We support a vast array of Student Org events from general body meetings to concerts. Schedulers across campus work with you and in collaboration with several campus partners to ensure a smooth and well supported event. The below information will provide an understanding of what may be involved for different types of student events.
Student organizations may wish to sell or give away merchandise. Flyers are not considered merch but all other give aways need approval. Examples of merchandise are: stickers, painted rocks, flowers, crafts, apparel, water bottles, pens, and anything else given away or sold. Requests for approval are submitted through the Student Leadership and Involvement Office's Merchandise Approval Form. If the imprinted merchandise uses the JMU logo, image or name, additional approvals will be required so please allow more time for processing.
Fundraisers may be held in The Union Info/Sales Area, The Union Patio, Warner Commons, TDU Patio, Festival Highlands Room, Festival Patio or table space in other academic buildings.
Academic building info table space for fundraisers must be approved and scheduled through the Building Coordinator for the corresponding academic building. A list of the Building Coordinators can be found on the Risk Management website.
Read through Event Management’s Fundraising Policy as well as Student Leadership and Involvement’s Event Planning Resources for important information.
Vendors are allowed in The Union Info/Sales Area, The Union Patio, TDU Patio, Highlands Room, and on the Festival Patio.
Pre-Approved Vendor Sales – Vendors on Event Management’s Approved Vendor List do not need further approval, however when scheduling, please indicate the vendor name and that they are on the pre-approved list . The vendor is required to pay the sponsoring student organization a percentage of sales. The student organization is responsible for scheduling the appropriate space and taking care of event plans for the vendor.
New Vendors should apply to become an approved vendor by completing the Vendor Approval Request Form through the Event Management office.
Catered Food / Beverage – Food provided by JMU Special Events and Catering can be ordered on our Catering Page.
Non-catered Food / Beverage - Food / beverage given away or sold at events that is NOT catered by JMU Special Events and Catering is considered non-catered food and requires the signature approval of Angie Steele (steeleaw@jmu.edu - Dining Services, D-Hall 3023) as requested by the respective scheduling authority. Please allow plenty of time to obtain approval. Non-catered food includes: bake sale food, hot chocolate, snacks, candy give aways, pot luck meals, etc.
*Please note that non-catered food is not permitted in the Festival Ballroom.
Please review Event Management’s Contractual Agreement Policy as well as the Student Leadership and Involvement’s Contractual Agreement Policy for careful consideration for your contracted event.
Contracts will also need to be provided to the Facilities Operations Manager of the respective location seven weeks in advance to be reviewed for support needs.
Read through Event Management’s Special Structures and Activities section to learn the policies on dunk tanks, inflatables, tents, and pie throwing events. Some of these activities require special permits which have additional costs and require additional planning time.
Also read through Event Management’s Policies for information concerning Outdoor Sound and Open Burn Permits.
If your organization is thinking about having a 5k, read through the processes and planning timeline for a Walk/Run .
Inclement Weather Plan: Please plan to either cancel, postpone/reschedule, or have an inclement weather indoor location reserved if you are holding an outdoor event.
Requests to reserve the following outdoor areas should be directed to these Offices:
Lake Area – Greek Row (Fraternity / Sorority Life) – (540) 568-7402
Village Area Sidewalk, Village Area Basketball Court (Residence Life) – (540) 568-3501
