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