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Scheduling Processes

Athletic Facilities

Banners

  • All banner, advertising and chalking spaces are found in the “Promotional Spaces” building in the new VirtualEMS scheduling software.
  • There are six reservable banner locations in Warren Hall on the second floor in the Post Office lobby.
    • Each space can accommodate banners up to eight feet long by three feet high (horizontal) and may ONLY be reserved for a one-week period (Sunday – Saturday) per location.
    • Banners must be removed at the end of the reservation period (Saturday night) or before to allow for the following week’s posting.
    • The reserving organization must bring the banner to Warren Info Desk the day before the reservation begins.
    • Banners will be placed under the permanent clips on the wall strip in the Post Office Lobby spaces.
    • Madison Union Operations will not be responsible for banners left beyond the reservation period or for theft or damage to banners displayed.
  • There are six reservable banner locations in T.D.U. on the outside wall in the stage area between the windows.
    • Each space can accommodate banners up to three feet long by five feet high (vertical) and may ONLY be reserved for a one-week period (Sunday – Saturday) per location.
    • The reserving organization must bring the banner to T.D.U. Info Desk the day before the reservation begins.
    • Banners will be placed under the permanent clips on the wall strip in this area.
    • Madison Union Operations will not be responsible for banners left beyond the reservation period or for theft or damage to banners displayed.
  • There are six permissible banner locations in the Festival, all located on the second floor balcony next to the stairwell.
    • Banners can be a maximum of ten feet long and three feet high (horizontal).
    • They must be supported by tying them to the base of the railing posts.
    • String is available at the Festival Info desk.
    • The use of tape or tacks is not permitted.
    • Banner space may ONLY be reserved for a one-week period (Sunday – Saturday) per location.
    • Priority is given to the University Program Board for one of the spaces.
    • The user is responsible for the placement and timely removal of the banner.
    • Banners must be removed at the end of the reservation period (Saturday night).
    • Student organizations or university departments may reserve spaces up to four times per year with no more than one banner space being used by an organization at a time.
    • The Festival is not responsible for banners left beyond the reservation period or for theft or damage to banners displayed.
  • One outside banner space will be available on the grassy hill on the north side of the Commons and may be reserved for one week at a time (Sunday – Saturday).
    • This space will support a banner 8 feet long by 3 feet high.
    • The banner must be made of vinyl with metal grommets on each corner.
    • Blank banners are available from Madison Union Operations, Warren 270, for $30.00.
    • The banner’s content / apprearance must be approved by Madison Union Operations before it can be hung. Inappropriate material will not be displayed. Madison Union Operations will remove the banner at the end of the reservation period.
    • Once your reservation period ends, your organization must pick the banner up from our office within 5 days.
  • Warren Wall Advertising
    • There is a large advertising area on the landing between the 2nd and 3rd floors near the south entrance of Warren Hall.
    • The advertising space is eight feet long by eight feet high and may be reserved for a maximum two-week period (Sunday – Saturday).
    • Artwork for this space must be approved by Madison Union Operations at least 2 business days prior to the start of the reservation. Background paper color must be indicated at this time.
    • Madison Union Operations will put the background on the wall and the reserving organization can then paint the display.
    • The reserving organization must obtain the water-based paint needed for the advertisement.
    • The reserving organization is responsible for adequately covering the floor surrounding the painting area and cleaning up the area once the project is completed.
    • The reserving organization may be billed if there is a need to have the area cleaned due to excessive paint spillage or damage.
    • If the reserving organization wishes to keep the advertisement, they must remove it at the end of the reservation period (Saturday night) or before to allow for the following week’s advertising; otherwise, Madison Union Operations will dispose of the advertisement.
    • Madison Union Operations will not be responsible for theft or damage to the advertisement.

