General Policies
Updated Spring 2023
Facility Usage
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
Facilities Management
2.1 - Amplified sound
2.2 - Animals
2.2.1 - Hosting an Animal Related Event or Activity
2.3 - Common spaces
2.4 - Damages
2.5 - Decorations and furnishings
2.6 - Deliveries, loading/unloading, and parking
2.7 - Dress code
2.8 - Event service providers and vendors
2.9 - Fees and billing
2.9.1 - Room Charges: When and how fees are assessed?
2.9.2 - Types of Fees and Fee Schedule
2.9.3 - Billing
2.10 - Fundraising
2.11 - Production of theatrical performances
2.12 - Prohibited items
2.13 - Room cleanliness and housekeeping
2.14 - Service corridors
2.15 - Use of materials protected under copyright
2.16 - 1515 game room
Safety and Security
3.0 - Event organizer responsibility
3.1 - Building access
3.1.1 - During business hours
3.1.2 - After business hours
3.2 - Crowd control, egress, and safety planning
3.3 - Disruptive Audience Members
3.4 - Emergency procedures
3.5 - Inflatables/amusements
3.6 - Minors (individuals under 18)
3.7 - Open Flames/Pyrotechnics
3.8 - Personal behavior
3.9 - Security/Police
3.10 - Strobe lights, smoke machines, and hazers
3.11 - Transportation
3.12 - Use of outside equipment (AV, tents, stages, etc.)
3.13 - Weapons
Food and Beverage
4.1 - Alcoholic beverages
4.2 - Catering
4.3 - Food trucks
4.3 - Self-Prepared (Homemade) food
Solicitation, Advertising, and Marketing
5.1 - Banners
5.2 - Donation bins
5.3 - Posting and unattended literature distribution
5.4 - Table tents
5.5 - Tabling