Policy Library: Campus Expression and Space Utilization

Relevant Excerpt

Virginia Commonwealth University (VCU) supports and advocates for free expression, understanding the pivotal role open dialogue and the exchange of ideas play in the pursuit of knowledge and innovation. Our commitment to fostering an environment conducive to civil discourse is rooted in the belief that academic excellence and societal progress are linked to the vibrant exercise of protected speech and other forms of expressive activities.

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Any affiliated person (university student, employee, student organization, or unit) may generally use campus spaces in accordance with university policy. 

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The university may require spontaneous activity, including expressive activity, to move to designated locations on university property (e.g., Park Plaza or Patterson Gardens), pending availability, to avoid potential disruption to university operations and activities or other activities conducted by reservation. 

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Effective space utilization is a critical component of maintaining smooth campus operations and fostering a vibrant, engaged university community. At VCU, a variety of events — ranging from student organization meetings to large-scale conferences — require advanced notice and careful coordination with university officials. 

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Major Events

Space for Major Events must be reserved in advance and receive written authorization so the university can implement safety precautions, manage resources, and minimize disruption to normal operations. These events may require coordination of multiple university units, such as Catering, Facilities Management, Parking and VCU Police. Event organizers must submit reservation requests through the applicable reservation procedures managed by the university unit with operational control of the desired space (see Related Documents). VCU requires 30 calendar days advance notice (outside of university breaks according to the VCU academic calendar) and written authorization for certain events (Major Events) based on reasonable and viewpoint-neutral risk factors including but not limited to the following:

• Size: Events with expected or actual attendance over 175 attendees in an outdoor area with a maximum capacity over 175. Fire regulations do not permit any indoor or outdoor event to exceed the maximum capacity.
• Nature/Complexity: Events that, by the type of activity, carry increased risk or require coordination. Examples include:
  • Athletic exhibitions or competitions other than university programs
  • Memorials or commemorations
  • Any speaker, presenter or performer who is not an affiliated person (including but not limited to political figures, entertainers, advocacy groups)
  • Events that are open to the public
  • Presence of any object or substance requiring review by the Office of Environmental Health and Safety including but not limited to any animal, open flame, firework, pyrotechnic, or other flammable or hazardous item
  • Use of specialized equipment, including but not limited to rental tables, tent, stage, scaffold, bleacher, bounce house, film screen, or carnival-style ride
  • Event using a vehicle, including, but not limited to, a gaming truck, food truck
  • Alcohol is served
• Impact: Events that may disrupt normal university operations, such as classes, administrative work, or daily campus life.
  • Activities that generate noise audible indoors (e.g., amplified sound near libraries, classrooms, or study spaces)
  • Events that involve traffic control or road closures

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The university will determine any fee for security based on viewpoint-neutral standards used to assess risk, such as the number of expected attendees as determined by the university, the location of the event, the time of day, and presence of alcohol or special equipment. Consistent with lawful protection of expressive activity, VCU will not charge security-related fees based on the content of the expressive activity, the likelihood of disruption caused by others other than event attendees, or the actions of those who may protest the expressive activity.