Blood Drive Information

  • The American Red Cross and Virginia Blood Services reserve large facility space each semester for student organizations or university departments to sponsor blood drives.
  • The student organization or university department must contact one of the businesses listed below to sponsor a blood drive event.
  • The student organization or university department should then contact Madison Union Scheduling to complete necessary paperwork.
  • Contact Information:
    American Red Cross: Gary Scott, Account Manager, 540-369-5477, gary.scott2@redcross.org
    Virginia Blood Services: Austin Rehfield, Account Manager, 540-352-9145, arehfield@vablood.org

Chalking

  • All chalking, banner and advertising spaces are found in the “Promotional Spaces” building in the new VirtualEMS scheduling software.
  • There are 5 areas on campus which can be used for “chalking” to advertise an event: Commons, Festival (patio), Godwin stairs, Isat (front stairs) and Showker (front entryway).
  • Student organizations or university departments may reserve blocks of three days per area.
  • Space must be reserved with the appropriate scheduler:
    Scheduling Office/Building Coordinator

  • Chalking areas are booked with back to back reservations – please be aware that chalk from a previous reservation may still be in place. The reserving office is not responsible for clearing the previous chalking.
  • Reservations are made on a first come first served basis.

Classrooms

    • General purpose classroom requests begin the first Monday following the first day of classes each semester.
    • Requests can be made by filling out the online request form.
    • Reservations are made on a first come, first served basis.
    • The confirmation will be e-mailed to the Nuts & Bolts representative who submitted the request.
    • The primary purpose of classrooms is to accommodate academic courses. If there is an academic course need, your event may need to be altered or moved in order to accommodate that need.
    • For additional classroom facility information, click here.

Student Organizations

    • For classrooms on the west side of campus – Godwin, Keezell, Maury, Memorial, Miller, Roop and Showker:
      • A member of the student organization must pick up a key from the Madison Union Operations desk prior to the meeting. The student will be required to leave his/her JAC card. Immediately following the organization’s meeting, the key must be returned to Madison Union Operations.
      • Keys are not needed for Memorial or Showker classrooms.
    • For classrooms on the East Side of Campus – HHS & ISAT:
      • If the classroom is locked or you need assistance, you may go to HHS 1007 (located beside the CISAT Copy Center). The office is staffed M-Th 5-11pm, Sat 1-5pm and Sun 1-11pm.

Departments

  • For classrooms on the west side of campus – Burruss, Duke, Godwin, Harrison, Jackson, Keezell, Maury, Miller, Moody, Roop – contact the Registrar’s Office, Warren 504A, Laura Lear, Registrar’s Office, MSC 3528, 540-568-7005 (phone), 540-568-5615 (fax).
  • For classrooms in Showker – contact College of Business, Academic Support, Showker 630, Kristen Herring, herrinkl@jmu.edu, MSC 0207, 540-568-3252 (phone), 540-568-3275 (fax).
  • For classrooms on the East Side of Campus – HHS & ISAT – contact CISAT Dean’s Office, ISAT 375, Hope Thompson, thompshh@jmu.edu, MSC 4101, 540-568-2760 (phone), 540-568-2747(fax).

Collection Boxes

  • Festival Conference & Student Center
    • Collection boxes are used to collect non-monetary donations for food drives, clothing drives, etc.
    • One collection box space is available on the upper level by the elevator and the other collection box space is available on the lower level by the elevator.
    • Requests can be made by emailing the Festival Scheduling Office or calling 540-568-8932.
    • The reserving organization must supply the box and signage and is responsible for collecting the contents of the boxes weekly.
  • Student Success Center
    • Collection boxes are used to collect non-monetary donations for food drives, clothing drives, etc.
    • There are two collection boxes available.
    • The reserving organization must supply the box and signage and is responsible for collecting the contents of the boxes weekly.
    • The confirmation will be e-mailed to the Nuts & Bolts representative who made the request.
    • For additional information, contact Megan Driver.
  • Taylor Down Under
    • Collection boxes are used to collect non-monetary donations for food drives, clothing drives, etc.
    • There are two collection box spaces available by the facility directory.
    • The reserving organization must supply the box and signage and is responsible for collecting the contents of the boxes weekly.
    • The confirmation will be e-mailed to the Nuts & Bolts representative who made the request.
  • Warren Hall
    • Collection boxes are used to collect non-monetary donations for food drives, clothing drives, etc.
    • There are two collection box spaces available across from the Information Desk outside of Transitions.
    • The reserving organization must supply the box and signage and is responsible for collecting the contents of the boxes weekly.
    • The confirmation will be e-mailed to the Nuts & Bolts representative who made the request.

