Facilities Management

Facilities Management

2.1 - Amplified sound

Amplified sound (any sound amplified through use of electrical equipment) associated with events held on University property must not disrupt academic and work environments.

Event organizers are required to submit the amplified sound request form no less than two weeks (14 days) prior to their event in order to utilize amplified sound in outdoor spaces.

Outdoor Events

Amplified sound is not permitted for more than three hours per day per outdoor area. A sound check lasting no more than 45 minutes may be approved in addition to the three-hour reservation.

Sound levels are not permitted to exceed 97 decibels with quick bursts up to 100 decibels.

Amplified sound on outdoor University property will generally be approved only for the following timeframes during the academic session:

Friday: 6:00 p.m. to 10:00 p.m.

Saturday and Sunday: 10:00 a.m. to 10:00 p.m.

Indoor Events

Amplified sound is permitted indoors regardless of day or time with following limitations on volume level:

  • Meeting spaces - not to exceed 70 decibels (or loud enough that it can be heard in adjacent spaces).
  • Event spaces – not to exceed 85 decibels (standard movie theater levels).

2.2 - Animals  

Working animals such as service animals or animals used in law enforcement are the only animals permitted in Student Affairs spaces including Newcomb Hall and 1515. Service animals should be clearly recognizable and appropriately restrained.

2.2.1 - Hosting an Animal Related Event or Activity

Animals are unpredictable and pose potential risks to participants when utilized as part of an event. As such, events which will include animals as part of an event’s activities must obtain a Certificate of Insurance (COI) which names the “Rector and Visitors of the University of Virginia” as additionally insured from an accredited insurance provider. This COI must be provided to, and approved by, the Office of Risk Management prior to the event.

2.3 - Common spaces

Common spaces in Student Affairs managed facilities are generally available to the University community and visitors.

Student Affairs common spaces include but are not limited to lounges, lobbies, exterior spaces, corridors and study areas such as:

  • In Newcomb Hall: the PAC, Main Lounge, 1st floor and Lower Level corridors, and external patios/courtyards outside.
  • In 1515: first floor and basement game room

Individuals within common spaces are expected to adhere to standards of conduct outlined in Section 3.8. Those found sleeping in lounges for extended periods or which do not meet expectations of personal behavior may be asked to leave.

These spaces are not generally available for event reservations.

The Student Affairs Division may schedule "common space" for activities that advance the mission of Student Affairs and/or the university. With this approval, Event Management will coordinate events in common spaces as it would any other event space.

2.4 - Damages

Event organizers and guests of facilities managed by Student Affairs are expected to treat the spaces in a responsible manner and avoid any damage to the building.

Student Affairs holds all event organizers responsible for any damage incurred to the facility during the course of an event. Pre-event and post-event inspections are held to determine the condition of the facility, confirm any damages and identify the responsible party.

Damage to the facility, furnishings or other equipment, whether accidental or intentional, will not be tolerated and will result in related charges to return the facility or damaged item to its original condition. The amount billed to the event organizer will be based upon the replacement cost of item, labor rates in the Event Management Fee Schedule, and/or the final amount charged to Event Management by UVA Facilities Management or contractor to complete a repair.

Note damage that is found to be intentional or as a result of negligence may result in disciplinary action against the organization – including loss of privileges to reserve Student Affairs space or referral to the University Judiciary Committee.

2.5 - Decorations and furnishings


In order to ensure facilities do not sustain damage, restrictions on types of décor and methods for installation will be strictly enforced. Decorations/signage/posters within Student Affairs spaces must be approved by Event Management prior to the event. Event organizers may be charged for damage caused by their decorations/signs/posters (see Section 2.4).

Event organizers and their guests are not permitted to tape, tack, nail, glue, and/or staples to hang any signs or decorations in Student Affairs spaces.

Additionally, event organizers and their guests may not paint or mark any walls, surfaces, or floors.

