Reservation Process

Reservation Process

Creating a Reservation

The first step in creating a reservation in understanding the kind of space you would like to reserve. Student Affairs has two main kinds of spaces:

  • Student Activity Spaces

  • Academic Spaces

 

Academic Spaces are essentially classroom spaces. Only current UVA students can reserve classrooms and lecture halls. To reserve an Academic Space, do so at this link: 25Live

Student Activity Spaces are general venues that are not intended for UVA classes. Student Activity Spaces can be reserved by any member of the UVA community who is a designated Event Requestor. For more information on Event Requestors, click here.

To reserve a Student Activity Space, do so at this link: EMS.

Placing a Reservation Request

The process for reserving an Academic Space and reserving a Student Activity Space are similar. In both instances, you are placing a request for a reservation. It is important to note that a request for a reservation is not a confirmation. Once your request has been placed, the Event Planning Office will then review your request and will do one of the following:

  • Confirm your request

  • Deny your request

  • Ask for more information

 

The Event Planning Office reviews each request, and makes a decision as to how to proceed based on the information provided in the reservation request. The Event Planning Office has the authority to deny requests at their discretion. To increase the likelihood of having your event confirmed, please include as much information as possible. Below is a list of reasons as to why an event might be denied:

  • Lack of information/description

  • Event request violates policies

  • Event Requester fails to respond to requests for more information

  • Event Requestor fails to complete relevant forms on time

 

Confirmations are sent based on the reservation request. If the resource is not listed on the reservation request, it will not be listed on the confirmation. If the resource is not listed on the confirmation, it will not be present at the event. Below is a list of items to include on your reservation request:

  • Audio and Visual equipment (Microphones, projector, sound system)

  • Number of tables (Round, rectangular)

  • Stage

  • Setup/Orientation

(NOTE: events in Academic Spaces cannot have resources added to the room. The spaces come as is.)

Finalizing

Once an event has been approved, the Event Planning Office will send a confirmation email. It is important to read over the confirmation email to ensure that all of the relevant is listed in the confirmation. 

The Setup Team will setup your event based on the confirmation, so if something is not listed on the confirmation then you should contact the Event Planning Office as soon as possible.

To contact the Event Planning Office, please do one of the following:

  • Email [email protected]

  • Call the office at 434-924-7225

  • Visit the Event Planning Office on the fourth floor of Newcomb Hall

Issues Logging In?

Having issues logging into EMS? If you are new to EMS, please email [email protected] with the following information:

  • First Name, Last Name
  • Organization you are a part of
  • Your position in that organization
  • Phone number

For students, only the current President and Vice-President of your registered CIO may have access to EMS.

For faculty and staff, please contact your supervisor for event requests. If you are a new supervisor, please follow the instructions above.

For alumni, please do not log in to EMS. For alumni related events, please email [email protected] with your inquiry.

AUTO DEFAULT TIME for SETUP & BREAKDOWN for our staff

  • Ballroom- 3 hour auto setup time and half hour breakdown 
    NOTE: ask for 2 hours later than your start time and then indicate what time you want to start in the “user define field”
  • Ern, Forum and Runk  1.5 auto setup time and half hour breakdown
    NOTE: ask for 1.5 hours later start time and then indicate what time you want to start in the “user define field”
  • Commonwealth, South Meeting Room - 2 hour auto setup time and half hour breakdown
    NOTE: ask for 1 hour later start time and then indicate your real start time in the “user define field”
  • Theater  1 hour auto setup time and half hour breakdown
    NOTE: ask for half hour later start time and then indicate your real start time in the “user define field”
  • Conference Rooms (fixed setup):  half hour setup default time & 15 min breakdown

BUILDING HOURS:  Ern, Forum, Runk & SAB are open for setup at 8:30am (M-F) and 9:30am (Sat & Sun)

REQUIRED: NIGHT BEFORE SETUP by our staff:

  • Ballroom, South Meeting Room, Commonwealth Room, Ern, Forum, Runk & SAB: Any large setup that starts before 12pm will need a setup done the night before. If this is not possible, then we may not be able to accommodate the event. EPS will need to determine this.

SPECIAL BUILDING HOURS (summer and holidays shortened)
NOTE: Newcomb spaces on Sat & Sun – open for our setup at 8:30am.
Ern, Forum, Runk & SAB are open for our setup at 8:30am (M- F) & 9:30am (Sat – Sun)