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Outdoor Spaces

Outdoor Spaces

UVa outdoor venues can accommodate various events with up to 2,500 guest.

Meeting & Event Spaces

Meeting & Event Spaces
UVa meeting and event spaces are perfect for small intimate gatherings of 5-10 guest or larger gatherings with up to 500 guest.

UVa Chapel

UVa Chapel
The historic UVa Chapel can host weddings, memorial services, meetings and specials events for up to 250 guest.

Announcements

Academic Space Request for Fall 2014

Single Date Request

Beginning on August 18, we will begin accepting single date request for an event occurring on or after August 25 through December 5. Request must be submitted via the SOURCE at least 3 business days before the event start date.

 

Weekly Meeting Request

On October 13, we will begin accepting requests for weekly meetings occurring on or after October 27 through December 5. Request must be submitted via the SOURCE at least 5 business days before the event start date.

 

Please click here for a listing of academic spaces and hours.

 

Academic Space Use Policies for Student Groups

Every effort is made to accommodate student group request for academic space. Student groups include CIOs, FOAs, Agency, and Special Status groups. The policies below have been articulated by the Office of the Provost in consultation with the Office of the Dean of Students and Student Council in order to prevent disruption to classes and eliminate damage to classroom facilities. The restrictions apply to all events held in academic spaces.

  1. Student groups (CIOs, FOAs, Agency, and Special Status groups) may not use academic space without a confirmed reservation from Event Planning Services.
  2. Classroom space may not be reserved after the last day of classes (due to exams)
  3. The following is not permitted in academic spaces:
  • Food and Drink
  • Loud Noise (amplified sound, speaking or music beyond a normal conversation level, etc.
  • Dancing (dancing without shoes is permitted, but all furnishing must be returned to their original location)
  • Movies (because of the amplified sound policy and copyright laws)

*Special Note: Spaces left in disarray after an event will be assessed a housekeeping fee*

 

d. Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up. Lecterns must not be moved. Classroom equipment MUST NOT be disconnected or removed. Removal will be considered theft.

e. Activities must not disturb other groups using adjacent/nearby space.

f. Student groups must adhere to the approved reservation time. Prior approval is required to extend or alter a reservation in any way. This request must be made at least 24 business hours in advance.

g. Student groups found to be in violation of these policies will be appropriately sanctioned.

 

Additional notes for Performing Arts Groups needing rehearsal and performances spaces

  1. A special “Sound Zone” has been created to permit acappella and theatrical rehearsals with minimal impact to classes. Singing and dramatic rehearsals are permitted in these spaces, though amplified sound and dancing (with shoes) are still prohibited. Groups needing amplified sound should seek to reserve Student Activity Spaces instead of academic spaces. Note that other academic spaces continue to be available to performing arts groups subject to the standard loud noise stipulations.
  2. High demand performance spaces (Chemistry 402 and Wilson 402) may be reserved for final/dress rehearsals 2 weeks prior to a group’s performance in those spaces. These spaces may also be reserved outside of that window subject to availability.
  3. Musical and theatrical rehearsals and performances must stay contained with the assigned room (i.e., no spillover into the hallway or lobby)
  4. Rehearsals are limited to 2 hours at a time due to demand constraints and the desire to be fair to all performance groups requesting space. Five business days prior to the rehearsal, however, the time may be extended beyond 2 hours if no other group has reserved the space.
  5. Housekeeping must be provided for all performances.

 

Official Launch of New Event Management System (EMS)

Dear UVA Community Member:

The Office of the Dean of Students is pleased to announce the official launch of EMS, Event Management System, for requesting student activity spaces. The system can be accessed via the following link: http://www.virginia.edu/deanofstudents/eventplanning/ems/. Thank you for your patience and please share any feedback you may have as we continue to refine the system and our processes.

Background: the change in system is the result of feedback from students, staff, and faculty desiring (1) a more robust way of submitting and viewing space requests and (2) to receive a faster approval/confirmation of the request.  Benefits of the system include better response time, a calendaring system that shows immediate space hold upon request submission, enhanced real-time space availability, and new requester-controlled features.  We are confident that you will find the system much more user-friendly and easy to navigate.

GENERAL REMINDERS

Academic space requests are managed via the SOURCE: http://www.virginia.edu/source/index.php

In order to reserve student activity space in the new system, each department and CIO must assign a maximum of two individuals to serve as the primary reservation contacts for the organization.  These individuals are referred to as “event requesters.”  If your department/CIO has no plan to reserve student activity space, there is no need to delegate an event requester.

