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.


2016 Garden Lottery for Finals Weekend

ODOS Event Planning Services is holding a lottery for reservations in the Gardens on Finals Weekend for graduating students to host a party or reception. There are between 20-25 slots available.

The lottery is open to all graduating students. We will accept entries between 10 a.m., Monday, April 18, through 5 p.m., Friday, April 22. Winners will be notified on Monday, April 25, by 5 p.m. Only one entry is allowed per person.

You can submit your entry at http://goo.gl/forms/mKxrfSD0HH/

2016-2017 – Opening of the Books for Student Activity Space Reservations

As of April 1st, we are accepting requests for the 2016-2017 Academic Year from student organizations. The books will open to administrative and academic departments on April 8th.

As a reminder, only an event requester may make a request. For questions about how to designate an event requester, please visit:: http://www.virginia.edu/deanofstudents/eventplanning/event-requester/

Additionally, to help us accommodate all student organizations who would like to reserve space, please note that:

  •         The Ballroom, Theater, or combination thereof, may not be booked more than three (3) times a semester.
  •         Rehearsals and meetings can each be booked once per a week for a total of fifteen occurrences a semester. Please try to keep meetings under two (2) hours.

If you have any questions, please email us at eventplanning@virginia.edu

We look forward to booking your reservations!

Inclement Weather – Event Cancellations

All events are cancelled in student activity and academic spaces on Friday, 1/22, and Saturday, 1/23. Please call the Newcomb Hall Information Desk to check your event status on Sunday: (434) 924-3601.

Wedding Reservations for September – November 2016

On March 1st, we will accept requests for the months of September – November 2016, and will process such requests on a lottery basis. Due to the high-volume of requests, it is highly encouraged that you mention alternate dates with your request.

Please note that this is an exception to our first-come, first-served policy for processing requests; and is only in effect on March 1st, 2016.

2016 Spring Academic Space Reservations

On November 20th, we will begin accepting requests for academic spaces for the spring semester. We highly encourage you to submit your request early, especially if you are a performance group, require a high-demand space, or plan to have a weekly meeting.

We give priority to requests in the order that they are received. We will do our best to coordinate with groups for high-demand spaces that may have limited availability. Each group is limited to 30 bookings.


Due to class assignments that may shift, we will only begin processing requests on January 20th. Confirmations will be made on a day-by-day basis for the first week of classes; and a week-by-week basis until February 10th. Afterwards, individual and recurring requests will be processed up until the last day of classes.

Please do not publicize your event location or time until you receive a confirmation. You may want to use a student activity space or another non-academic facility if you need to publicize for an event during or before the first four weeks of classes.


If you ever have any questions regarding your request, please do not hesitate to contact us! Please remember to visit our website before making your request to find useful information for classroom reservations, such as what is available to be requested and policies for student groups using classrooms (you’ll need to be aware of both).


We look forward to scheduling your requests for the spring semester!

Spring 2015 Graduation Garden Lottery

Beginning 8 AM on Monday, April 20th, registration for the graduation garden lottery is open to all graduating students, groups of friends, and student groups.  One entry per eligible person.

Please submit your entry by 5 PM on Friday, April 24th, here.

2015-2016 Student Activity Space Reservations

Beginning at 8:00 a.m. on April 3, 2015, the ODOS Event Planning Services office will begin accepting Academic Year 2015-2016 reservation requests for Student Activity Spaces from active CIOs, FOAs, Agency and Special Status Organizations. You will be able to make requests for events that occur between August 24, 2015 and May 15, 2016. Please submit the requests via EMS: (http://www.virginia.edu/deanofstudents/eventplanning/ems/).

Requests can only be submitted by your organization’s designated event requesters. All organizations are permitted to have 2 designated event requesters. To designate a member of your organization as an event requester, please click here for a video with step by step instructions (additional event requester info).

Listed below are general policies regarding Student Activity Space requests. These policies enable us to accommodate as many meetings and events as possible:

· Ballroom/Theatre: Maximum of 3 events in either the Theatre or Ballroom or the combination of both per CIO per semester.

· Rehearsals: Rehearsals are not permitted in Ern Commons on Thursday, Friday, or Saturday after 5:00 p.m. 15 rehearsals per semester (1 per week) can be booked. No rehearsals in the Theatre or Ballroom except for a dress rehearsal in the same location as the show.

· Painting/Set Prep: These activities may only take place in the SAB and certain outdoor spaces.

· Weekly Meetings: 15 meetings per semester (1 per week) can booked. Maximum length for a meeting is 2 hours.

Your submitted request does not constitute a reservation of the space. A space approval or confirmation will be sent via email from an event planner once your request has been approved. Thank you for your time and if we can be of further assistance please email us at eventplanning@virginia.edu

Spring 2015 Academic Space Reservations

Single Date Request

Beginning on January 5, we will begin accepting single date requests for events occurring on or after January 12 through April 28. Requests must be submitted via the SOURCE at least 3 business days before the event start date.


Monthly and Weekly Meeting Request

On February 9, we will begin accepting requests for monthly and weekly meetings occurring on or after February 23 through April 28. Requests must be submitted via the SOURCE at least 5 business days before the event start date.


For more information on specific academic space and the hours available for student organization use, please click here.


Academic Space Use Policies for Student Groups

Every effort is made to accommodate student group requests 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.

a. Student groups (CIOs, FOAs, Agency, and Special Status groups) may not use academic space without a confirmed reservation from Event Planning Services.

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

c.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 setup. 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 spaces.

f. Student groups must adhere to the approved reservation time. To extend or alter a reservation, a request must be made at least 24 business hours in advance and is subject to approval.

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 within 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.

If you have any questions, concerns, or need more clarification, please email eventplanning@virginia.edu.