• 1.0 - About UVA Event Planning Services
• 1.1 - Spaces available for reservation
• 1.1.2 - Academic Space
• 1.2 - Who is eligible to reserve space
• 1.2.1 - Internal use (student organizations, departments, students)
• 1.2.2 - External use (alumni, external organizations)
• 1.3 - Making reservations
• 1.3.1 - When to schedule and priority reservations
• 1.3.2 - Reservation deadlines
• 1.3.3 - How to request space
• 1.3.4 - How to request Audio/Visual services
• 1.3.5 - Finalizing/confirming a reservation
• 1.4 - Limitations on reservations
• 1.4.1 - CIOs Reoccurring Reservations in Meeting Rooms
• 1.4.2 - CIOs in Large Event Spaces
• 1.4.3 - CIO Large Events as Part of a Series
• 1.4.4 - Promotional Spaces
• 1.5 - Rain Location Reservations
• 1.6 - Making changes or alterations to reservations
• 1.7 - Cancellations and No Shows

1.0 - About UVA Event Planning Services

UVA Event Planning Services (EPS) oversees and manages Newcomb Hall, 1515, the Student Activities Building, Runk Green Room, the Forum at O-Hill, Ern Commons, and the Chapel. Additionally, EPS is responsible for reservations on South Lawn, the Lawn Gardens, Peabody Lawn, the Amphitheater, and academic spaces after class hours.

EPS spaces are supported primarily through student activity fee dollars and are designated as student activity space on grounds. As such, events organized by student organizations (CIOs), and which are targeted towards students, are the priority of the EPS team. CIOs are able to utilize EPS spaces with no room rental cost. University departments, alumni, and external organizations are also able to reserve spaces when available and are subject to rental fees.

EPS policies are reviewed regularly by the Event Planning Policies and Procedures Committee. EPS reserves the right to update and modify policies to ensure EPS spaces and resources are available to all and remain in good repair for years to come.

1.1 - Spaces available for reservation

For a complete list of spaces available for reservation, and the unique characteristics, procedures, and policies for each space, visit: http://eventplanning.odos.virginia.edu/student-activity-spaces.

1.1.2 - Academic Space

Academic spaces after class hours are available to CIOs for reservation. For a complete list of spaces available, as well as policies which specifically apply to these spaces, visit: https://eventplanning.odos.virginia.edu/academic-space. Note, policies listed below apply to academic space, unless otherwise noted on academic space page. 

1.2 - Who is eligible to reserve space

In order to support the wide variety of activities occurring outside of the classroom, EPS spaces are designated as Student Engagement spaces. These spaces are primarily used by the more than 600 Contracted Independent Organizations (CIOs) recognized by the UVA Student Council and the Office of Student Engagement. University departments, alumni, and external organizations are also able to reserve spaces when available and are subject to rental fees.

1.2.1 - Internal to UVA

In order to reserve space, the organizations listed below must designate two individuals as schedulers with Event Planning Services (EPS). To setup two individuals, email the names, NetIDs, and the CIO/SSO or department name which they will serve as schedulers for to [email protected]. 

Type of Organization	Description	Usage Costs
CIOs/Club Sports	CIOs or Contracted Independent Organizations are officially recognized student organizations on Grounds. In order to be recognized, groups must go through the Student Council approval process (for additional information visit: www.uvastudco.com/org-rec). Club Sports are CIOs which get additional approval by UVA Rec (for more information visit: recsports.virginia.edu/club-sports). In order to remain a CIO, groups must re-register each spring with the Office of Student Engagement – this includes updating their membership rosters. A new student organization pursuing approval as a CIO/CIO Club Sports may reserve a meeting space on one occasion for an interest meeting. Contact EPS directly via email.	No room rental fees are charged for events/meetings where majority of attendees are UVA community members. CIOs partnering with outside entities are subject to rental fees.   Non-standard equipment setup and rental are subject to fees.   Damages and late change fees may be charged.   No shows, late changes, and cancellations may result in loss of scheduling privileges.
Fraternities and Sororities	Only those Greek organizations in relationship with the University of Virginia through the FOA approval process may reserve spaces. For additional information visit: studentaffairs.virginia.edu/subsite/fsl	Same as CIOs.
Special Status Organizations (SSOs), Residence Life Councils, Class Councils, Student Affairs-Affiliated Organizations	Special Status Organizations (SSOs) are recognized by University Departments and empowered with specific rights and responsibilities unique to each group. Officers in these organizations may reserve space in student engagement spaces.	Same as CIOs.
University Departments	University Departments may designate faculty, staff, or student employees as their schedulers. University faculty and staff may make reservations for departmental events. If designated, students employed by, or interning in, departments may also make reservations for departmental events. Private or non-departmental social events hosted by a department may not be reserved in Event Planning Services (EPS) spaces. Rooms in EPS spaces are also not available for academic classes or programs – Departments must work with Classroom Management for these purposes. EPS will work with Classroom Management to review exceptions on a case-by-case basis.	Departments are charged a room rental fee which includes a standard setup of tables and chairs.   All unique setups and all equipment rental (including AV) is subject to fees.   Late change/cancellation, no shows, and damages are subject to fees.
Individual Students	At this time, EPS spaces are not able to be reserved by individual students. During peak study times, EPS spaces are made available to all as study lounges.	Not applicable.