Commons

  • The University Commons is a circular area located between Warren Hall and Gibbons Dining Hall. This area may be used for a variety of programs and must be reserved at least two weeks in advance of the event.
  • The sponsoring organization or department must inform Madison Union Scheduling of all plans for this area.
  • Request for equipment should be made when the reservation request is submitted. Last minute requests may not be honored.
  • In order to maximize utilization of the Commons area, up to six groups may reserve space at a time.
  • TENTS/CANOPIES require a permit which takes two weeks to process. This must be requested at the time of reservation.
  • There is one sound space available on the Commons. Use of sound is limited to the following times:
    • Monday – Thursday:  12pm-1pm and 5pm-6pm
    • Friday:  12pm-1pm and 5pm-11pm
    • Saturday – Sunday:  10am-10pm
  • There is no automatic rain location available. If your organization is planning a large event, you may want to consider reserving indoor space at the same time you request the Commons to be prepared for inclement weather.
  • Space on the Commons is used for information tables and donations. Fundraising by student organizations, such as t-shirt sales and bake sales are also allowed.
  • Vendors are not allowed on the Commons.
  • Overnight activities are allowed on the Commons, if approved in advance by Madison Union Scheduling and Public Safety. It is extremely important that good judgment be exercised throughout the activity. All participants should be advised concerning adequate and appropriate clothing. For safety reasons, no form of open fire, burning or combustible materials will be allowed. At least one participant must be awake at all times.
  • Vehicles are only allowed to unload. They must be moved to a parking area.
  • JAC card readers can only be used on Commons spaces 1, 2 or 3. To rent a JAC card reader, contact Card Services at 568-6446.
  • The confirmation will be e-mailed to the Nuts & Bolts or departmental representative who submitted the request.
  • If there is additional paperwork required, i.e. diagrams & JMU Event Approval Form, these documents must be completed and returned at least two weeks prior to the event.
  • These documents can be printed from the Forms and/or Diagrams section of this website.
  • All paperwork requiring approvals is due back to Madison Union Scheduling at least two weeks prior to the event, otherwise the reservation will be cancelled.

Dance/Concert

  • Dances and Concerts REQUIRE a meeting with Public Safety to discuss event specifics and obtain approval signatures on the JMU Event Approval Form.
  • This meeting should take place shortly after you book your space in order for Public Safety and building operations staff to prepare for your event. Waiting until 2 weeks prior to your event may result in cancellation due to lack of staff availability.
  • Please note that some events may require the presence of an officer or cadet and charges may be incurred by the sponsoring student organization.
  • Dances are social events with a DJ or band.
  • Most dances go beyond building hours so make sure you indicate that in the Additional Setup section when making your initial request.
  • Concerts are performances by a band, group or solo artist which may expect a large crowd and have amplified sound.
  • DJ/Band must provide their own equipment.

East Campus Dining Hall – Montpelier Room

  • Requests must be made at least 2 weeks prior to the event date.
  • To reserve space, contact Ellen Callahan, Special Event Catering at callahel@jmu.edu or call (540)568-6637.
  • Food & Beverage Minimums based on time of event.
  • Room Fees (waived if paid by JMU Budget Code) to include $240 for an all day event and $120 for a half day event.
  • Room layouts as follows:
    • Banquet style – 80
    • Reception – 100
  • There is a patio off the Montpelier Room that may be used as part of the event.

Edith J. Carrier Arboretum & Botanical Gardens

Festival Conference & Student Center

  • Routine reservations are made on a first come, first served basis.
  • To make reservations, fill out an online request form.
  • Event confirmation will be e-mailed to the requestor. Confirmations should be carefully reviewed for accuracy and important information concerning the event.
  • JMU Special Events / Catering maintains exclusive rights to provide all food/beverages in the Grand Ballroom.
  • Any charges associated with the event will be invoiced the week following the conclusion of the event. Payment is due in full within thirty days of the invoice date.
  • For additional facility information, click here. Facility set-up information (Bob Davis, 568-1715)

