When and how are fees assessed?

Room charges are determined by the type of group making the reservation:

1. Student Organizations (CIOs) and Student Affairs units are not charged for use of Student Affairs Event Management Spaces. 
   • CIOs/Student Affairs may be charged for additional non-standard equipment or staff support if it is requested for the event (CIO rates apply). 
   • CIOs/Student Affairs may also be charged for damages, late cancellation/change fees, and no-shows fees. 
2. UVA Departments are charged an internal flat rate for use of spaces
   • Rate includes: setup, standard event equipment (tables/chairs), standard Audio Visual equipment (projector/sound where applicable), event staff support)
   • Additional non-standard equipment or staff support may be available for an additional fee (Departmental rates apply)
   • If the Department is sponsoring an outside organization or individual where the primary attendees are non-affiliated individuals, Non-Affiliated rates would apply (see below). 
3. Non-affiliated individuals and organizations  are charged an external flat rate for use of spaces
   • Rate includes: setup, standard event equipment (tables/chairs), standard Audio Visual equipment (projector/sound where applicable), event staff support)
   • Additional non-standard equipment or staff support may be available for an additional fee (non-affiliated rates apply)
   • Note: Per University Policy, external organizations are not permitted to reserve spaces through Event Management without being sponsored by a student organization (CIO) or University department. The sponsoring CIO or department will be held responsible for the activities of the non-University group
     • 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. 
     • Weddings, Memorial Services, and the like may be hosted with Event Management as the sponsor - see the UVA Chapel Page for additional information 

Cancellation Policy and Fees

To cancel a reservation, the event requester 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.  

Facility Rates and Fees Schedule

For current room rental, equipment rental, and fee schedule see our current rate sheet here, or contact [email protected].

Additional Non-Event Management Costs 

Event Security

Some events may require hiring the University Police Department and/or RMC for security. Events which take place after midnight, have alcohol (Section 4.1), are collecting a significant amount of paper money, or which are determined by the University to pose a safety or security risk are required to have security present.  

For additional information on hiring Security for your event please see Event Management policy on Police/Security.

Facilities Management 

Some events require the help of the Division of Business Operations and Facilities Management - specifically setup and trash/recycling service for events which take place outdoors (South Lawn, Amphitheatre, Gardens, etc.). 

To request FM services visit their website: https://customerportal.fm.virginia.edu/home/