Many types of décor are prohibited from being used within Event Management spaces as they are hard to clean or may pose safety concerns. Please review Prohibited Items Section 2.12 for more information.


Equipment and furnishings assigned to each space Student Affairs manages are for use within that space. Furniture in lounges and public spaces will not be moved to accommodate events or programs. Groups moving furniture in public spaces and failing to restore spaces to their original condition will be assessed labor fees to return the space to its original condition.

Specific furniture arrangements in meeting rooms can be accommodated through Event Management. Any special furniture arrangement or event set up must meet safety guidelines and cannot impede entrances or exits (see Section 3.2 for additional information).

2.6 - Deliveries, loading/unloading, and parking

Event Management is not able to accept deliveries on behalf of event organizers or store items ahead of your event. All items should be brought into the space when your reservation begins and must be removed prior to the end of the reservation time.

All loading and unloading is to take place at designated loading/unloading zones for the facility where your event is taking place– you may not be in any loading zone longer than 30 minutes.

  • Newcomb Hall – use either the brick patio outside of the 1st floor by the bookstore or the loading dock across from the 2nd floor of the main parking garage
  • 1515 – use 1515 staff parking spaces behind the building
  • Student Activities Center – use driveway on left side of building
  • Chapel – use spaces on McCormick Rd next to Chapel
  • Runk – use Hereford Dr in front of the building
  • O-Hill – use guest parking spaces on the back of the building
  • Ern – use loading dock on the back of the building

If parking vehicles after loading/unloading, event organizers and their guests must utilize standard employee lots with appropriate parking permit and/or guest lots paying any fees required to Parking and Transportation. Cars parked in loading/unloading areas are subject to ticketing and tow at the owner’s expense.

2.7 - Dress code

All community members and guests in Student Affairs spaces must be fully clothed—including footwear.

2.8 - Event service providers and vendors

Event organizers are responsible for the conduct of their contracted service providers while on university property. In Event Management spaces, all clients and service providers sub-contracted by event organizers (caterers, florists, entertainers, DJs, etc.) must agree to abide by all University policies as well as policies and procedures outlined in this document. All event service providers and vendors must follow all directives given to them by Student Affairs staff in furtherance of these policies.

Event organizers can select and hire vendors of their choosing; however, some restrictions apply for food service providers (See Section 4.2 and 4.3).

Vendors bringing any equipment (AV, staging, inflatables, etc.) must coordinate with Event Management to ensure that equipment meets safety and facility requirements (outlined in Section 3.12). Further, Vendors bringing in equipment which clients will directly interact with (I.e. inflatables) must provide a Certificate of Insurance (COI) naming the “Rector and Visitors of the University of Virginia” as additionally insured (see Section 3.5 for more information).

2.9 - Fees, billing, and CIO strike system

2.9.1 - Room Charges: When and how are fees assessed?

Room charges are determined primarily by the type of group making the reservation. Other factors in determining fees include the type of event, whether admission or registration fees will be charged, and what the composition of the audience and/or participants will be.

Fees may also be assessed for audio/visual (AV) equipment use, setups, overtime, staffing, rain site holds, or other special circumstances. You will be notified of these fees at the time of your request.

For current room rental, equipment rental, and labor fee schedule contact [email protected].

 Student Organizations

Student organization (CIO) meetings and events will not incur a room rental fee. A Student Conference room rate will be added if the majority of attendees at an event are not current University of Virginia students, faculty, or staff. The rate will also be added if the student organization charges a registration fee.

CIOs may be charged for additional non-standard equipment or staff support if they are requested for the event. CIO rates for equipment and staff labor will be provided at the time of the request by the CIO.

University Departments

Departmental meetings and events will not include a room rental fee. However, a department room rental fee will be added in the following instances:

  • The department collects a registration fee
  • The majority of participants at an event are not affiliated with the University, but the department is still managing the event
  • A non-University group is sponsored by a department, but the department is still managing the event
  • An event is social in nature or otherwise not directly related to University business, even if attendees are University of Virginia faculty and staff

Departments may be charged for additional non-standard equipment or staff support if they are requested for the event. University department rates for equipment and staff labor will be provided at the time of the request by the department.

