Building Guidelines

1. A Texas A&M College Veterinary Medicine & Biomedical Sciences (VMBS) representative must be present at all events held and on-site until the event is completed, including clean-up, and all vendors have departed.
2. All groups are responsible for leaving the facilities and equipment clean and orderly after use and are responsible for any damage incurred.
3. Decorations may not be affixed to the facility’s walls, ceilings, or stairways.
4. The use of live candles or any open flame is not permitted. LED candles only. Additional details are located in Restriction on Candles SAP #24.01.01.M7.02 (PDF).
5. The use of glitter or any type of balloon is not permitted.
6. Animals are prohibited except for the Texas A&M official mascot, Reveille, Parson’s Cavalry, and ADA-approved service animals. If you are hosting an event that requires animals, contact VMBS Scheduling at vmbs-scheduling@tamu.edu for information on the required approvals.
7. House equipment must be used unless otherwise approved.
8. VMBS Facilities must approve the use of special equipment or furniture.
9. Food or drinks are not permitted in the VICI building.
10. If the VMBS determines that a proposed meeting, program, or event poses a potential hazard to public safety, the program may be canceled or denied.
11. All events with food brought in must abide by the VMBS Food & Catering Guidelines (see below), including submission of a Food & Beverage Form (PDF), at least two weeks before the event.
12. If the event includes sales, the VMBS must approve the sale and distribution of food, beverages, souvenirs, or other concession items through the Concessions & Other Sales process found on the FAQ page at least one week before the event’s date.
13. All events planning to show a movie must abide by the licensing guidelines outlined through the Events Showing Movies process on the FAQ page.
14. Signs, messages, or other materials may be posted, displayed, or distributed in assigned locations with prior written approval of the VMBS. Such materials may not be fastened to any part of the facility except in spaces provided for this purpose. They may not be permitted to interfere with crowd movement and safety.
15. Texas A&M is a smoke-free campus. Per that policy, no smoking is allowed in or within 25 feet of the facilities.
16. All groups, in accordance with The Texas A&M University System and Texas A&M University Policies, Rules, and Standard Administrative Procedures (SAPs), cannot utilize the facility for commercial or political purposes, fundraisers, or any event resulting in personal financial gain for an individual or political group.

The VMBS Scheduling & Events Team established the following food guidelines in recognition of industry standards, practices, and processes governing the provision of food and beverage service in VMBS facilities. Although the use of Century Oak is preferred, they are not the exclusive caterer of the facility. All caterers, including Century Oak, must be approved for your event at least two weeks prior to the event date. The criteria outlined herein do not pertain to food and beverages for personal consumption; rather, the conditions set forth are intended for meetings, assemblies, socials, festivals, receptions, or other like gatherings to provide for the safe service of food. The type of menu selected, the space setup, the number of attendees expected, and the timing of the food service will determine the necessary parameters.

Bringing in Outside Catering

In order to use an off-campus food vendor, a Food & Beverage Form (PDF) must be submitted to and be approved by the VMBS Scheduling & Events Office. This is to be done no later than two weeks prior to the event. The delivery or service of food and/or beverages by unauthorized providers is prohibited.

The department or group overseeing the event is responsible for the following actions:

1. Submit the Food & Beverage Form (PDF) to the VMBS Scheduling & Events email address at vmbs-scheduling@tamu.edu at least two weeks prior to the event.
2. Assure that adequate time has been scheduled and confirmed in your group’s event time for set up, take down, and cleanup of the food and space being reserved in the VMBS.
3. The department or group is responsible for complete food cleanup and trash removal in connection with the service of the food and any damages or stains caused by the vendor or catered food to the Noncompliance with these guidelines may result in:
   • First Offense – issued a warning, and
   • Subsequent Offense(s) – limited or denied scheduling privileges in VMBS facilities, per the discretion of the Dean’s Office.

Provided Foods (non-catered)

VMBS faculty, staff, and students may bring in approved food items if the following criteria are met: the food items approved are “ready-to-eat”—requiring no preparations, heating, or refrigeration, and are not purchased from a restaurant or catering company.

These could include items such as water, soft drinks, or vegetable and cookie trays.

Other Requirements

• Custodial services are required for all special events or events that fall outside of Monday–Friday, 8 a.m.–5 p.m.
  • Faculty and staff must submit their own AggieWorks custodial request and provide it to vmbs-scheduling@tamu.edu, clearly displaying the work order number and any additional information. (See Custodial Information below.)
  • Student groups must provide their needs to vmbs-scheduling@tamu.edu for submission.
• Suitable utensils must be provided by the caterers, department, or group to reduce/minimize guests’ manual contact with food.
• At the conclusion of the event, any leftover food taken from the facility becomes the responsibility of the contracted caterer or host; likewise, leftover food must be disposed of properly by the contracted caterer or host department/group.
• All food services must conclude within three hours of the service start time.
• All linens, dinnerware (plates, forks, cups, etc.), and service ware (chafing dishes, serving utensils, serving dishes, platters, ) are the responsibility of the caterer or host department/group.
• Food and drinks are not permitted in the VICI building.
• Resale of food items is not permitted.

Potlucks

Per University guidelines, found in University SAP 24.01.01.M4.02 Food Safety & Sanitation (PDF), potlucks are permitted to take place on campus as long as they are not open for consumption by the general public. If your department or group wishes to host a potluck, it must be approved by VMBS Scheduling & Events and follow all criteria disclosed in the “Other Requirements” section above.

Bake Sales

Bake sales are only permitted in areas approved as concession locations. VMBS Scheduling & Events requires a copy of the fully executed concessions permit through Get Involved. For more information about concessions permits, please refer to the Concessions & Other Sales process found on the FAQ page.

All baked goods must be pre-portioned and individually wrapped (i.e., plastic wrap) prior to the event. This eliminates the need for a hand washing station and the need to clean and sanitize utensils at the site. All baked goods must be labeled with product names and ingredients for those who have food allergies or sensitivities.

Donated Food

Food donated for meetings and events must meet all preceding criteria, including approvals and waivers.

For More Information

For any additional information, please reference the University SAP 24.01.01.M4.02 Food Safety & Sanitation (PDF) or contact the VMBS Scheduling & Events Team at vmbs-scheduling@tamu.edu.

Custodial services are required for all special events or events outside of Monday–Friday, 8 a.m.–5 p.m.

For Faculty/Staff Events

To submit your custodial needs:

1. Submit a request through AggieWorks.
2. Once this has been submitted, send a screenshot to vmbs-scheduling@tamu.edu, clearly displaying the work order number and any additional information provided.
3. See the Getting Started With AggieWorks webpage for more information about creating a work order.

For Student Group Events

1. Reach out to vmbs-scheduling@tamu.edu, with an account number readily available and a detailed service description, for assistance submitting a custodial request.