Academic Space
Step 1 – Review the Rules and Regulations
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Who can place a request?
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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 at this time.
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?
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The latest you can place a request is three business days before your event will take place.
- How many spaces can I reserve?
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A maximum of 30 academic spaces per semester can be reserved by all groups, students, and CIOs.
- What is prohibited in an academic space?
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Food and Drink (this includes all hallways and lobby areas) Loud Noise
- Dancing with shoes on (you may dance without shoes)
- Unlicensed Media (Movies, Films, Music etc.)
- Use of Lobbies or the 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.
- What if my event requires an activity from the above list?
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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?
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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?
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Performance groups are allotted special sound zones in Warner Hall and Minor Hall each week, as well as the basement of New Cabell Hall on Sundays. 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.
What are the performance shifts?
Sunday
Wednesday
2:00PM-5:00PM 7:00PM-8:45PM 5:00PM-7:00PM 8:45PM-10:30PM 7:00PM-9:00PM - My question was not answered, where can I get more information?
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Please contact our office with any questions by calling us at (434)-924-7225 or emailing us at [email protected] 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.
Newcomb Hall Scheduler Classroom Availability - Spring 2023 | |||||||
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: 9:00 pm | ||||||
* The building is normally closed on Saturdays. Please E-mail ODOS Schedulers at: [email protected] for Saturday and Sunday special requests. | |||||||
NEW CABELL HALL (42 rooms) – Resource: Access Control | |||||||
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 – 1 Room | |||||||
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) – Resource: Access Control | |||||||
CHM 402 | |||||||
Type P Rooms – Performance Spaces – 7 Rooms | |||||||
Mo-Fr: 6:00 pm - 10:30 pm Su: 2:00 pm - 9:00 pm | |||||||
WARNER HALL (4 rooms) – Resource: Access Control | * Performances and Dress rehersals | ||||||
WNR 104 | WNR 110 | WNR 113 | WNR 115 | WNR 209* | (Week prior to performance only) | ||
MINOR HALL (2 rooms) – Resource: UVA Grounds Security | |||||||
MIN 125* | MIN 130 | ||||||
Type P1 Rooms – Sunday ONLY Performance Spaces – 11 Rooms | |||||||
Su: 2:00 pm - 9:00 pm | |||||||
NEW CABELL HALL (11 rooms) – Resource: Access Control | |||||||
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 – 9 Rooms | |||||||
Mo-Th: 6:00 pm - 10:30 pm | |||||||
DELL BUILDINGS (4 rooms) – Resource: Exterior - Access Control, Rooms - ITS | |||||||
DL1 104 | DL1 105 | DL2 100 | DL2 101 | ||||
WILSON HALL (5 rooms) – Resource: Access Control | |||||||
WIL 214 | WIL 238 | WIL 244 | WIL 301 | WIL 402 | |||
Type R1 Rooms – Restricted Spaces – 19 Rooms | |||||||
Mo-Th: 6:00 pm - 9:30 pm | |||||||
GIBSON HALL (5 rooms) – Resource: Access Control | |||||||
GIB 141 | GIB 142 | GIB 211 | GIB 241 | GIB 242 | |||
MONROE HALL (8 rooms) – Resource: Exterior - Access Control, Rooms - ITS | |||||||
MON 110 | MON 111 | MON 114 | MON 116 | MON 118 | |||
MON 122 | MON 130 | ||||||
NAU HALL (6 rooms) - Resource: Access Control | |||||||
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) – Resource: Exterior - Access Control, Rooms - ITS | |||||||
CLK G004 | CLK 101 | CLK 102 | CLK 107 | CLK 108 | |||
COCKE HALL (2 rooms) – Resource: UVA Grounds Security | |||||||
COC 101 | COC 115 | ||||||
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 | Only WILSON 301 & 402 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 |
Approved 03/30/2023 - mws4s |
Step 3 – Request the Space
This link will take you to the Source/25 Live, where you can request a student academic space. 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 that 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.