Each event requester is required to attend a one hour training session before system access is granted.  The session focuses on the basics of the system including submitting, viewing, and modifying a request.  In addition, the session briefly highlights general space use policies and procedures.  Upon completion of the training, an Event Planning Services staff member will authorize your ITS-issued username and password for system access and notify you via email.  Only those individuals who attend training and are designated as ‘event requester’ are granted access to the system for their specific department/CIO.

CIOs, FOAs, Agency and Special Status Organizations, please click here to register for training.

Administrative and Academic Departments, please click here to register for training.

Special note to CIOs:  CIOs must make the event requester designation within atUVA.  It is critical that CIOs ensure the contact information is regularly updated.  It takes approximately one week for event requester changes to take effect within the system.  If you are to serve as event requester for multiple CIOs, you must be designated as such for each organization.

Special note to Departments:  Departments must make the event requester designation by clicking here.  It will take approximately one week for event requester changes to take effect within the system.

If you have questions or concerns, please don’t hesitate to contact the ODOS Event Planning Services via email at eventplanning@virginia.edu or by phone at 434-924-7225.

Thank you

ODOS Event Planning Services

 

Updated Policies for the Use of Academic Spaces 10-15-2013

Policies for the Use of Academic Space

Every effort is made to accommodate CIO requests for academic space. As a result of the large number of CIOs and need to prioritize classroom space for classes and labs, CIO demand for classroom space frequently outstrips supply. We ask for CIO patience and cooperation in our efforts to meet your needs with the understanding that we may not always be able to approve your first choice of space and time. The policies below have been articulated by the Office of the Provost in consultation with the Office of the Dean of Students and Student Council in order to prevent disruption to classes and minimize damage to classroom facilities. We are grateful for your partnership in caring for our shared spaces.

Please note that Student Activity Spaces managed by the Office of the Dean of Students (Newcomb, Ern, the Forum, Runk Green Room, SAB, etc) are not subject to the policies listed below. For information on those spaces, please visit http://www.virginia.edu/deanofstudents/eventplanning/policies/.

1. Requests for academic space must be submitted to Event Planning Services no later than 5 business days prior to the event start date and the request must be received by 5:00 pm.

2. Academic spaces may be reserved on weekday evenings and weekends. Academic spaces and times designated by the Office of the Provost as available for reservation are listed on the Event Planning Services website: http://www.virginia.edu/deanofstudents/eventplanning/our-spaces/

3. Classroom space may not be reserved after the last day of classes (due to exams).

4. The following is not permitted in academic spaces:

Food and Drink

Loud Noise (amplified sound, speaking, or music beyond a normal conversational level)

Dancing (dancing without shoes is permitted)

Movies (because of the amplified sound policy and copyright laws)

5. Furniture should not be removed from the classroom or rearranged unless it is returned to its original set-up. Lecterns must not be moved.

6. Activities must not disturb other groups using adjacent/nearby space.

7. Groups must adhere to the approved reservation times. Prior approval is required to extend or alter a reservation in any way. This request must be made at least 1 business day in advance.

8. CIOs found to be in violation of these polices will receive a warning from Event Planning Services. A second violation may result in the organization losing its academic space reservation privileges for a period of 12 months.

Additional notes for Performing Arts Groups needing rehearsal and performance spaces

1. A special “Sound Zone” has been created to permit a cappella and theatrical rehearsals with minimal impact to classes (i.e., the Provost’s Office has generously moved classes to facilitate this zone). Singing and dramatic rehearsals are permitted in these spaces, though amplified sound and dancing (with shoes) are still prohibited. Groups needing amplified sound should seek to reserve Student Activity Spaces instead of academic spaces.

The following spaces are designated as a Sound Zone (the list may evolve as the year progresses):

• Maury 104, 110, 113, and 115
• Minor 125 (with the single provision that groups could be bumped if the room is needed by a special program/event; the bumped group will be provided with one week notice)
• Minor 130
• Cauthen 134

Note that other academic spaces continue to be available to performing arts groups subject to the standard loud noise stipulations.

2. High demand performance spaces (Chemistry 402 and Wilson 402) may be reserved for final/dress rehearsals 2 weeks prior to a group’s performance in those spaces. These spaces may also be reserved outside of that window subject to availability.

3. Musical and theatrical rehearsals and performances must stay contained within the assigned room (i.e., no spillover into the hallway or lobby).

4. Rehearsals are limited to 2 hours at a time (Monday – Thursday) due to demand constraints and the desire to be fair to all CIOs requesting space. On Friday – Sunday, there is flexibility to go beyond two hours depending on space availability. In addition, within five days prior to a weekday rehearsal, a CIO may contact Event Planning Services to request an extension beyond 2 hours if no other group has reserved the space.