Skip to main content

RESERVING STATE FACILITIES

Many State facilities are available for use by public agencies, private organizations, and the public. Facilities may be reserved for State business or a public purpose. Depending on who is making the request and for what purpose, reservations can be made either online through the Department of Buildings and General Services (BGS) Request Use of a State Facility (RUSF) system, or via the State’s internal Outlook calendaring system. 

State Employees should use the State’s Outlook calendaring system to reserve facilities if the meeting time is during normal business hours (weekdays between 7:45 AM and 4:30 PM) and the meeting is for State business. 

ACCESSING THE RUSF SYSTEM 

For guidance on logging into the RUSF system, please refer to the WIMS -Engage VT-Partner’s User Guide. Note that when logging in, State employees should select the Single Sign-On (SSO) option, but members of the public will need to create an account and login using their email address. After creating a new account, if you don’t see the verification email in your regular inbox, check your junk folder. 

RULES 

Rules that govern the use of any State facility must be followed. Link to webpage: State Facilities Rules  

AFTER-HOURS MEETINGS AND EVENTS 

BGS allows use of State facilities outside normal business hours where there is an existing BGS Security presence and BGS Security has adequate staffing to accommodate the request. Facilities for which BGS Security has an existing presence are those located in the Montpelier Capital Complex and at the Waterbury State Office Complex. Normal business hours are Monday through Friday, 7:45 AM to 4:30 PM. After-hours facility reservations must be made through the RUSF system. 

To reserve a facility where BGS does not have an existing security presence for after normal business hours, please submit a request through the RUSF system and BGS Security will review the request to determine if it can be accommodated. 

SECURITY 

For meetings or events scheduled through the RUSF system, BGS Security will be notified if the meeting or event might require a BGS Security presence. BGS Security will review the request to assess security needs. 

For State employees reserving facilities through Outlook, if security is of concern, please contact BGS Safety and Security at (802) 828-0777 to discuss.  

There is no charge for security during normal business hours, however, when BGS Security provides coverage for an event outside of normal business hours, the organization using the facility is billed at $42 per hour. Refer to Security Costs (pdf) for more information. 

EQUIPMENT AND MAINTENANCE 

BGS Maintenance is notified of all meetings and events scheduled through the RUSF system. Maintenance staff act in an advisory capacity, providing guidance on placement of portable toilets and tents, the location of electrical circuits, and other direction as needed. BGS Maintenance can provide room setup assistance. (BGS does not provide portable toilets, tents, or sound systems.)  

SPONSORSHIP 

If the facility requestor is a non-state government organization or individual, the requestor must provide a sponsor for the use of a State facility to comply with State facilities rules. The sponsor can be a legislator or a State agency department head or representative. Written sponsorship for the event indicating support for the purpose, date, and time of the event must be uploaded during the RUSF reservation process. Sponsorship is not required to reserve the State House Lawn or the Waterbury State Office Complex Horseshoe Lawn.  

FOOD AND BEVERAGES 

If food or beverages are served at a meeting or event, the requestor will be asked to describe the food and beverage plan during the RUSF reservation process. Please note that vendors are not permitted on state property per State facilities rules. The sale or consumption of alcoholic beverages in or upon State facilities is prohibited without the permission of the BGS Commissioner or designee. 

Event organizers are expected to leave the facility in clean and tidy condition. If the space requires significant cleaning after the event, those services will be billed at an hourly rate.  

STATE FACILITIES AVAILABLE FOR RESERVATION

Table A 

  • The facilities listed in Table A must be reserved through the BGS Request Use of a State Facility (RUSF) system. State employees can view the Outlook calendar for these facilities where available but cannot reserve the facilities through Outlook. 

Table B 

  • State employees may reserve the facilities listed in Table B through Outlook if the meeting is being held during normal business hours, the meeting is for State business, and a BGS Security presence is not required. This list does not include the many other facilities available through Outlook to State employees for use during normal business hours. 

  • Members of the public must reserve the facilities in Table B through the RUSF system. 

  • All after-hour meetings, whether reserved by State employees or members of the public, must be reserved through the RUSF system. 

Table C

TABLE A 

TOWN 

ADDRESS 

PROPERTY 

FLOOR 

ROOM OR LOCATION 

CAPACITY 

LINK TO FACILITY INFORMATION AS AVAILABLE 

CALENDAR ID IN OUTLOOK 

Montpelier 

5 Green Mountain Dr. 

DOL Labor Building 

Grounds 

(G1.0) Grounds (General) 

 

 

 

Montpelier 

109 State St. 

Pavilion State Office Building 

Fourth 

Conference Room 428 

27-44 

4th Floor Conference Room Information 

BGS - MTPL 109 State 4th Floor Conf Rm 

Montpelier 

111 State St. 

Vermont Supreme Courthouse 

First 

Conference Room 110 

This room is accessed via the Pavilion Building located at 109 State St. using the entrance off Gov. Davis Ave. 