 Non-University Groups

As noted in Section 1.2.2, external organizations are not permitted to reserve spaces through University spaces without sponsorship by a student organization or University department. The sponsoring student organization or University department are responsible for the activities of the non-University group

The external room rate will be charged to a University department or student organization sponsoring a non-University group if the majority of participants are not from the University and the University department or student organization is not managing the event. Additionally, external rates will be charged for equipment rental and staff labor.

Solicitation is not permitted within Student Affairs spaces. As part of a CIO or department sponsored resource/information fair vendors/businesses may participate in, recruit at, or showcase products during the event. Note – Event Management reserves the right to charge a vendor table fee to each vendor participating in such events.

2.9.2 - Types of Fees and Fee Schedule

For a complete assessment of an event’s cost contact [email protected]. Event Management will be able to provide a quote based on current fee schedules and with the specifics of an event.




Room Rental

Cost charged to event organizer for using the space and basic setup of furniture within it.

Student organizations and University Departments are not charged for internal events.

External events charge varies on space(s) reserved (contact Event Management).

Equipment Rental

Cost to rent equipment not in basic setup for the space (pipe and drape, stanchions, etc.).

Cost varies by item (contact Event Management).

Cancellation Fee

See Section 1.7 - Applied for cancellations with less than 72-hour notice.

Up to the full cost of the room rental rate.

Late Change Fee

See Section 1.6 - Applied when changes are made to a reservation with less than 72-hour notice.

$25 + the cost of labor/equipment requested.

No Show Fee

See Section 1.7 - Applied when no notice is given of cancellation and reservation is not used.

$50 (for University departments) or counts as a strike against organization (may lose scheduling privileges) (student organization).


See Section 2.4 - Applied when an organization is found to be responsible for damage to facilities.

Amount is determined by cost to repair or replace damage

After Hours Fee

See Section 3.1.2 - Charged when event requires the Facility to remain open after or before normal posted hours.

$100 per hour the facility needs to be open outside normal hours.

General Labor

Charged when additional labor is required to complete request of event organizer or repair of damages.

$30/hr for each staff person needed (charged in 30min increments).

AV Tech

Charged when event organizer requests to have an AV tech in their space for the entirety of their event.

$40/hr for each staff person needed (charged in 30min increments).

2.9.3 - Billing

Departments and CIOs with work tag numbers must furnish their work tags when making a reservation that includes any charges or fees. Billing is typically processed every two weeks. Departments that require proof of billing may obtain copies of invoices at the time a reservation is made or after the billing has been processed. Requests for documentation should be made by emailing [email protected]. University departments or CIOs sponsoring non-University groups may also provide a contact name and billing address if the charges will be billed directly to the outside entity.

Recruiting companies, agencies, individuals, and Study Abroad programs must pay for charges in advance of the event date. Full payment of room, equipment, staffing, and other fees is due 10 days before the event. Reservations made within 10 days of the event should be paid immediately. Checks may be mailed to Newcomb Hall. Visa and Mastercard payments may be made by mail or telephone (434.924.8808). In the event of a cancellation, companies may be entitled to a 50% refund if the cancellation is made more than 10 days before the scheduled event. Within 10 days, no refund will be given.

Student Organizations and other groups without internal billing accounts will be billed by email on a bi-weekly basis. Payment is due 30 days after the invoice date. New reservations will not be processed for any organization with past-due invoices.

2.9.4 - CIO strike system


CIOs are held to a three-strike system in regard to policy violations. Any CIO who violates Event Management policy may be issued one strike per violation. When three strikes are accrued, the CIO may lose their reservation privileges in Student Activity spaces for the remainder of the current semester and any upcoming reservations may be cancelled. Examples of policy violations that may result in a strike include, but are not limited to: 

  • No-shows: failure to utilize a reserved space or failure to notify Event Management that you will no longer be using the space. 

