Academic Space

Academic Space

Step 1 – Review the Rules and Regulations

Who can place a request?

Academic Spaces can be reserved by student CIOs, Greek organizations, and special status organizations. You do not need to be a registered Event Requester in order to place a request. Individual requests (non-CIOs) are not accepted. 

University departments can reserve academic spaces, but note that the University Registrar (UREG) processes your events and not Event Planning Services. If you have any questions about reserving a classroom for a University department, you can contact UREG at [email protected].

How late can I place a request?

The latest you can place a request is three business days before your event will take place

How many spaces can I reserve?

A maximum of 30 academic spaces per semester can be reserved by all groups, students, and CIOs.

What is prohibited in an academic space?
  • Food and drink (this includes all hallways and lobby areas)
  • Loud noise
  • Unlicensed media (movies, films, music, etc.)
  • Use of lobbies or hallways
  • Difficult to clean materials (glitter, adhesive, paints etc.)
  • Hazardous materials (candles, matches, etc.)
  • Moving or re-arranging classroom furniture

*Failure to follow any of these rules will result in appropriate fees and sanctions.

Want to do something that is listed above? If you wish to have an event that does not fit within the rules of academic spaces, feel free to check out our Student Activity Spaces!

I want to hold a large tournament or conference in academic spaces. Do I have to contact Event Planning Services?

Yes! If you are looking to reserve 10 or more academic spaces for a tournament or similar event, please contact Event Planning Services. Please note that event insurance is required for non-UVA minors (18 and under) and/or non-University attendees.

What if I am a performance group or my event requires loud noise or music?

Performance groups are allotted special sound zones in Warner Hall, Minor Hall, and the basement of New Cabell Hall each week. When creating your event, please abide by the performance shift time slots designated for Sundays and Wednesdays. Mondays, Tuesdays, Thursdays and Fridays have no shift times and can be reserved freely within building availability hours. Each group is only permitted one performance shift per day.

Sunday Wednesday
2:00PM-5:00PM 6:00pm-7:30pm
5:00PM-7:00PM  7:30pm-9:00pm
7:00PM-9:00PM 9:00pm-10:30pm
My question was not answered, where can I get more information?

Please contact our office with any questions by emailing us at [email protected] or calling (434)-924-7225 Monday-Friday 9:00AM-5:00PM.

Step 2 – Choose a Space

Figure out which space you would like to use, and make sure the day and time you want to reserve the space aligns with the building hours guide below. The guide will tell you which spaces are available and when. Requests that fall outside of the offered spaces/times will not be processed until the date/time/location of your event fits within these standards.

  Type A Rooms – Available Spaces –  42 Rooms     ALL EVENTS: 
  Mo-Th: 6:00 pm - 10:30 pm   Fr: 5:00 pm - 10:30 pm   Sa: Building Closed *  Su: 2:00 pm - 9:00 pm LAST EVENT START TIME on Weekdays: 9:00 pm
  * The building is normally closed on Saturdays. Please E-mail ODOS Schedulers at: [email protected] for Saturday and Sunday special requests. LAST EVENT START TIME on Weekends: 7:00 pm
  NEW CABELL HALL (42 rooms)         
  CAB 027 CAB 032 CAB 036 CAB 038 CAB 042    
  CAB 044 CAB 056 CAB 058 CAB 064 CAB 066    
  CAB 068 CAB 107 CAB 111 CAB 115 CAB 132    
  CAB 168 CAB 183 CAB 187 CAB 191 CAB 207    
  CAB 209 CAB 211 CAB 232 CAB 283 CAB 287    
  CAB 291 CAB 303 CAB 309 CAB 315 CAB 323    
  CAB 332 CAB 338 CAB 364 CAB 368 CAB 383    
  CAB 389 CAB 395 CAB 407 CAB 411 CAB 415    
  CAB 485 CAB 489          
               
