipment may be requested for a daily fee. Reservations for these spaces are managed by the Graduate School. Please review the Reservation Policies for Meeting Rooms prior to submitting your reservation request.

To make a reservation, e-mail your request to with the following information. You will receive a response within one business day.

• Your name
• Your contact information (telephone, e-mail, and address)
• Your student ID number (if requesting as an individual and not on behalf of an organization or department)
• Your organization, details >
• Event date(s)
• Event start and end time(s), details >
• Event title
• Event description and relationship to graduate education/student life, details >
• Expected attendance
• Equipment requirements, details >
• Preferred room or room set up
• Will you be serving food at your event? Will the food be self-catered? provided by Au Bon Pain®? provided by Personal Touch? details >
• If your event is open to the public, would you like us to include it on the GLC Calendar of Events? Please provide a brief description of the event and contact details, if so.

Reservation Policies for Meeting Rooms

The following policies apply and must be observed for reservations in Rooms B, C, D, F, G, and the Video-Conference Room.

Authorized Events
The public spaces in the Graduate Life Center are designed to support graduate education and student life. Reservation requests may be placed by graduate students, graduate student organizations (GSOs), faculty, and staff. Registered student organizations (RSOs) may request use of the meeting rooms if their events involve graduate student participants, and if the reservation request is placed by an authorized graduate student contact (as established with UUSA's Event Planning Office).

Room Set Up
Meeting rooms have a standard set up and inventory of furniture and equipment that must not be removed from the rooms. Rooms must be reset to their standard configuration at the end of the event. Rearrangement fees will be billed to the event sponsor if rooms are not reset to standard configuration.

Room Access
A key to the scheduled meeting room can be picked up at the GLC Information Desk one-half hour prior to the start of the event with a photo ID. Your reservation will include this additional 30 minute, pre-event set up time, for your convenience. The key should be returned to the Information Desk within one-half hour of the scheduled end of the event.

Equipment
All equipment requests beyond what is standard to the room will incur a charge. Last minute equipment requests may be honored by the Information Desk if equipment is available and the sponsor completes an “Additional Equipment Request” form. Event sponsors will be billed for any associated rental charges.

Food
The meeting rooms in the Graduate Life Center are small and do not accommodate full, catered meals. Coffee, snacks, and light refreshments (such as sandwiches and pizza) are permissible if the food is self-catered or provided by one of the Center's two authorized caterers — Au Bon Pain or Personal Touch. The intention to serve food at an event must be specified at the time of the reservation request. Charges will apply if excessive clean up is necessary.

Responsibility
Event sponsors are responsible for the behavior of event attendees. Damages to property and equipment caused by event attendees will be the responsibility of the event sponsors.

Cancellations/Reservation Changes
Please report any changes or cancellations to your reservation to the Graduate School at least 24 hours prior to your event by calling 231-9561 or email glc@vt.edu. If you need to make a last minute cancellation and it is after regular business hours (M-F, 8am-5pm), please contact the GLC Information desk at 231-0413.

No Show Policy
Student organizations/individuals that do not show up for their event in a reserved space will be penalized after the third occurrence. The group/individual will not be allowed to make reservations in the GLC for the remainder of the semester.