Event Planning Guidelines

Interested in reserving a space to hold a meeting, advertise for your next event, or host the event you’ve been planning? You’ve come to the right place! The University Office is here to serve you and help plan your event in one of our beautiful spaces on campus.

Before Your Event

Before planning your event, please read the following Event Guidelines to help.

General Event Policy

 Refer to our General Event Policies (PDF) for helpful reminders when scheduling an event on the Liberty University campus.

Food at Your Event

Liberty University has contracts with Sodexo and Coca-Cola. We seek to honor these contracts and use Sodexo and Coca-Cola products/services before any other vendor. Although there are exceptions, please read our full Liberty University Events Food Policy (PDF) before scheduling your event.

Tabling on Campus

Our tabling spots on campus are a hot spot to grab the attention of students or staff. We have many tabling locations at Montview Student Union: Student Union 1st Floor Tabling Locations (PDF) and Student Union 2nd Floor Tabling Locations (PDF). We also have spaces on the Academic Lawn, JFL, and the Tilley.

Read our Tabling Policies (PDF) before requesting one of these spaces.

When inviting external organizations to table on campus, there are a few departments you must get approval from first. Religious Organizations must go through LU Serve and Career Organizations must go through Career Services.

Fundraising/Donations

Looking to hold a fundraiser on campus for your department or students? Please use the Group Fundraiser Form to submit your request. Liberty doesn’t allow any selling of any kind in an Academic Building. Review Liberty University’s Fundraising Policy (DocTract) for more information.

Ticketed Events

Will your events require tickets? You must contact the Ticketing Office before offering tickets to your event. For more information on the steps you need to take with holding a ticketed event, please email Amanda Rider at tickets@liberty.edu.

Guest Speakers

Inviting a guest speaker to your event? You must contact LU Stages before inviting a guest to speak on campus. Visit the LU Stages page and fill out their guest forms.

Tablecloths

The University Events Office has navy blue Liberty branded tablecloths (fits on a 8ft rectangular table) that you can use for your table at any event. The tablecloths must be signed in and out at our Montview Office. Please work with your event manager from the University Events Office to schedule a time to pick up your reserved tablecloths. Before signing out your reserved tablecloths, please read our Tablecloth Policy (PDF).

Clear Bag Policy

When planning large-scale events, please be aware of the University’s Clear Bag Policy (Video).

Planning an Event on CFAW Weekend

If you are looking at holding an event on CFAW week/weekend, please reach out to OnCampusRecruitmentEvents@liberty.edu to work with their office for your event. The CFAW team will reach out to our office for your event.

Custom Event Forms–Aventri

Aventri is one of Liberty University’s event management tools. This system houses all event resources in one centralized location to help streamline the planning process and reduce time-consuming tasks. Aventri features allow you to:

• Create Customized Event Forms
• Receive Payments
• Host Virtual and In Person Events
• Communicate with Attendees
• Collect Event Analytics

Visit Information Services’ Aventri Event Management page to learn how your department can benefit from using this robust tool!

Campus Locations

Please read the policy to the location you will be requesting before submitting your request form.

On-Campus Venues

Liberty University offers a number of different on-campus facilities to use for your event. From large event spaces and auditoriums to class spaces and conference rooms, our team will help you determine the best location that meets every need of your event.

View our on-campus venues available for event hosting.

Athletic Venues

Take advantage of our state-of-the-art Athletics facilities for your upcoming event. Note, availability of our athletics facilities is dependent upon the needs of our NCAA and Club Sports programs.

View our atheltic venues available for event hosting.

Conference Center

With over 13,000 square feet of space, Liberty Mountain Conference Center (LMCC) is Lynchburg’s premier conference center. With 8 event spaces and flexible set-ups, the Liberty Mountain Conference Center is equipped to host anything from banquets and reception to business meetings and birthday parties.

View rooms available at our Liberty Mountain Conference Center.

Weddings at LU

Weddings at LU offers beautiful venues that are not only used for wedding ceremonies and receptions but can also be a perfect luncheon, banquet, or meeting spot for your department. At our 701 properties we offer a helpful staff dedicated to making your event a perfect one. Check out some of the venues you can book for your next event!

View venues available through Weddings at LU.

Helpful Tools

View the Event Support Catalog (PDF) to see supplies available to faculty & staff. Make note of items you are interested in when filling out your request form on 25live.

Find ways you can market and promote your event to the LU community or the public through our various marketing options.

Take a look at our Events Calendar to see what’s going on around campus.

The experienced Warehouse Services team can help with office moves and taking items to 12th Street.