  • Late change or late cancellation – changes made to your reservation within 24 hours of your event’s start time. 

  • Use of prohibited items such as candles, cooking appliances, or helium balloons. Please see 2.12 - Prohibited items for the full list.  

  • Moving furniture from fixed locations such as the Theatre Lobby, Ballroom Lobby, Main Lounge. 

  • Not resetting rooms to the condition and layout you found them in (furniture is where you found it, trash is either removed from space or in designated bins, etc.)  

The number of strikes will reset to zero at the start of each semester for each CIO.  

Please note – Event Management reserves the right to escalate beyond strikes immediately to loss of reservation privileges if the actions of a CIO warrant more substantial intervention. Additionally, Event Management may increase the period a CIO loses privileges based on the circumstances of the CIO’s actions and history.  

2.10 - Fundraising

Pursuant to University Policy PRM-017: Use of University Facilities or Property and Limits on Direct Solicitation and Advertising, student groups or organizations may engage in promotional and fundraising activities if such activities do not disrupt University business, generate security issues, duplicate services or goods provided at the University, block sidewalks or roads, impair the aesthetics and integrity of University property, or generate personal profit for individuals.

General Fundraising Policies

Fundraising may only occur between the hours of 9 am and 7 pm in designated locations.

Fundraising projects are limited to the solicitation of voluntary philanthropic contributions towards a charitable cause through the sale of:

  • Goods handcrafted by the sponsoring group(s)
  • Shirts and clothing related to the sponsoring organizations
  • Properly licensed recordings of performances by the sponsoring organizations
  • Goods which promote school spirit (UVA related teams and activities) that are properly licensed by the University (if necessary) and are not available in the University Bookstore
  • Home-baked goods (food and refreshments sold in Newcomb Hall must be provided by Dining Services)
  • Pamphlets/literature related to the sponsoring organizations; tickets to events; and lottery or raffle tickets (if an appropriate permit is obtained and placed on file in Event Management).

Student organizations may reserve tables through the Event Management office or the Newcomb Hall Services desk on the third floor.

Student organizations should plan for safely collecting and depositing any money collected. The Office of Student Engagement can assist with planning and connect CIOs to finance resources – email [email protected] for help.

Fundraising near academic and athletic facilities

Promotional or fundraising projects conducted within or near an academic facility must be approved in advance by the appropriate academic facility scheduler. For a list of facility schedulers, please see the Source: http://www.virginia.edu/source/.

Promotional or fundraising activities occurring within or near UVA-Rec or Athletic facilities must be approved by the Director of Athletics/designee.

Fundraising in high demand locations:

High demand and high visibility locations for promotional and fundraising activities may be reserved through Event Management. For additional information related to reservations, see Section 5.5 on Tabling.

2.11 - Production of theatrical performances

With many student organizations (CIOs) regularly producing theatrical performances, specific guidelines related to the unique circumstances of this work were established. If not specifically identified below, defer to the broader Event Management Policies.

Making Reservations

Student theater organizations are able book using the open registration dates for all CIOs, however are also able to book up to one year in advance in the Student Activities Building (SAB). Student theater organizations should email [email protected] to secure these reservations as early as possible. Event Management will not hold or reserve the space prior to a CIO reaching out.

Per Section 1.4.3, a CIO may only produce one play per semester – reservation may include up to 15 dates (including set build, rehearsal in space, shows, and strike). Additional reservations may be made outside of SAB for rehearsals using traditional reservation process outlined in Section 1.3.1.

It is recommended that student theater CIOs work together to book the SAB one after another to reduce breakdown/setup time between each group.