200 

Room 110 Photos 

BGS - MTPL 1BGS - MTPL 111 State Conf Rm 110 (200) 

Montpelier 

115 State St. 

State House 

Grounds 

State House Lawn 

 

State House Lawn Schematic 

 

State House Lawn Calendar 

 

State House Lawn Guidelines 

 

Newport City 100 Main St.  Emory A. Hebard State Office Building Grounds (G1.0) Grounds (General)       

Pittsford 

317 Academy Rd. 

VSPA – Training Building & Gym 

First 

Classroom (152) 

 

 

 

Pittsford 

317 Academy Rd. 

VSPA – Training Building & Gym 

First 

Gymnasium (151) 

 

 

 

Waterbury 

Horseshoe Dr. 

Waterbury State Office Complex (WSOC) – AHS State Office Building 

Grounds 

(G1.0) Grounds (General)  (Horseshoe Lawn) 

 

Horseshoe Lawn Guidelines 

BGS - WTRB 103 South Main WSOC Horseshoe Lawn 

TABLE B 

TOWN 

ADDRESS 

PROPERTY 

FLOOR 

ROOM OR LOCATION 

CAPACITY 

LINK TO FACILITY INFORMATION AS AVAILABLE 

CALENDAR ID IN OUTLOOK 

Barre City 

219 N Main St. 

Barre City Place State Office Building 

First 

Boardroom (134) 

30-40 

 

AOT - BCP 1st Floor Rm 134 - Boardroom 

Barre City 

5 Perry St. 

McFarland State Office Building 

Third 

Large Conference Room (315) 

16-35 

Penthouse Conference Room Information  

BGS - BARR 5 Perry Penthouse Conf Rm 

Berlin 

2178 Airport Rd. 

AOT Laboratory and State Office Building 

First (Office) 

Conference Room 135 

75 

 

AOT - BRLN Dill Bldg A Conf Rm 135 (75 Seat) (Berlin, VT) 

Berlin 

2178 Airport Rd. 

AOT Laboratory and State Office Building 

Second (Lab) 

Conference Room (T2019) 

30 

 

AOT- HWY CMB Dill Bldg B Conf 209 

Montpelier 

133 State St. 

State Office Building 

Fourth 

Conference (409) 

50 

BGS Boardroom 

BGS - 133 State Board Rm 410 

Newport City 

100 Main St. 

Emory A. Hebard State Office Building 

Second 

Conference Room (2501) 

50 

 

BGS - Newport Hebard Bldg Rm 250 

TABLE C 

TOWN 

ADDRESS 

PROPERTY 

FLOOR 

ROOM OR LOCATION 

CAPACITY 

LINK TO FACILITY INFORMATION AS AVAILABLE 

CALENDAR ID IN OUTLOOK 

Alburgh 

680 North Main St, Route 2 

Alburgh Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Bennington 

100 Route 279, Interchange of Routes 279 and 7 

Bennington Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Bradford 

I-91 Northbound, north of exit 16 

Bradford Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Derby Line 

I-91 South, south of Exit 29 

Derby Line Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Fair Haven 

1356 Prospect St, Route 4 

Fair Haven Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Georgia 

I-89 North, north of Exit 18 

Georgia N. Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Georgia 

I-89 South, south of Exit 19 

Georgia S. Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Guilford 

I-91 North, south of Exit 1 

Guilford Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Hartford 

I-91 South, south of exit 10/I-89 interchange 

Hartford Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Lyndonville 

I-91 South, south of Exit 25 

Lyndonville Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Randolph 

I-89 South, south of Exit 5 

Randolph Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Sharon 

I-89 North, north of Exit 1 

Sharon Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Waterford 

I-93 North, south of Exit 1 

Waterford Welcome Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Williston 

I-89 North, north of Exit 11 

Williston N. Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

Williston 

I-89 South, south of Exit 12 

Williston S. Information Center 

Grounds 

(G1.0) Grounds (General) 

  

Vermont Information Center 

 

NOTES: 

  • Berlin: The Vermont Travelers Service Center at I-89 Exit 7 in Berlin is not operated by the State of Vermont, but information may be found at the Vermont Information Center website. 

  • Montpelier: Due to flood damage, the Capital Region Visitor's Center in Montpelier is closed until further notice. 

  • Waterbury: Due to high use, the Fox Conference Center rooms at the Waterbury State Office Complex are currently available to AHS employees only for meetings held during normal business hours. For meetings held outside normal business hours, the Fox Conference Center rooms are available to any State employee. The rooms are currently not available to members of the public at any time. 

Link to Request Use of a State Facility System:  RUSF 

For assistance with the reservation process, please email:  bgs.facilityreservation@vermont.gov