- How can I see a space before I reserve it?
- Can I visit a space on campus without a reservation?
- How much will it cost to host my event?
- Can I serve food at my event?
- What can I use to decorate my event space?
- The use of 3M Command hooks or similar products is forbidden.
- The use of tape, glue, adhesives, tacks, nails, screws, push pins, Velcro, command hooks, or staples is not allowed in any facility.
- Clients may not use glitter, confetti, rice, birdseed, or any items filled with water.
- Decorations that pose a fire hazard, including candles, fireworks, and sparklers are not permitted on Belmont’s campus.
- Hanging items from the lighting fixtures or ceiling is prohibited.
- Balloons of any kind are prohibited.
- Moving furniture is prohibited.
- Plastic or other protection must be placed under live plants.
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All decorations must be removed from the premises by the reservation end time, as detailed in the contractual agreement. Failure to do so will result in the items being thrown away.
- It is after hours and the door to my room is locked, who should I call?
- My room is not set up correctly, who should I call?
- My catering has not arrived, who should I call?
- How can I cancel a booking or reservation?
Photos are available to view for every academic facility and event space on campus through EMS WebApp. To access the photo libraries in EMS WebApp follow the steps outlined below:
a) Click on Locations in on the left of the screen in EMS WebApp.
b) Click on the name and room number of the space you are trying to view.
c) Click on the thumbnail photos to enlarge the pictures under the Images tab.
Alternatively, you can view the photos of the spaces while you are in the booking process in EMS WebApp by clicking on the blue room number of the space you want to see on the booking grid.
No. Academic facilities and designated event spaces are locked when they are not in use. If you would like to visit a particular room for any reason, you will need to submit a request to reserve the space through EMS WebApp to ensure that there are no time conflicts with the request. Campus Security is unable to unlock doors for requests that are not approved through EMS WebApp.
After your event has been approved, you will receive an estimate of expenses from the Office of Event Services if there are any applicable charges. This estimate will detail any potential costs that may be associated with your event.
Catering can be served in designated event spaces only. Catering cannot be provided in academic facilities.
Sodexo/Belmont Dining Services is the exclusive university catering partner. Any food provided at an event (including but not limited to: catered food, bake sales, food trucks, and fundraisers involving the sale of food) must be approved by the Managing Director of Auxiliary Services at least fifteen (15) business days prior to the event start date.
Campus departments or groups who wish to hold small potlucks meals for the purpose of internal celebrations, meetings or team-building activities must also receive approval from the Office of University Scheduling at least ten (10) business days in advance to ensure housekeeping protocols are met. Belmont University is not liable for any food safety issues arising from food service at such events or by any unapproved caterers.
If a university department or organization is utilizing funding distributed from Belmont University on catering, these funds must be spent through Sodexo.
Anyone hosting an event in a Belmont University space must first consult with the Office of Event Services staff regarding decorations best suited for use within the reserved space.
Failure to obey the decoration policy will result in the client being billed for any damage or clean-up immediately following the event. If the Office of Event Services has to do any excessive clean up or repairs to the event space, those charges will be passed along to the client.
If your event is after standard business hours, please call the Office of Campus Security at (615) 460-6617 to assist you in accessing the room. Campus Security officers will not unlock doors to classrooms or event spaces until the designated event contact for the reservation has arrived at the scheduled location. For after-hours requests, please plan to arrive a few minutes early to ensure that you are able to meet a Campus Security officer to gain access to the room at your scheduled start time.
If you room configuration is incorrect, please contact your event manager directly. If you are unable to reach your assigned event manager, please contact the Operations Office at (615) 460-8072. If it is after standard business hours, you may call (615) 319-4809 to speak to an on-call setup technician.
Please contact the Sodexo Catering Office at (615) 460-6170.
Cancellation of an event should be submitted via email to the assigned event manager no later than seventy-two (72) hours prior to an event. Internal clients canceling an event in less than seventy-two (72) hours will pay costs incurred by the Office of Event Services that include, but are not limited to: catering, staffing, and rental equipment. Anchor and protected events canceled with less than ten (10) business days’ notice may result in assessment of direct charges such as catering, staffing, and equipment rental costs incurred by the Office of Event Services.
External Clients are required to submit cancellation via email to the assigned event manager at least fifteen (15) business days in advance.