  Type A1 Rooms – Available Spaces –  2 Rooms      
  Fr: 5:00 pm - 10:30 pm   Sa  Building Closed *    Su: 2:00 pm - 9:00 pm                     
  * The building is normally closed on Saturdays. Please E-mail ODOS Schedulers at: [email protected] for Saturday and Sunday special requests.  
  CHEMISTRY (1 room) and Gilmer (1 room)         
  CHM 206 GIL 247          
               
  Type P Rooms – Performance Spaces – 8 Rooms       
  Mo-Fr: 6:00 pm - 10:30 pm  Su: 2:00 pm - 9:00 pm        
  WARNER HALL (5 rooms)          * Performances and Dress rehersals 
  WNR 104 WNR 110 WNR 113 WNR 115 WNR 209*      (Week prior to performance only)
  MINOR HALL (2 rooms)          
  MIN 125* MIN 130          
  CHEMISTRY (1 room)          
  CHM 402            
               
  Type P1 Rooms – Sunday ONLY Performance Spaces – 11 Rooms    
  Su: 2:00 pm - 9:00 pm          
  NEW CABELL HALL (11 rooms)         
  CAB 027 CAB 032 CAB 036 CAB 038 CAB 042    
  CAB 044 CAB 056 CAB 058 CAB 064 CAB 066    
  CAB 068            
               
  Type R Rooms – Restricted Spaces – 10 Rooms      
  Mo-Th: 6:00 pm - 10:30 pm   *(WIL 301, WIL 402 and GIL 390 are available on Sunday from 2:00-9:00 PM)  
  DELL BUILDINGS (4 rooms)           
  DL1 104 DL1 105 DL2 100 DL2 101      
  WILSON HALL (5 rooms)          
  WIL 214 WIL 238 WIL 244 WIL 301 * WIL 402 *    
  Gilmer HALL (1 room)          
  GIL 390 *            
               
  Type R1 Rooms – Restricted Spaces – 18 Rooms      
  Mo-Th: 6:00 pm - 9:30 pm           
  GIBSON HALL (5 rooms)           
  GIB 141 GIB 142 GIB 211 GIB 241 GIB 242    
  MONROE HALL (8 rooms)           
  MON 110 MON 111 MON 114 MON 116 MON 118    
  MON 122 MON 130          
  NAU HALL (6 rooms)           
  NAU 101 NAU 142 NAU 241 NAU 141 NAU 211    
  NAU 242            
  Type R2 Rooms – Restricted Spaces – 7 Rooms      
  Mo-Th: 6:00 pm - 10:30 pm   Fr: 5:00 pm -10:30 pm            
  CLARK HALL (6 rooms)          
  CLK G004 CLK 101 CLK 102 CLK 107 CLK 108    
  COCKE HALL (2 rooms)           
  COC 101 COC 115          
  Type M Room – Restricted Space – 1 Room      
  Th-Sa: 5:00 pm - 9:00 pm  Time extension possible, consult Event Management  *(reservable only with MCL 1020)  
  McLeod HALL (1 room)          
  MCL 1020 MCL 1003 * MCL 1004 *        
               
  Mo Tu We Th Fr Sa Su
A 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 5 - 10:30 pm See Above 2 - 9 pm
A1 x x x x 5 - 10:30 pm See Above 2 - 9 pm
P 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm x 2 - 9 pm
P1 x x x x x x 2 - 9 pm
R 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm x x 2 - 9 pm
R1 6 - 9:30 pm 6 - 9:30 pm 6 - 9:30 pm 6 - 9:30 pm x x x
R2 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 6 - 10:30 pm 5 - 10:30 pm x x
M x x x 5 - 9:00 pm 5 - 9:00 pm 5 - 9:00 pm x

Step 3 – Request the Space

You can request a student academic space on 25 Live. A request is just a request.  Due to the nature of the system, requesting a space does not guarantee that you will receive that space. Please wait for an official confirmation from Event Planning Services before advertising the event or booking speakers.

We ask that you please understand you may not always get the room you requested due to class scheduling, availability, and building hours. Event Planning Services will send you a confirmation email as soon as your request has been processed. Please read your confirmation email in its entirety to ensure that you know all of the details of your reservation.