1.0 - About UVA Event Management

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 Management

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

Event Management 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 Event Management team. CIOs are able to utilize Event Management 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.

Event Management policies are reviewed regularly by the Event Management Policies and Procedures Committee. Event Management reserves the right to update and modify policies to ensure Event Management 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: 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: 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, Event Management 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 Management. To setup two individuals, make sure your organization's roster is updated on Hoos Involved (Presence) or reach out to Event Management directly. 

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 IM-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 Event Management 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 Management spaces. Rooms in Event Management spaces are also not available for academic classes or programs – Departments must work with Classroom Management for these purposes. Event Management 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, Event Management spaces are not able to be reserved by individual students. During peak study times, Event Management 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 Management.

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 Management .

Only companies recruiting through the 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 Event Management.

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

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

1.3 - Making reservations

1.3.1 - Reservation deadlines

For Large Event Spaces (Newcomb Ballroom, South Meeting Room, Commonwealth Room, Ampitheater, Lower 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.

Reservations may be made in Student Activities spaces up to 365 days in advance.

1.3.2 - 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 Management.

 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 Event Management office directly at: [email protected]

1.3.3 - 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, they will not be provided.

1.3.4 - Finalizing/confirming a reservation

After the designated scheduler for your organization submits your request, Event Management will review the request. If Event Management 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 Event Management 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 Management 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 Event Management 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 Management spaces (Ballroom, South Meeting Room, Commonwealth Room). CIOs who wish to have more than three reservations total in large Event Management event spaces will need to justify their request to Event Management 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 with 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 Management 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 [email protected] no later than 72 hours prior to the event.

Event Management 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, Event Management 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 Event Management leadership.