1.2.2 - External to UVA

Alumni and Individual Community Members

University alumni and individuals with no affiliation may only reserve the University Chapel (for weddings, christenings/baptisms, and memorial services). Additionally, Alumni may also reserve any of the six Lawn Gardens administered by Event Planning Services (EPS).

Alumni reunion reservations must be made by the Alumni Association.

External (Non-University) Organizations

Outside companies and agencies may NOT make reservations directly through Event Planning Services (EPS).

Only companies recruiting approved by University Career Center may book rooms, but not tabling spaces. Interested organizations must first submit a request to the Career Center who will then work with EPS.  

State and federal agencies may occasionally hold functions in EPS Spaces, but these approvals are made on a case-by-case basis.

Other non-University entities must coordinate with a department or conference services to reserve spaces.

1.3 - Making reservations

1.3.1 - When to schedule and priority reservations

In order to ensure equitable access to event spaces, the reservation system limits how far in advance bookings can be requested. Dates are set for when Event Planning Services (EPS) begins to accept reservations for the following term – note on the first day reservations can be made, the system will open at 12pm. CIOs and Departments generally ensure important requests are submitted as close to the opening time on that date as possible.

When Event Will Take Place	First Day Reservation Request Can Be Made
Fall Semester or Winter Break	First Monday of April (in 2023 – April 3)
Spring Semester	First Monday of September (in 2023 – Sept 4)
Summer	First Monday of February (in 2024 – Feb 5)

Priority Reservations:

Departments and SSOs which are hosting Major Events (as defined below), may submit their request up to one year in advance of their event date (if the request does not qualify as a Major Event it must use dates outlined above and standard submission outlined in Section 1.3.3). These requests are NOT submitted through the reservation portal (EMS) – submit a Major Event Priority Request using this form. NOTE – a new form must be submitted for EACH event.

Factors which are used by Event Planning Services (EPS) to determine if a reservation can be submitted as a Major Event include but are not limited to: open to the entire UVA community (or a substantial portion of it), will have more than 300 attendees, will be in more than 1 large event space, and/or will require significant coordination of service providers/contractors/departments. Determination is at the discretion of EPS.

1.3.2 - Reservation deadlines

For Large Event Spaces (Newcomb Ballroom, South Meeting Room, Commonwealth Room, Ampitheater, South Lawn, etc.), requests must be submitted AT LEAST 14 DAYS PRIOR TO YOUR EVENT DATE.

For meeting and conference room spaces, requests must be submitted AT LEAST 3 DAYS PRIOR TO YOUR EVENT DATE.

For banner, exhibit, and information tabling spaces, requests should be made no less than 3 days prior to installation date. See Section 5 (SOLICITATION, ADVERTISING, AND MARKETING) for additional information.

1.3.3 - How to request space

ALL INTERNAL RESERVATION REQUESTS MUST BE SUBMITTED BY YOUR ORGANIZATION’S DESIGNATED SCHEDULERS THROUGH THE ONLINE SCHEDULING PORTALS:

 Academic Spaces: 25Live

 Student Affairs Spaces (Newcomb, 1515, SAB, Outdoor Spaces, Gardens, etc.): EMS

NO INTERNAL RESERVATION REQUESTS WILL BE ACCEPTED OUTSIDE OF THE PORTALS. If you have questions on how to utilize these portals, please contact the Event Planning Services (EPS).  

 If you are an Alumni, contact the Alumni Association to make a booking request on your behalf.

 Outside organizations, businesses, and individuals should contact the Office of Events and Venues directly at: [email protected]

1.3.4 - How to request Audio/Visual services

If the space requested allows for multiple setup options or AV, the reservation request portal will prompt you to select the type of setup you would like for your event and what AV equipment you may need provided.