Fundraisers

    • Most student clubs and organizations at JMU participate in some sort of fundraising activities and additional information on fundraising opportunities is located on the Student Activities & Involvement website.
    • A list of approved vendors is available at this website under Vendor Policies, and may also be picked up in the Madison Union Scheduling Office.
    • Student organizations may also wish to sell their own merchandise.
    • Space must be reserved with the appropriate scheduler:Scheduling Office/Building Coordinator
      • Fundraisers may be held in the Info/Vendor Area in the Post Office Lobby, Transitions in Warren Hall, Warren Patio, Commons, Highlands Room, Festival Patio or table space in other academic buildings.
      • Vendors are allowed in Transitions, Warren Patio, Warren Info/Vendor Area, Highlands Room, and on the Festival Patio.
      • Obtain all appropriate signatures (see list below) on the JMU Event Approval Form. Fundraisers may require one or more of the following approvals:
        • Approved Vendor Sales – Vendor must be from the approved vendor list.  No additional approvals required.  The vendor is required to pay the sponsoring student organization a percentage of sales. The student organization is responsible for acquiring the appropriate space for the vendor sales. JMU Event Approval Form must be completed.
        • Food Sales – Angie Thompson (thomp4am@jmu.edu), Dining Services, Gibbons, Entrance 7(any time food is sold)  Allow 5 days for signature.  JMU Event Approval Form must be completed.
        • Merchandise Sales/Giveaways – The Merchandise Approval Form must be completed and signed.  If merchandise is being imprinted, a copy of the artwork and/or text must be attached.  The Merchandise Approval Form is available in Student Activities & Involvement, T205A or on their website www.jmu.edu/osai under Organization Resources, Events & Advertising, Merchandise.   (This form is to be completed any time merchandise is being sold or given away by your organization, including apparel, mugs, etc., especially if the imprinted merchandise uses the JMU logo, image or name).  Additional signatures may be required, so allow 7-10 days.
        • Additional information concerning merchandise approvals is available on the Student Activities & Involvement website.
        • Sport Clubs (under the umbrella of URec) must use the URec Merchandise Approval Form.
      • Return completed JMU Event Approval Form, and Merchandise Approval Form (if applicable), to the appropriate scheduling authority. All paperwork must be returned 2 weeks prior to the event date or the reservation will be cancelled.

      ***Credit card vendors are NOT allowed on campus***

Grafton-Stovall Theatre

  • Events that require setup and or/approvals should begin planning a minimum of 4 weeks prior to the event with all paperwork turned in to Madison Union Scheduling Office 2 weeks prior to the event, otherwise the reservation will be cancelled.
  • To make reservations, complete the Online Request Form.
  • Reservations are made on a first come, first served basis.
  • The confirmation will be e-mailed to the requestor.
  • If there is additional paperwork, i.e. diagram or JMU Event Approval Form, these documents must be printed from the Forms or Diagrams section of this website.
  • All paperwork requiring approvals is due back to Madison Union Scheduling at least 2 weeks prior to the event, otherwise the reservation will be cancelled.
  • For additional facility information, click here. Facility set-up information (Madison Union Operations, 568-5555).

Hillside Field

  • Hillside Field may be used for a variety of programs and must be reserved at least six weeks in advance of the event.
  • The sponsoring organization or department must inform Madison Union Scheduling of all plans for this area.
  • Request for equipment should be made when the reservation request is submitted. Last minute requests may not be honored. All equipment owned, rented, donated or purchased is required to be approved by Madison Union Operations four weeks prior to the event. This includes, but is not limited to, sound systems, generators, lighting, dunk tanks, blow up novelties, etc.
  • TENTS/CANOPIES larger than 10’X10′ require a permit which takes four weeks to process. This permit request should be made when the reservation request is submitted.
  • Stage rentals require additional approval by Facilities Management which takes six weeks to process. This approval request should be made when the reservation request is submitted.
  • Use of sound is limited to the following times:
    • Monday – Thursday:  12pm-1pm and 5pm-6pm
    • Friday:  12pm-1pm and 5pm-11pm
    • Saturday – Sunday:  10am-10pm
  • There is no automatic rain location available. If your organization is planning a large event, you may want to consider reserving indoor space at the same time you request Hillside Field to be prepared for inclement weather.
  • Vendors are not allowed on Hillside Field.
  • Overnight activities are allowed on Hillside Field, if approved in advance by Madison Union Scheduling and Public Safety. It is extremely important that good judgment be exercised throughout the activity. All participants should be advised concerning adequate and appropriate clothing. For safety reasons, no form of open fire, burning or combustible materials will be allowed. At least one participant must be awake at all times.
  • The sidewalk and steps in front of Taylor Hall are not to be blocked for any reason. This is a fire lane and can not be used for programming or program support.
  • Vehicles are only allowed to unload. They must be moved to a parking area within 1 hour. Access will be from the back of Taylor Hall (in the loading dock area) at the south end of Hillside Hall.
  • The confirmation will be e-mailed to the Nuts & Bolts or departmental representative who submitted the request.
  • Additional paperwork is required – a diagram and JMU Event Approval Form. These documents must be completed and returned at least four weeks prior to the event.
  • All paperwork requiring approvals is due back to Madison Union Scheduling at least four weeks prior to the event, otherwise the reservation will be cancelled.