Once a reservation is requested, if approved, a confirmation will be provided by Event Management similar to all other CIOs. Additionally, theater groups will be sent an expectations agreement, which outlines what is required of the group to use the space for a performance. This agreement MUST be signed and returned to Event Management within 7 days – if the agreement is not signed and returned, the reservation will be cancelled.

Preparation for Production

Due to the complex nature of theatrical productions, additional planning steps are required for theater groups. After the theater group has selected their leadership for a show, that group must have an initial planning meeting with Event Management. This meeting solidifies Event Management expectations and needs, as well as provides CIOs the opportunity to give Event Management initial information about the production (including show name, cast size, initial ideas around set/theater setup, special circumstances/needs, etc.).

Theater production leadership for the CIO then needs to create a diagram for the event space showing where stage, tables, chairs, aisles, etc. are placed within the space. This diagram should be relatively to scale – Event Management can provide a blank room diagram for your use. Additionally, a stage plot also needs to be created showing what the set will look like and where exactly everything will go. This stage of prep work must also include what materials are going to be in use for stage pieces, décor, and scenery. NOTE – per Section 2.12 many materials and items are prohibited for safety reasons.

Additionally, CIOs must have the rights to perform the show which they are producing (see Section 2.15 for more information). For assistance in securing rights, reach out to the Office of Student Engagement ([email protected]).

Room diagram, stage plot, material list, and proof of rights must be submitted to Event Management no less than two weeks prior to your reservation start date.

Prior to moving into the reserved space to begin the build, CIO production leadership must meet with Event Management, Facilities Management (FM), and Environmental Health and Safety (EHS). This pre-production meeting will go over submitted documents and ensure everything is up to code prior to building.

Theater Responsibility and Safety

Unlike most other reservations, event organizers in the SAB are responsible for the setup of the staging, ramps/stairs, chairs, and tables based on the needs of the production. To ensure safe setup, two inspections of the facility will be completed prior to the event. The CIO is responsible for meeting all requirements laid out in the expectations agreement, which includes essentials for inspection. Failure to abide by these requirements, or not pass inspection, may result in Event Management (EM) cancelling the reservation.

CIOs which plan to create set pieces and install lighting/sound also acknowledge that they do so at their own risk – as outlined in the CIO agreement with UVA. Groups must ensure that individual members conduct themselves in a safe manner and are properly trained to use tools and equipment prior to use. Novice members should always be supervised.

Failure to ensure a safe space for cast, crew, and guests may result in the CIO losing reservation privileges with Event Management. As outlined in Section 2.4, any damages, intentional or accidental, caused to the facility as a result of a CIO’s production will be charged to the CIO. Intentional damage or damage caused by negligence may result in the CIO losing reservation privileges in Event Management spaces and may be referred to the University Judiciary Committee.

Production Timeline 

Request performance dates with Event Management

Up to one year in advance

Confirmation sent from Event Management with Expectations Agreement

Event Management sends confirmation and provides paperwork normally within two weeks from when request was submitted

Sign and submit Expectations Agreement

Send back to Event Management within 7 days of receipt

Initial planning meeting with Event Management

Meeting should take place once production team is selected and BEFORE set design begins

Create diagram of SAB setup for performance and stage plot

Submit to Event Management AT LEAST two weeks prior to reservation start date

Pre-Production Meeting with FM and Safety

Scheduled by Event Management the week before reservation begins and before any build work is completed

Safety Inspection

3 days prior to show date FM and Health and Safety will inspect space with CIO present for code compliance (specific requirements are provided as part of expectations agreement)

Final Inspection

The morning of the show Event Management/FM/Health will conduct final inspection following up on any items outside code

On with the Show!

