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Requestor Process

Scheduling REQUESTER Process:

  • Student Organization REQUESTER: To request the periodic use of Longwood University facilities, no fewer than fifteen (15) business days before the intended date of the event, a student organization REQUESTER shall contact his/her organization's elected/appointed event coordinator who will in turn complete and submit an online request for space and required resources to the Office of Conference and Event Services or to the Lankford Student Union depending on the space needed.
  • Campus-Based REQUESTER: To request the periodic use of Longwood University facilities, no fewer than fifteen (15) business days before the intended date of the event, a campus-based REQUESTER shall complete and submit an online request for space and required resources to the Office of Conferencesand Event Services;
    • Grant-funded programs which fall under the Campus Based REQUESTER category must receive confirmation prior to grant submission. Costs associated with grant funded programs will include, but are not limited to, ancillary fees and administrative fees. Specific costs will be provided by the Office of Conference and Event Services at the time the reservation is made.
  • Sponsored REQUESTER: To request the periodic use of Longwood University facilities, no fewer than fifteen (15) business days before the intended date of the event, a sponsored REQUESTER OR the Sponsor shall complete and submit an online request for space and required resources to the Office of Conference and Event Services to:
    • determine the availability of the requested space and the estimated fee for its use and for payment of any ancillary services or associated costs;
    • complete and satisfy the terms of any contract required by Longwood University;
    • determine if liability insurance requirements must be met; and
    • provide any required deposits.
  • External REQUESTER: To request the periodic or one time use of Longwood University facilities, no fewer than thirty (30) business days before the intended date of the event, an external REQUESTER shall complete and submit an online request for space and required resources to the Office of Conference and Event Services to:
    • determine the availability of the requested space and any estimated fees for its use and for payment of any ancillary services or associated costs;
    • complete and satisfy the terms of any contract required by Longwood University;
    • determine if liability insurance requirements must be met; and
    • provide the deposit requested for the estimated fees and charges.