In order to receive a setup or AV for your event YOU MUST select these items on your request. If you do not request these items, you will not be provided them.

1.3.5 - Finalizing/confirming a reservation

After the designated scheduler for your organization submits your request, Event Planning Services (EPS) will review the request. If EPS has questions related to the request or needs concerning your event they will reach out to the scheduler. Once questions are answered, or if no questions arise during the review, an Event Confirmation email will be sent to the scheduler. This confirmation will list out the date(s), time(s) and location(s) reserved, as well as the setup(s) and AV equipment to be provided (if applicable).

It is the responsibility of the organization or department to review this confirmation for accuracy. If any changes are needed, the scheduler for the event must reach out to EPS AT LEAST ONE WEEK PRIOR to the event.

At least one week prior to a scheduled event, organizations and departments must confirm event details including, but not limited to, the following:

• Room(s) scheduled
• AV equipment to be used
• Room setup including number of chairs and desired arrangement (and diagram, if needed)

1.4 - Limitations on reservations

1.4.1 - CIOs Reoccurring Reservations in Meeting Rooms:

When Event Planning Services (EPS) begins accepting reservations for the following semester, CIOs may submit requests for up to 15 dates. Once the semester of those bookings begins, a second series of up to 15 reservations dates may be requested if space remains available. CIOs are limited to a total of 30 reservations in EPS meeting rooms per semester.

1.4.2 - CIOs in Large Event Spaces:

Due to limited large event spaces available on grounds for CIOs to use, each CIO is limited to three reservations in the Newcomb Ballroom per semester. Additionally, CIOs may not have recurring (daily/weekly/biweekly/monthly) reservations in large Event Planning Services (EPS) spaces (Ballroom, South Meeting Room, Commonwealth Room). CIOs which wish to have more than three reservations total in large EPS event spaces will need to justify their request to EPS and may be prioritized after organizations that have not yet had events in large event spaces.

1.4.3 - CIO Large Events as Part of a Series:

Films may be approved for multiple days/showings or in a series. Note, CIOs and departments must follow policies related to showing copywritten content (see section 2.15 below).

A CIO may only produce one play per semester with up to three nights of performances and seven days for set building. A total of 15 rehearsals dates may also be booked. In addition to following policies related to producing copywritten content (section 2.15), CIOs producing theatrical productions are subject to specific guidelines and requirements outlined in section 2.15.

1.4.4 - Promotional Spaces:

The following spaces are reserved no more than one month ahead of the start date: Amphitheater banner spaces (week reservation; Mon – Sun, once per organization, per semester)

Newcomb Hall's Second floor exhibit cases (week reservation: Mon – Sun; 2 weeks total per organization, per semester)

Indoor and outdoor information table spaces (reserved by the day; up to 5 days in each area per organization, per semester)

1.5 - Rain Location Reservations

Events which take place outside are eligible to book an additional indoor space or spaces as a rain site. Rain sites may be utilized as a backup location if the outdoor event site is no longer available due to inclement weather. Rain location reservations are made using the same process outlined in section 1.3 above – however the title of the event should include “RAIN SITE.”

Event organizers must decide no later than 24 hours prior to their event if they will be utilizing their rain site or not. Failure to decide to either utilize or release the rain site will likely result in the rain site not being setup or being unusable for event.

Event Planning Services (EPS) will do its best to accommodate changes as requested by the client, however changes are dependent on availability of staff and equipment. An approved move to a rain site less than 24 hours prior to an event is subject to a $50 late change fee.

1.6 - Making changes or alterations to reservations

Requests to change a reservation must be sent via email directly to eventplann[email protected] no later than 72 hours prior to the event.

Event Planning Services (EPS) will do its best to accommodate changes, however changes are dependent on availability of staff and equipment requested and may not always be possible. If changes are approved, EPS will send a new confirmation with the updated information.

Changes made within 72 hours of the event, including on the day of the event, are subject to a late change fee of $25. Note, this fee is in addition to any rental or labor costs that would normally be charged for items requested. See additional Fees in Section 2.9.

1.7 - Cancellations and No Shows

To cancel a reservation the event requestor must email [email protected] Reservations canceled less than 72 hours prior to event may be subject to fees or loss of scheduling privileges.

If an event is not canceled and the event host fails to show up for their reservation, it will be considered a NO SHOW. The organization hosting the event may be subject to fees and/or lose scheduling privileges. The length of time this privilege is revoked is determined on a case-by-case basis by EPS leadership.