Host shows within the space. Note that space may be inspected throughout these dates to ensure it remains in compliance


Immediately following shows, space must be returned to standard setup or transitioned to the way the next group needs it

2.12 - Prohibited items

Certain items have the potential to damage facilities and require significant effort to clean up in preparation for the next event. When rooms are blocked on the schedule due to repair or extended cleaning, it limits the efficient use of the facility for all. To ensure the facility is ready for efficient use, Event Management typically prohibits the use of the following:

  • Difficult to clean items
    • Candles and (melted candle wax) – open burn policy prohibits
    • Dance Powder
    • Glitter
    • Hay
    • Sand
    • Silly String
  • Potentially damaging items
    • Aerosol Sprays (including paint and glue)
    • Tape (except painters tape)
    • Smoke/Fog Machines (leaking liquids) (see Section 3.10 for more information)
    • Cinder Blocks or Paving Stones
    • Burning Incense
  • Items which pose a fire risk (see Section 3.7 for more information)
    • ANY cooking appliances (hot plates, electric griddles, popcorn machines, etc.)
    • Non-flame-retardant curtains/fabrics/paper machete (curtains/fabrics in use must have proof of flame retardant treatment or quality)
    • Fireworks (including sparklers)
    • Open flames--including candles--are prohibited 
    • Propane or any other fuel or accelerant
    • Helium and helium filled balloons

Use of these items, or anything of a similar damaging nature, may result in suspension of scheduling privileges and the assessment of restoration (cleaning/repair) fees.

2.13 - Room cleanliness and housekeeping

Any items brought into Student Affairs spaces by event organizers or their vendors must be removed or placed into provided waste receptacles by event organizers or their vendors at the conclusion of the reservation. Any items that are not removed will be assessed a storage fee until they are removed by the client or client's service provider. Unclaimed items will be disposed of consistent with the university policy on abandoned property.

Leaving rooms in a state that causes Facilities Management housekeeping to go above and beyond a normal and reasonable room cleaning will result in a housekeeping fee as indicated in the Fee Schedule in Section 2.9.2. Any event, regardless of the number of guests or the presence of food, may be assessed a housekeeping or restoration fee depending on the state of the room at the end of the reservation.

Hiring Facilities Management or Housekeeping

Event organizers which are hosting events outdoors and/or need assistance with grounds, electrical, plumbing, setups, or housekeeping will need to request support from Facilities Management directly. Requests are submitted through the FM Customer Portal available at: fm.virginia.edu.

2.14 - Service corridors

Only UVA Event Management, Virginia Catering Company, and Facilities Management staff and their agents may use service corridors and storage areas within Event Management facilities. Temporary use of service corridors is generally for loading and unloading only and must be prearranged with Event Management. Using corridors for the duration of an event or as a catering staging area is prohibited.

2.15 - Use of materials protected under copyright

Per UVA Policy: GOV-005: Adherence to Copyright Protections, individuals, CIOs, and departments are prohibited from showing or using material that is under copyright without securing permission from the rights holder. This includes showing movies and TV shows, playing or performing music, or producing a show without permission. For assistance in securing rights to copywritten material contact the Office of Student Engagement ([email protected]).

Event Management reserves the right to request proof that event organizers have secured permission to use copywritten material. If event organizers do not have proof, Event Management may cancel the event in question or hold confirmation of event until proof can be obtained.

Persistent failure to secure rights may result in organizations losing their Event Management scheduling privileges and/or referral to the University Judiciary Committee.

2.16 - 1515 game room

The 1515 Gameroom is available for the enjoyment and convenience first for UVA students and then for faculty, staff and their guests. A valid UVA ID card is required to check out any 1515 Gameroom resources. UVA ID holders must accompany non-UVA guests at all times. Individuals in violation of this policy will be asked to leave the 1515 Gameroom and may be referred to their host groups or to UVA Police. Children must be supervised per Section 3.6. Unsupervised children will be asked to connect with their guardian or host group.

The 1515 Gameroom is generally not available for special events. Any special events allowed in the 1515 Gameroom are at the discretion of the Director for Student Engagement/designee. Every effort should be made to not limit access of students to the space. Rental fees will always apply regardless of internal/external event organizer. Contact [email protected] for rates and additional information.