Information Tables – Academic Buildings

  • Space must be reserved with the appropriate scheduler:Scheduling Office
    • Godwin – Karen Moyers, Athletics, Convo 101, 568-3930
    • HHS or ISAT – request a table from Hope Thompson, CISAT Dean’s Office using the Online Request Form
    • Showker – request a table from Kristen Herring, CoB Dean’s Office using the Online Request Form
    • Other academic buildings – Request space from the Building Coordinator (A list of the Building Coordinators can be found on the Risk Management website)
  • Complete the JMU Event Approval Form which can be found on the Event Forms section of this website.
  • After the appropriate signatures are obtained, Madison Union Scheduling Office will send a copy of the completed form to the appropriate scheduling office/building coordinator. All paperwork must be returned 2 weeks prior to the event date or the reservation will be cancelled.

Information Tables – Warren Hall and Festival

  • Information tables are located on Warren Patio, the Commons and the Info/Vendor area in the Post Office Lobby of Warren. Festival information tables are located by the information desk and outside of the lower drum.
  • The confirmation will be e-mailed to the requestor.
  • Complete the JMU Event Approval Form which can be found on the Event Forms section of this website.
  • After appropriate signatures are obtained, the form must be returned to the appropriate scheduling office. All paperwork must be returned 2 weeks prior to the event date or the reservation will be cancelled.

Memorial Hall

  • Memorial Auditorium
    • Student Organization requests can be made by completing the Online Request Form.
    • Departmental requests for events in the Auditorium with start times between 8am – 5pm Monday – Friday can be made by completing the Online Request Form or by calling Joyce Conley, 540-568-6572.
    • Departmental requests for events in the Auditorium with start times after 6pm Monday – Friday and on the weekends complete the online request form.
  • Memorial General Purpose Classrooms
    • Routine “general purpose” classroom requests will begin Monday following the first day of class.
    • Student organization requests can be submitted through the Online Request Form.
    • Departmental requests should be submitted to Laura Lear, learlj@jmu.edu, 568-7005, Registrar’s Office, Warren 504A.
    • All other space in Memorial Hall is departmentally controlled and not available for general use.
    • For specific facility information, click here.
  • Classroom Information
    • Room 6110 – capacity 100
    • Room 7355 – capacity 40
    • Rooms 7360, 7365 – capacity 49
    • Room 7370 – capacity 48

Outdoor Events

  • Student Organizations should direct the request to Madison Union Scheduling (Debbie Miller, Coordinator)
  • Departmental requests should be made to the appropriate scheduler.
  • Complete the JMU Event Approval Form which can be found on the Event Forms section of this website.
  • Complex events that require fencing, staging or tents must also complete the JMU Outdoor Event Approval Addendum.
  • Outdoor space approval required for the following areas:
    Arboretum (Pavilion) – 540-568-3194
    Lake Area – Greek Row (Fraternity / Sorority Life) – 540-568-7402
    Mr. Chips Basketball Court (Madison Union) – 540-568-6330
    Chandler Courtyard, Lake Area – Chandler, Village Area Sidewalk, Village Area Basketball Court (Residence Life) – 540-568-3501
  • Planning for outdoor events should begin at least 8 weeks prior to the event date.
  • The requestor is responsible for obtaining all required signatures from each appropriate reserving office for approval (depending on type of event i.e., fundraising, food, run/walk, etc.).
  • Complete form must be turned in to Madison Union Scheduling, Taylor 233.

