Policies

Anyone hosting an event in a Belmont University space must first consult with the Office of Event Services staff for approval of decorations best suited for use within the reserved space. The following are posted restrictions: 

• Candles, fireworks, and sparklers are not permitted on Belmont’s campus. 
• The use of tape, glue, tacks, nails, push pins, Velcro, command hooks, or staples is not allowed in any university facility. 
• Hanging items from the lighting fixtures or ceiling is prohibited.  
• Moving furniture is prohibited. 
• Rice, rice bags, birdseed, glitter, confetti, or any substance may not be thrown or distributed in or outside of the chapel. The use of bubbles is allowed outside of the chapel. 
• Plastic or other protection must be placed under live plants.
• Helium balloons are prohibited in the Beaman Student Life Center, Curb Event Center, Janet Ayers Academic Center Conference Room C&D, Maddox Grand Atrium, and McAfee Concert Hall. 
• All decorations must be removed from the premises by the reservation end time. An additional cleanup fee may be assessed should this policy be violated.  

Failure to obey the decoration policy will result in the client being billed for any damage or clean up immediately following the event. In addition, any costs incurred for excessive cleanup or repairs to an event space will be billed to the client.

View and download the Belmont University Decorations Policy.

On occasion, parties wishing to film on campus for various projects are granted the ability to do so. The Office of University Scheduling, in collaboration with the Motion Pictures department and Belmont Senior Leadership, developed a policy intended to regulate these requests and provide a process and guidelines for filming on campus. 

This document governs the policies for filming and photography on Belmont owned property. For convenience, the word “filming” is used throughout the policy to represent any of the following: motion pictures, filming, videotaping, still photography, digital imaging, and audio recordings. 

Contact the Office of University Scheduling at scheduling@belmont.edu or (615) 460-5652 with questions regarding these policies. 

View and download the Belmont University Film Policy.

All food trucks must be approved through the Managing Director of Auxiliary Services at least four weeks in advance of the event. Food truck operators must submit the Campus Food Truck Request Form, to be completed by the owner and including all required documentation at least four weeks in advance of the event date.  

Contact the Office of University Scheduling at scheduling@belmont.edu or (615)460-5652 with questions regarding this request. 

Complete the Belmont University Food Truck Request Form.

The grounds of Belmont University are maintained for the use of the entire community and for providing a campus environment that is safe, orderly and aesthetically pleasing. This policy refers to all grounds in general and specifically the Quad, the Lawn and the South Lawn, which are often used for recreational activities and campus programming. With this in mind, the following policy has been developed to balance maintenance of the lawn and grounds as well as needs and use of the campus community. 

Contact the Office of University Scheduling at scheduling@belmont.edu or (615) 460-5652 with questions regarding these policies. 

View and download the Belmont University General Lawn and Grounds Policies.

Due to the high demand for event spaces on Belmont University's campus, a minimum occupancy of 60% of full capacity has been established to ensure that spaces and resources are being utilized at the highest capacity to appropriately service the needs of this growing campus. 

Contact the Office of University Scheduling at scheduling@belmont.edu or (615) 460-5652 with questions regarding these guidelines. 

View and download the Belmont University Event Space Minimum Occupancy Guidelines.

Amplified music or speaking is not permitted outdoors while classes are in session or after 9:00 PM.

Although outdoor grilling should not be a common occurrence in programming, recognized student organizations that receive approval from the Office of Student Engagement and Leadership Development and the Office of University Scheduling may do so. Grilling is only permitted on campus by other clients with approval by the Managing Director of Auxiliary Services.

The ground beneath the grill must be protected by a vinyl tarp, grills must remain at least ten feet away from university buildings, and a fire extinguisher must be checked out from the Office of Residence Life.

Contact the Office of University Scheduling at scheduling@belmont.edu or (615) 460-5652 with questions regarding these policies.

View and download the Belmont University General Outdoor Grilling Policy.

Belmont University Event Services understands the importance of selecting the right venue for an event as momentous and special as a wedding day. Should a couple desire to host their wedding on campus in the Herbert C. Gabhart Chapel of the Janet Ayers Academic Center, we will strive to best meet their needs and provide them with a location and service that will be equally as stress-free as it will be memorable. We welcome the opportunity to help coordinate and witness such an event that symbolizes before God, family and friends, the union of two individuals. We will work with wedding clients to put together a package that best fits the vision for their big day! As you begin your wedding planning process and try to decide on a date, follow the steps below to book your wedding at Belmont: 

1. Review Policy. Download and review the Belmont University Wedding Policy to gain more information about the process and ensure proper compliance with and understanding of all procedures and guidelines associated with hosting your wedding on campus.
2. Complete Form. Complete the Wedding Reservation Request Form to offer a little information about your wedding vision and to check the initial availability of your desired date. Upon review of your submission, the Weddings Coordinator for the Office of Event Services will contact you regarding your request. Please keep in mind that weddings are booked a maximum of six months in advance. 
3. Tour. If you would like to tour the facilities and discuss the spaces and options available for weddings, state that desire in the notes section at the bottom of the request form or contact the Weddings Coordinator at weddings@belmont.edu to schedule a time to meet. Tours are scheduled within the standard business hours of 8 a.m. to 4:30 p.m., Monday through Friday, pending availability and programming on campus.  
4. Confirm. Once the availability of your desired date is confirmed, any questions regarding use of the space have been answered, and you decide you are ready to move forward, confirm with the Weddings Coordinator. Upon official confirmation, please provide the name, phone number, address, and email of the party responsible for signing the contract and submitting payment. A contract will be sent to the designated contact and the signed contract and full payment must be received by the Office of Event Services before any reservations are confirmed. 
5. Execute Contract. Once the contract has been fully executed, your reservation is confirmed and you now have your wedding venue! You will then be in regular contact with the Weddings Coordinator regarding the vision and needs for your big day.

If you have any questions about these steps, the policy, availability of the chapel, or anything else regarding hosting a wedding on campus, please feel free to contact the Weddings Coordinator at weddings@belmont.edu or (615) 460-8024. Congratulations on your engagement!  

View and download the Belmont University Wedding Policy.

View and download our Weddings at Belmont digital brochure.

Complete the Wedding Reservation Request Form.