RESERVING STATE FACILITIES

ACCESSING THE RUSF SYSTEM 
RULES 
TWO WEEKS ADVANCE NOTICE 
AFTER-HOURS MEETINGS AND EVENTS
SECURITY 
EQUIPMENT AND MAINTENANCE
SPONSORSHIP
FOOD AND BEVERAGES 
STATE FACILITIES AVAILABLE FOR RESERVATION

Many State facilities are available for use by public agencies, private organizations, and the public. (Facilities are listed in the tables below.) 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  

TWO WEEKS ADVANCE NOTICE 

Reservations made through the RUSF system must be made at least two weeks in advance of the meeting or event. If an exception is needed, please email bgs.facilityreservation@vermont.gov. 

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. 

NOTE: After-hours meeting and events are not allowed at Vermont Information Centers.

SECURITY 

For meetings or events scheduled through the RUSF system, BGS Security will be notified if the meeting or event may require a BGS Security presence. BGS Security will review the request to assess security needs and determine if adequate BGS staffing is available to accommodate the request. 

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

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.   

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

• The Vermont Information Centers* are listed in Table C. These facilities must be reserved through the BGS Request Use of State Facility (RUSF) system.  After-hours meeting and events are not allowed at Vermont Information Centers.

TABLE A 

TABLE B 

TABLE C 

*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