Patios

  • The Warren Hall Patio is located just outside the third floor entrance to Warren, facing the Commons area and is an authorized fundraising area for student organizations.
  • There are 3 reservable patio spaces.
  • Reservations must be made at least two weeks in advance of the event.
  • Fundraising activities are permitted on the Patio
  • Only approved vendors may be sponsored. An approved vendor list may be obtained in the Madison Union Scheduling Office.
  • There is no rain location.
  • The Festival Patio is located in front of and between the first floor entrances to the Festival.
  • There are 6 purple information tables that are reservable.
  • The Patio / Stage area is also a reservable space.
  • Fundraising activities are permitted on the Patio.
  • Only approved vendors may be sponsored. An approved vendor list may be obtained in the Madison Union Scheduling Office.
  • Banners or signs are not to be hung on the Festival.

Sandwich Boards

  • There are three sandwich boards available for advertising on the commons by student organizations and departments.
  • These may be reserved for a period of one to seven days.
  • Information should be on poster board no larger than 24″ x 24″.
  • Organizations must bring the completed signage to Madison Union Scheduling for approval and posting on the sandwich board.
  • Madison Union Operations will not be responsible for theft or damage to the signage.
  • The confirmation will be e-mailed to the requestor.

Table Tents

  • Dining Facilities
    • To request a table tent advertisement, go to the Dining Services website and click on “Download table tent request form”. This form is a word document which you will submit to the Dining Services Administration Office.
    • Table tents go onto tables Sunday evenings and stay until the following Sunday evening.
    • Paperwork must be submitted by 4pm on the Tuesday before the Sunday the tents will go on the tables.
  • Taylor Down Under
    • Student organizations may reserve table tent space for one week at a time to promote upcoming events.
    • Space for table tents is available in Taylor Down Under.
    • Each organization is responsible for designing and copying their table tent and should provide 30 to 40 copies to the Info Desk in T.D.U. for distribution.
    • The confirmation will be e-mailed to the Nuts & Bolts representative who made the request.

Taylor Hall

  • Events that require setup and or/approvals should begin planning a minimum of 4 weeks prior to the event with all paperwork turned in to Madison Union Scheduling 2 weeks prior to the event, otherwise the reservation will be canceled.
  • Event requests that do not require approval(s) or setup may be made up to 72 hours prior to the event. To request space within 72 hours, please contact the Madison Union Scheduling Office at (540)568-6330.
  • To make reservations complete the online request form.
  • Reservations are made on a first come, first served basis.
  • The confirmation will be e-mailed to the requestor.
  • If there is additional paperwork required, i.e. diagrams and/or JMU Event Approval Form, these documents can be printed from the Forms or Diagrams section of this website.
  • All paperwork requiring approvals is due back to Madison Union Scheduling at least 2 weeks prior to the event, otherwise the reservation will be cancelled.
  • For additional facility information, click here. Facility set-up information (Madison Union Operations, 568-5555).
    • T.D.U. (Taylor Down Under)

    • Available to Student Organizations after 7pm for performances / events which are open to the public and free of charge. Donations may be accepted during the event.
    • Student Organizations may also reserve T.D.U. on Friday (7pm-12am) and Saturday (12pm-12am) for private events.
    • Fixed seating for 140 (soft seating with tables and chairs).
      T.D.U. Corner Pocket

    • Billiard area with 7 tables, free to all students. Open student space from 8am-11pm Sunday-Thursday.
    • Student Organizations may reserve Corner Pocket at any time.
    • Two “spaces” available 1 with 4 tables, 1 with 3 tables.
    • Corner Pocket is open student space unless reserved. No food or drinks allowed.

Timeline for Events Requiring Campus-Wide Planning

Please note that these time specifications are a minimum requirement. Certain times of the year may require planning further ahead.

