Special Events recommends that all campus departmental services be finalized at least four weeks prior to your event.
For events requiring support from members of the Special Events Task Force, event work order forms and related paperwork are mandatory. These forms must be submitted to VHS Special Events no later than the Wednesday before the scheduled Task Force meeting date to ensure timely review and coordination.
Event Work Order Form
Use the Event Work Order Form to outline the specific support needed from various departments for your event (e.g., Housekeeping, Media Services, Parking).
- Complete one form per event location.
- Clearly detail the support required from each department.
- Submit the complete form(s) to VHS-Events@odu.edu by the Wednesday before the scheduled Task Force meeting date.
Event Campus Inventory Request Form
Use the Event Campus Inventory Request Form to request event equipment such as tables, chairs, and other campus inventory.
- If your event involves multiple locations within the same building, only one form is required.
- If your event spans multiple buildings, you must submit a separate form for each building.
- Submit completed form(s) to matlmgmt@odu.edu and VHS-Events@odu.edu at least 2 weeks prior to the requested delivery date.
- Approval is based on inventory and scheduling availability.
Special Events Inventory Request Form
Use the Special Events Inventory Request Form to request branded retractable banners and/or step & repeat backdrops from the Office of Special Events.
- Submit the online form at least 2 weeks before your requested pickup date.
- Requests are approved based on inventory and scheduling availability.
- You will receive a response from the Office of Special Events within 2 business days of your submission.
- The requestor is responsible for picking up and returning inventory from the Office of Special Events, located in Andrews Hall, Suite 537. All inventory must be returned the next business day following the event and must be in the same condition as when it was received.
- The requestor assumes full responsibility for maintaining the condition of the items during their use. Charges for cleaning, repair, or replacement of items that are heavily soiled, damaged, lost, or stolen will be billed to the organizing department.
- For questions or assistance, please contact VHS-Events@odu.edu or 757-446-6070.
Room Diagrams
Room diagrams are required for any venue that needs reconfiguration to ensure proper setup by Housekeeping.
- Provide a diagram or basic sketch outlining your setup needs.
- Diagrams help Housekeeping prepare the space according to your specifications.
- For assistance with layout options, contact VHS-Events@odu.edu.
- To request a room diagram for any campus space, email VHS-Events@odu.edu.
- Submit your diagram(s) to VHS-Events@odu.edu and Housekeeping_VHS@odu.edu no later than the Wednesday before the scheduled Task Force meeting date.