Student Events

USAGE

The Barn is a venue for undergraduate student-centered social events. Student organizations and internal departments can request the space throughout the academic year for undergraduate student-centered events such as receptions, dances, cookouts, parties, movie screenings and concerts. Inappropriate use of The Barn includes, but is not limited to, regularly scheduled meetings, fairs and class meetings.

Graduate student organizations can reserve The Barn during the academic year, but must request after the undergraduate lottery takes place and must pay a fee for use.

Please note only one event per day may be scheduled in The Barn. If there is a late evening event, any event scheduled for the next day must begin after 1:00pm. Barn management reserves the right to hold the space for cleaning, maintenance and other special circumstances as needed. Exceptions to scheduling practices must be approved by Barn management.

EVENT MANAGEMENT/HOST TRAINING

All student organizations hosting an event at The Barn must attend Event Management Training (start of the semester). Organizations hosting events with alcohol must also attend Social Host Liability Training (start of each semester) and have at least 5 members certified as Event Hosts (online training available through Sakai).

RESERVATION PROCESS

Undergraduate student organizations are prioritized for reservation of The Barn. Those wishing to reserve The Barn must do the following:

1.Participate in the Lottery – Participate in a lottery for the following semester (held in Novemberand April).

2.Submit a Request – At the conclusion of the lottery, requestsmust be submitted through DeaconSpace within 10 business days. After this period, all remaining spaces will be released to student groups and university departments on a first-come, first-served basis.

  • Requests must be made at least 14 days prior to event.
  • Reservations are not final until you receive written confirmation.

3.Register your Event – All parties must also be registered through The Office of Student Engagement and participate in an Event Planning process with Wake Forest staff.

COSTS

There is no cost to rent the Barn for undergraduate student groups hosting a university-related student-centered social event. Events hosting over 200 people may be charged fees for security. Groups may be responsible for other event charges including facilities charges or catering.

CANCELLATION POLICY

Student organizations and internal departments must cancel their event 5 business days in advance.

EQUIPMENT

The following equipment is available by request:

  • 4 wireless microphones
  • 4 lapel microphones
  • 4 microphone stands
  • Speakers
  • 1 iPod dock
  • 1 DVD player
  • 1 projection screen
  • 1 HD projector
  • Stacking chairs
  • Cocktail, round and rectangular tables

Note:

The house audio system at The Barn is suitable for speakers, movies/presentations and low background music during social events and meals. All DJs and bands must use their own sound equipment. For a list of approved audio production vendors, please contact the Campus Programs & Services Office (myersl@nullwfu.edu).

PERSONAL PROPERTY DISCLAIMER

The Barn does not assume responsibility for any damage or loss to personal property or equipment. We caution you not to leave personal property or equipment unattended or overnight in the venue.

EVENT GUIDELINES

Event Planning – Groups wishing to host an event in The Barn must participate in an event planning process with staff from the Office of Student Engagement. For more information visit

studentengagement.wfu.edu.

Event Times – During weekdays (Sunday-Thursday) events at The Barn must end by 1:00am. During the weekends (Friday & Saturday) events with alcohol must end by 1:00am, while events without alcohol must end by 2:00am.

Capacity – The maximum capacity for social events is 570 people.

Staffing – Prior to the start of your event, check in with the Event Resource Management staff on duty for the evening. Share contact information in case any issues arise and review the event for the evening. Events cannot take place if Event Resource Management staff are not present.

Dining Service – Food and beverage agreements must be made with the Wake Forest catering office (336-758-5610). Outside caterers and food are not permitted in The Barn.

Alcohol & Other Beverages – The Barn allows two types of alcohol service at events for students:

  • Bring Your Own Beverage, as regulated by the Wake Forest Party Management system.
  • Host bars – the organization or individual hosting the event pays for the alcohol through the Wake Forest catering office.

All events with alcohol must be in line with the Wake Forest University Alcohol Policy. No glass is permitted. No outside containers are permitted. Hosts are permitted to provide bottled water to guests in primary closed containers.

Fire Pit – The Fire Pit may only be used at events without alcohol and where event hosts/attendees have not consumed alcohol beforehand. Only the staff on duty may operate the fire pit. The fire pit is only available for non-cooking related uses.

Lighting – The lights above the bathroom and the bar must remain on throughout your event. Exceptions for events such as film screenings can be made in advance when placing your reservation.

Parking – The driveway leading up to The Barn is a no parking zone. You may unload guests and/or equipment, but you may not leave a standing vehicle in the turnabout. Guests of your event may park in Lot U, next to Palmer and Piccolo residence halls. If you would like to arrange to reserve a parking lot or a shuttle, you must contact Parking and Transportation (336-758-6129).

Cleanup – Event times include an additional hour for cleanup. Please ensure the space is free of garbage, including the surrounding lawn and woods. Excessive cleanup and/or damage to the facility and grounds may result in additional charges.

VIOLATIONS

Violations of any of the above guidelines may result in the following:

  • Loss of reservation(s)
  • Potential fees
  • Loss of privilege to use The Barn for the semester
  • Lowest selection spot during the next lottery
  • Referral to Student Conduct