6 Weeks Prior to Event
  • Sponsor should establish a planning group and organize an initial meeting to give an overview of the event, determine an exact title for all to use.
  • Present a rough itinerary
  • Identify sub processes and critical issues as necessary
  • Highlight functions that may require cost estimates and pre-planning
  • Public Safety should be contacted if necessary for this event
  • Meeting dates should be planned with individual service providers to address sub-processes and critical issues
4 Weeks Prior to Event
  • Tents, Stages and Fencing assistance and work orders need to be finalized
2 Weeks Prior to Event
  • All setups and approvals need to be turned in to reserving office for events such as: fundraisers, off-campus speakers, food, dances, etc.

3 Days Prior to Event
  • Sponsor should email planning group with ongoing updates/changes

  • The working itinerary (checklist) should include designation of sponsor and service provider, also a responsible first contact person for each specific program component.  Itinerary should be handed out at this point.

Timeline for Planning Specific Events

Certain events require additional planning time. For those events listed below, please use the following timeline for your planning.

Event Planning should begin at least this many weeks ahead Paperwork due in reserving office
Candlelight Vigils 6 4 wks before event
Large Catered Events 6 4 wks before event
Walk/Runs 6 4 wks before event
Dances 4 2 wks before event
Fundraisers 4 2 wks before event
Off Campus Speakers 4 2 wks before event

If your event requires any of the following services/needs, please follow the timeline below:

Service/Need Planning should begin at least this many weeks ahead Paperwork due in reserving office
Cadets/Security 6 4 wks before event
Fencing 6 4 wks before event
Sound Systems (rented) 6 4 wks before event
Stage (outdoor) 6 4 wks before event
Tents 6 4 wks before event
Food 4 2 wks before event
Special Room Setup Required 4 2 wks before event

 

Transportation

  • Departments should contact Transportation directly to reserve a vehicle.
  • Student Organizations should follow the directions below.
      Reserving a Vehicle:

    • The following options are available from Transportation: cars, mini-vans (7 passenger), 12-passenger vans and buses (trip, shuttle or coach).
    • All reservation requests for vehicles by student organizations, excluding Sport Clubs, must be submitted through the Madison Union Scheduling Office. Reservations must be made at least two weeks in advance of the event by completing the Transportation Request Form.
    • Sport Clubs should continue to submit their requests electronically to Kaela Mason.
    • The person making the request must be a current Nuts & Bolts representative for the student organization.
    • The names and telephone numbers of all drivers must be listed on the Request Form.
    • Upon completion of the reservation form, Madison Union Scheduling will request a vehicle from Transportation.
    • Once a vehicle is assigned, Madison Union Scheduling will e-mail the requestor to pick up the Transportation Approval Form.
    • The requestor and the Faculty Advisor must sign the Transportation Approval Form.
    • Once the form is signed, it must be returned to Madison Union Scheduling for final approval. You must speak to Deanna Carter or Debbie Miller when returning the form.
    • Your Student Organization will receive an invoice from Accounting Services, Facilities Management, for the vehicle charges. Payment should be remitted promptly to Linda Shull in Accounting Services, MSC 7002 (located in the University Services Building).
      Picking Up and Returning a Vehicle:

    • Keys and vehicles must be picked up from the Transportation Department located at 1603 South Main Street, Monday-Friday, 7:30a.m.-4p.m. This is the first building in the South Main Warehouse complex after crossing the railroad tracks across the street from El Charro). Please plan to pick your vehicle up before 3:30pm in the afternoon.
    • The operator of a state vehicle must have a valid driver’s license and be a JMU student, faculty, or staff member. When using vehicles from Transportation, all drivers must present a valid license when picking up the keys and will be required to sign an authorization page. The signature page is kept on file for one calendar year.
    • When the keys are picked up, an access card will be issued to open the gate. This card is to be used after normal business hours for entrance, but is not required when exiting the complex. You must have a vehicle on the inside of the gate to exit.
    • A Trip Statement showing your trip information will be issued with the keys. You must complete the beginning and ending mileage section on the form.
    • A garage staff member will inspect the vehicle before you take it. You will then both sign on the trip statement.
    • All vans will have filled gas tanks; however, if the van needs gas prior to departure, please fill the tank at the South Main Street Warehouse complex.
    • A gasoline credit card is available for out of town trips. Purchases on the credit card should only be for regular unleaded gasoline and oil (if needed). No other purchases are allowed. Make sure the gasoline station will accept the credit card prior to pumping gas. If the gas pump has card swipe access, the pin number is the vehicle number listed on the Trip Statement.
    • Vehicles must be returned to South Main Warehouse complex by the end of the reservation period. When returning the vehicle, make sure it is properly parked, all doors are locked, windows are closed, lights are off and trash collected from the vehicle.
    • Vehicle keys, trip ticket, access card and/or credit card, accompanied by any receipts must be returned to the Transportation Office by 12 noon the first business day following your return. There is a key drop box located on the outside of the white building for after hours access.
    • If the keys, accompanying paperwork and/or the vehicle are not returned on time, there will be a $50 service charge and revocation of reservation privileges for the organization until the fee is paid.
    • Remember when returning your vehicle, the gate cannot be opened from the inside with the access key. The gates only open from the inside by the weight of a vehicle.

