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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

Department Spring 2015 Spring Student Activty Reservations

Department Spring 2015 Announcement

Beginning on November 14, 2014 at 8:00a.m. the ODOS Event Planning Services Office will begin accepting reservation requests for Student Activity Spaces from University Departments for Spring and Summer 2015 (January 2-August 14, 2015) exclusively via EMS (http://www.virginia.edu/deanofstudents/eventplanning/ems/). Note: This does not include information tables and banner spaces. Requests will not be accepted via email or over the phone.

Requests can only be submitted by your department’s designated event requester. If your department does not have a designated event requester or you have not attended a training session, please click here for information on upcoming sessions.

Requests will be processed beginning on December 8, 2014, and will be processed in the order in which they were received.

Your submitted request does not constitute a reservation of space. A space approval or space confirmation will be sent via email from an event planner once your request has been approved.

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

Thank you for your cooperation and for planning your event with the ODOS Event Planning Services Office.

 

SPRING 2015 STUDENT ACTIVITY SPACE RESERVATIONS

Active CIOs, FOAs, Agency and Special Status Student Groups

Beginning at 8:00 a.m. on Wednesday, November 12, 2014, the ODOS Event Planning Services Office will begin accepting reservation requests for Student Activity Spaces from active CIOs, FOAs, Agency and Special Status Organizations for Spring 2015 events occurring between January 12 and May 8 exclusively via EMS (http://www.virginia.edu/deanofstudents/eventplanning/ems/).

Requests can only be submitted by your organization’s designated event requester(s). All organizations are permitted to have a maximum of 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. If you are a designated event requester but you have not attended a training session, please click here for information on upcoming sessions.

The chart that follows offers general policies applicable to the submission of space requests for Spring 2015. Please review the chart prior to submitting your space request. These parameters assist us in accommodating as many meetings and events as possible. If you have any questions or concerns, please email eventplanning@virginia.edu.

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 p.m.15 rehearsals per semester (1 per week) can be booked between January 12 and May 8. A second series of rehearsals can be requested starting on January 12.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 One meeting per week (15 total), that is limited to 2 hours in duration, can be requested from January 12 to May 8. A second series of weekly meetings can be requested starting on January 12.

Requests will be processed beginning on December 8, 2014 and will be processed in the order in which they are received.

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.

Academic Space requests will be accepted beginning January 5, 2015.

Thank you for your cooperation and for planning your event with the ODOS Event Planning Services Office.

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.