Academic Space

 

Academic spaces are not available during the summer. We are currently receiving academic space requests for Fall 2017. Our office begins to process academic space requests on the first day of classes. Please do not begin advertising for your event until you have received a confirmation.

Step 1 – Review the Rules and Regulations

Who can place a request?

Academic Spaces can be reserved by individual students, student organizations, CIOs, Greek life, and student councils. You do not need to be a registered Event Requester in order to place a request.

What if I am part of a department, not a CIO?

Departments can reserve academic spaces, but note that the University Registrar processes your events and not Event Planning Services. If you have any questions about reserving a classroom for a Department, you can contact them at rooms@virginia.edu.

How late can I place a request?

The latest you can place a request is three business days before your event will take place.  

How many spaces can I reserve?

A maximum of 30 academic spaces per semester can be reserved by all groups, students, and CIOs.

What is prohibited in an academic space?

  • Food and Drink (this includes all hallways and lobby areas)
  • Loud Noise
  • Dancing with shoes on (you may dance without shoes)
  • Unlicensed Media (Movies, Films, Music etc.)
  • Use of Lobbies or the Hallways
  • Difficult to Clean Materials (Glitter, Adhesive, Paints etc.)
  • Hazardous Materials (Candles, matches, etc.)
  • Moving or re-arranging of classroom furniture

Failure to follow any of these rules will result in appropriate fees and sanctions.

What if my event requires an activity from the above list?

Want to do something that is listed above? If you wish to have an event that does not abide by the rules of academic spaces, feel free to check out our Student Activity Spaces!

Loud noise? What if I am a performance group?

Performance groups are allotted special sound zones in Maury and Minor throughout the week, as well as the basement of New Cabell on Sundays. When creating your event, please abide by the performance shift time slots for Sundays and Wednesdays. Mondays, Tuesdays, Thursdays and Fridays have no shift times and can be reserved freely within building availability hours.

What are the performance group shifts?

Sunday                                                      Wednesday

2:00PM-5:00PM                                             7:00PM-8:45PM

5:00PM-7:00PM                                             8:45PM-10:30PM

7:00PM-9:00PM

I want to hold a large tournament in academic spaces on Grounds. Do I have to contact you guys?

Yes! If you are looking to reserve 5 or more academic spaces at one time/out-of-state groups are coming in/participants are non-UVA affiliated for a conference, tournament, competition, or similar event, please contact Event Planning Services at least 2 months or more from the event date. Please note that event insurance is required for the attendance of non-UVA minors (18 and under). Please do not advertise or begin registration for your event until you have spoken about advertising and registration with our office.

My question was not answered, where can I get more information?

Please contact our office with any questions by calling us at (434)-924-7225 or emailing us at eventplanning@virginia.edu Monday-Friday 8:30AM-5:30PM.

 

Step 2 – Choose a Space

Figure out which space you would like to use, and make sure the day and time you want to reserve the space for aligns with the building hours by using this guide. The guide will tell you which spaces are available, and when. Requests that fall outside of the offered spaces/times will not be processed until the date/time/location of your event abides by these standards.

 

Step 3 – Request the Space

This link will take you to the Source/25 Live, where you can request a student academic space. Requesting a space does not guarantee that you will be given that space. Please wait for an official confirmation from Event Planning Services before advertising the event, or booking speakers.

Understand that you may not always get the room you requested due to class scheduling, availability and building hours. Event Planning Services will send you a confirmation email as soon as your request has been processed. Please read your confirmation email in its entirety to ensure that you know all of the details of your reservation.