The following rules and regulations are in place to help you have a safe and successful event. Any questions you may have on the following can be directed to the Sadler Center Associate Director for Operations at (757) 221-3432 unless otherwise noted.
DJ OR BAND
We need to know if you are planning to have either a DJ or live entertainment for your event. It is especially important if your entertainment has requirements that will need advance set-up. Please be able to provide a copy of your contract or technical rider for your entertainment when you meet with the Associate Director for Operations 10 working days prior your event. Remember that bands may have specific electrical requirements that may need advance preparations.
We are able to provide staging for events with reasonable notice. Stages can range in size from 12'x8' to 32'x24'. If you will need a stage for your event, schedule a meeting with the Associate or Assistant Director of Operations at least 10 days in advance to discuss size and positioning.
These arrangements are made through the Office of Student Leadership Development. Securitiy is typically required for events at which alcohol will be served or events expecting a high number of off-campus participants.
ROOM ARRANGEMENT/FURNITURE REQUESTS
The Colony, James, and York Rooms are set in a standard conference-style arrangement. For all other rooms in the Sadler Center and Campus Center, you must request the furniture you will need. If your event or meeting requires a very basic set-up and you do not need a diagram, you may complete our online furniture request form. For more complex set-ups, you must schedule a meeting with the Associate or Assistant Director of Operations at least 10 days prior to your event to discuss your furniture needs and room arrangement.
The Chesapeake Rooms, Tidewater Rooms and the Commonwealth Auditorium of the Sadler Center are equipped with fully dimmable lighting systems which can be set to the specific needs of an event. Please arrive at least 30 minutes prior to your event start time and check in with the Building Manager if you would like the lights adjusted to a specific setting. OPEN CANDLES ARE NOT PERMITTED WITHOUT A PERMIT (see "DECORATIONS" below).
If you are interested in serving alcohol at your event, you must make these arrangements through the Office of Student Leadership Development as far in advance as possible. All alcoholic beverages must remain in the room in which they are served.
You may be requested to assist in the clean-up of the space you use, which would include taking out all items that you bring into the room. You should meet with the Building Manager on duty upon arriving for your event. They will make clear to you the expectations regarding clean-up at the end of the event. Your group will be held responsible for the cost of removing decorations or other items and any excessive cleaning that is necessary. The Building Manager will determine when the room is in satisfactory condition.
Please keep in mind that you and your group are not permitted to tack, tape or otherwise affix anything to the walls or doors in any of the rooms in the Campus or Sadler Centers. Also, helium balloons are not permitted and the use of candles must be approved by the Fire Safety Personnel of the college. Please contact Bradley Miers at (757) 221-1745 for approval. Your group will be billed for damages or labor resulting from failure to adhere to this policy.
Standard classroom audio and visual equipment to be used in the Sadler/Campus Centers can be ordered online. Equipment is limited and is on a first come-first serve basis. Any A/V changes must be arranged directly with Sadler Center staff. In the event that equipment is not available, every effort will be made to reach the contact person so that they may arrange equipment through other sources. Changes made less than 48 hours in advance may not be guaranteed.
The Commonwealth Auditorium has extensive sound and light capabilities but can only be operated by Sadler Center staff. A brief description of the event should be submitted to the Scheduling Office at the time the reservation is made. A/V requests should be submitted online.
OTHER THINGS TO REMEMBER
- We do not skirt or cover tables. Dining Services can provide table clothes and skirts (for a charge), or you can provide your own. The round tables are 5' in diameter, and the rectangular tables are 6' x 3'.
- Kitchen facilities are not available.
- We are not able to provide storage space for your event.
- If you need decoration time before your event, please remember to reserve this time through the Scheduling Office. Otherwise, there is no guarantee that you will be able to access the room early to decorate.
- Important Reminder: if you need to cancel your event for any reason, you must contact the Scheduling Office as soon as possible.