Utilizing space is a privilege for recognized student organizations. We encourage recognized student organization leaders to plan events on campus to grow our thriving community. In this section, you will find information and guidelines for contracts, reserving space on campus, and important campus connections for events, like campus police.  

Front End Budgeted Recognized Student Organizations must follow JMU Policy 4101: Student Clubs and Organizations - Contractual Agreements.  No Front Ended Budget (FEB) student organization, officer or adviser may sign a contractual agreement on behalf of James Madison University. Any contractual agreement must be approved and signed by an authorized Student Leadership and Involvement department representative.   

Contract Guidelines for Front End Budgeted Student Organizations: 

• Contracts must be brought to Student Leadership and Involvement in Warren Hall 320 prior to being signed by the performer/artist/ speaker/etc. Student Leadership and Involvement will prepare the contract by striking necessary clauses and/or attaching the Commonwealth of Virginia Agency Contract Addendum and a COV W-9 form. 

• The recognized student organization must mail the contract to the performer and get an original signature. The performer is the individual or individuals you ae looking to bring to campus or to an event. Performers may also have agents. Agents are the individuals who negotiate and sign agreements on behalf of the performer.  

• After the performer or agent has signed the contract and returned it to the recognized student organization with an original signature (emailed or faxed contracts will not be accepted), the recognized student organization must return the contract to Student Leadership and Involvement for final signatures. 

• The contract will be signed by a designated University official within 3–5 business days and the recognized student organization will be notified to pick it up. 
• The recognized student organization must mail a fully executed contract to the performer or agent once all signatures have been obtained. 

Allow at least 7 business days to complete these actions; however, the process could take up to 2 weeks. 

Fraternity and Sorority Life organizations should contact the FSL Office with all questions regarding contracts and should follow their national organization policies. 

For recognized student organizations that are not Front-End Budgeted, the organization will have to follow the contract expectations of the vendor. Individual students will have to sign the contract on behalf of the recognized student organization. Students are not allowed to sign on behalf of the University.  

Recognized student organizations with local, national, or international affiliation should also follow their parent organization policies.  

Recognized student organizations can reserve rooms and space on campus through Event Management. This can serve as space for meetings, events/ programs and other organization activities. 

Reservable spaces include: 

• The Union 
• Festival Conference and Student Center 
• Grafton-Stovall Theater 
• Student Success Center 
• Warner Commons 
• Wilson Auditorium 
• Memorial Auditorium 
• University Recreation 
• Specific academic buildings 

All recognized student organizations requesting to book space on campus must have a certified Student Event Planner representative. Each recognized student organization may have two representatives at a given time. The Student Event Planner representative can request space through the VirtualEMS system. 

Room use at JMU is a collective responsibility. We all share the goal of keeping our facilities clean and organized, not only for our use, but for others who are using the same space following your event. Recognized student organizations are responsible for following all building policies as set by the individual building managers and Event Management, including, but not limited to, leaving the room as it was found (i.e. furniture returned to its original placement and excessive trash removed). Misuse may result in the suspension of room reservation privileges and/or referral to the Office of Student Accountability & Restorative Practices.Recognized student organizations will be financially responsible for repairs and/or replacements of property in and on the facility, which may be damaged by actions beyond the normal use category.

A recognized student organization may use amplified sound as follows, except for approved major University events. All events are required to follow JMU Policy 1121: Public Expression on Campus in regard to amplified sound as well.  

• Approved Locations – Athletic fields/facilities, Festival Conference and Student Center Amphitheater and Lawn, Hillside Field and Taylor Down Under Patio. 
• Approved Times – Monday–Friday: 8 a.m.– 10 p.m., Saturday–Sunday: noon–10p.m. 
• Exception for Warner Commons Approved Times – Monday–Thursday: noon–1 p.m. and 5–6 p.m., Friday: noon–1 p.m. and 5–11 p.m., Saturday: 9 a.m.–11 p.m., Sunday: 10 a.m.–10 p.m. 

Certain events require a meeting with JMU Police Department to discuss event specifics and obtain an approval signature. This meeting should take place shortly after booking your space in order for Campus Police to prepare for the event. This meeting must take place four weeks prior to the event. The following events require the approval of Campus Police include but are not limited to: 

• Cash Handling
• Dance/concert
• Large events (attendance of 250 or more) 
• Overnight events 
• Walks and Runs  

Contact Campus Police for approval signature. You must email the Lieutenant of Special Events and Support Services, campbejc@jmu.edu, to set up an appointment. Completed and signed paperwork is due to the appropriate scheduling authority two weeks before the event date. If the discussion and approval from Public Safety has not taken place prior to the due date for paperwork, the event will be canceled.  

Some events may require the presence of an officer or cadet, and charges may be incurred by the sponsoring recognized student organization. 

If a recognized student organization hosts or sponsors an event, speaker or group, the recognized student organization takes responsibility for the actions, costs and money accountability of the activity/person sponsored. Members of the sponsoring group must be present and take an active role in the event for the duration of the event. 

Any open or exposed flame, such as bonfires, candles, grills, etc. hereto known as open burns, on state property require approval at the JMU Vice President level or higher. This burn policy does not apply to the “built-in” grills at University Recreation, Village volleyball/basketball area, Jennings Hall, or the firepits at Hartman Patio and Festival Conference and Student Center Patio. An interactive map of campus can be found at map.jmu.edu. 

Scheduled start times for open burns must be observed or the event will be canceled, with a maximum variation of one hour for inclement weather being the only exception. Failure to follow these requirements or follow proper safety precautions may result in cancellation of the event. The State Fire Marshal’s office reserves the right to cancel any open burn without notice. 

The Open Burn Requirements form must be completed and JMU Safety Office must be contacted at least thirty days prior to the event.The JMU Open Burn Requirements form is linked to this website: https://www.jmu.edu/riskmgmt/wm_library/jmu_open_burn_february2024.pdf 

Any copyrighted film (DVD, streaming, etc.) in any University facilities, other than a private residence hall room, cannot be shown unless a license to show the film is obtained or special permission from the owner of the copyright is received. This requirement is mandatory whether or not an admittance fee is charged. A copy of the license or permission letter must be received prior to the scheduled event and submitted to the appropriate scheduling office. 

JMU, through contract with Aramark Corporation, maintains exclusive right to provide food service on all University property. Recognized student organizations must utilize JMU’s Catering and Dining Services unless permission to use an outside vendor is obtained in advance of the event from Catering and Dining Services. In such case, the JMU Event Approval Form is required for the non-catered food approval signature. 

Dances are social events with a DJ or band. Concerts are performances by a band, group or solo artist which may expect a large crowd and have amplified sound. The playing DJ/ band must provide their own equipment. 

Dances and concerts require a meeting with Campus Police to discuss event specifics and obtain approval signatures on the JMU Event Approval Form. This meeting should take place shortly after you book your space in order for Public Safety to prepare for your event. Waiting until two weeks prior to your event may result in cancellation due to lack of Campus Police staff availability. 

Certain events may require the presence of an officer or cadet and charges may be incurred by the sponsoring recognized student organization. 

Events hosting minors must adhere to JMU Policy 3118 – Programs, Events, and Camps Involving Minors and follow all procedures listed therein. 

An additional campus resource for events with minors on campus is the Office of Youth Safety. The Office of Youth Safety works to ensure compliance with JMU Policy 3118. If you have questions about your event, please email youthsafety@jmu.edu.  

If you have any questions, please contact Student Life at beinvolved@jmu.edu.