Conferences & Events

Standard classrooms and conference rooms are equipped with a computer, projector and screen.  An HDMI cord is in the room, and instructions on the wall or instructor desk, if you prefer to use your own laptop.

Technology classrooms are equipped with speakers and cameras as well. If you are looking for online meeting capabilities, please indicate so when requesting to book a space.

Most of our spaces use Windows based PCs with an HDMI connection. It is a good idea to bring a spare HDMI cord. Mac users should plan to bring their own attachments for HDMI and standard USB connections.

AV and IT Support during business hours must be requested at least 1 week in advance of your event and must be approved. IT/AV support and/or a dedicated staff person on-site for your event is billed at $45 per hour.

When using certain areas such as the large auditorium or theater, arrangements will be made for support during your event as we run the technology in-house. Customers will be notified in advance if there are additional expected fees.

Whether your plans include a private breakfast, lunch, reception, or formal dinner, complete food and beverage service is available. Once you have reserved a space, our friendly staff will assist you with your catering needs.

To provide you with the best service and quality possible, we require that orders be placed with a final guaranteed number fourteen (14) days prior to your event. Changes requested after this time may not be approved.

We will work with you to customize your menu.

Our most common selections include:

Cash Bar: Customers may request beer, cider and wine cash bar service. Alcohol minimums, permit fees and bartender service fees are required. Approval must be approved by the University, and must be provided by our food service provider, as they hold the liquor license.

Payment

An invoice will be sent after your event. Payment must be made to Vermont State University.

• Please note: A 15% gratuity charge is added to all waiting services requested by groups not affiliated with VTSU.
• AV/IT support and extraneous setup will be billed at $45 per hour.
• If your event requires set up in advance you may be billed for room use on the set-up day.

Cancellation Policy

Orders cancelled within 10 days of the event date will incur a cancellation fee of 50% of the order total. Orders cancelled within 5 days before the event will be billed for the total order amount.  

• Cancellations must be received during office hours (8 a.m. – 4:30 p.m., Monday – Friday). A cancellation received after hours or on the weekend will be processed the next business day.  
• No fees will be assessed for cancellations due to extreme weather or campus closings. 

It is best to book your space as early as you can so that we can be sure to have catering and other supports available for your event. Reservations are only considered final after a rental contract is signed by the customer.

VTSU Event Planning Timeline