UREC

  • For information regarding UREC, click here.
  • Student organizations may typically begin requesting URec space three weeks prior to the start of each semester.
  • Completely fill out the VirtualEMS request.
  • UREC will process the request within 2 working days. Your request will either be:
    1. Denied – we will inform you within 2 working days.
    2. Pending – we will inform you within 2 working days, and will follow up with either a phone call or a PROPOSAL/CONFIRMATION AGREEMENT once the status is confirmed.
    3. Confirmed – we will email a confirmation through the EMS Scheduling program. You should contact University recreation if you have not heard from us nor received the confirmation within 7 days after your request has been submitted.
  • UREC will contact you to finalize details.
  • Cancellations must be made 48 hours prior to the event. If this deadline has passed, up to 10% penalty will be assessed to the organization.
  • There will be a 5.3% tax assessed to all for-profit organizations.
  • An INVOICE for the balance of payment will be sent after the event. Payment must be received by the University Business Office by the date on the invoice.
  • Make checks payable to James Madison University

Walk/Runs

  • Festival Conference & Student Center
    • Organizations sponsoring a run or walk event should request approval with the Festival Conference & Student Center Office, Suite 2001, 540-568-1716.
    • The JMU Event Approval Form must be completed with appropriate signatures from Public Safety and the Coordinator of Student Activities & Involvement.
    • The approved 1.5K race route or the 5K race route must be used.
    • Planning should begin at least 6 weeks before the event.
    • The individual organizing the Walk/Run must meet with Debbie Kauffman, Festival Scheduling Coordinator, after the paperwork has been completed in order to confirm the reservation.
    • Walk/Runs may take place on Saturday or Sunday from 9am – 12pm.
    • All paperwork with appropriate signatures is due back to the Festival 4 weeks before the event.
  • University Park (UPark) 5K Route
    • Planning should begin at least 6 weeks before the event.
    • The JMU Event Approval Form must be completed with appropriate signatures from Public Safety and the Coordinator of Student Activities & Involvement.
    • Once confirmed, please contact Aaron Combs at 568-7111 to discuss event details.
    • All paperwork with appropriate signatures is due back to the Madison Union Scheduling Office 4 week before the event.

Warren Hall

  • Transitions
    • Events that require setup and or/approvals should begin planning a minimum of 4 weeks prior to the event with all paperwork turned in to Madison Union Scheduling Office 2 weeks prior to the event, otherwise the reservation will be cancelled.
    • To make reservations complete the online request form.
    • Reservations are made on a first come, first served basis.
    • The confirmation will be e-mailed to the Nuts & Bolts representative who submitted the request.
    • If there is additional paperwork required, i.e. diagrams, JMU Event Approval Form, these documents must be completed and returned at least two weeks prior to the event.
    • These documents can be printed from the Forms or Diagrams section of this website.
    • All paperwork requiring approvals is due back to Madison Union Scheduling at least 2 weeks prior to the event, otherwise the reservation will be cancelled.
    • Invoices for any charges will be generated and sent to the organization mailbox. Balance is due in full within 30 days from invoice date.
    • For additional facility information, click here. Facility set-up information (Madison Union Operations, 568-5555).
    • Warren 403
      • There is a 55″ flatscreen TV with dataports and cables in the room. Customer must provide their own laptop.