TERMS AND CONDITIONS: By accepting this confirmation, you agree to follow the following reservation policies and University policies as outlined in the Undergraduate Record (http://records.ureg.virginia.edu/index.php – See University Regulations and Non-Academic Regulations).
LIABILITY FOR DAMAGES: The department/group making the reservation will be held liable for any facility and equipment damages resulting from their event. It is the department’s/group’s responsibility to control and supervise all persons in attendance during use of the facility. ODOS Business Services will invoice the client post-event for the cost of repairs (on an at-cost basis). Future access to any facility may be denied as warranted by the damage.
CANCELLATION POLICY: Cancellations for the Ballroom, SAB, Forum at Ohill, Theater and Runk Green Room must be made at least 10 days in advance or a late cancellation fee may apply. Cancellations for other Newcomb spaces must be made 3 days in advance or a late fee may apply. No shows without a cancellation may be assessed the full room rate.
APPROVALS: Events involving the following require additional approval; alcohol service, amplified and outside sound, some Newcomb audio/visual equipment, all external or rented audio/visual equipment (including lighting), erected structures (including stages), fundraising/sales, public performance license on copyrighted media/movies, late night events, and security. Details and forms regarding these events are often required at least 2 weeks prior to the event.
FOOD POLICY: All food and drinks in the Newcomb Ballroom, Commonwealth Room, PAV XI Backroom, Forum at Ohill and Runk Green Room must be catered by Aramark (434-924-7234). Please review the University Policy on Food Service Provided by Student Organizations at https://etg07.itc.virginia.edu/policy/policydisplay?id=STAF-001 to ensure compliance.
DECORATIONS/SIGNS/POSTERS: No taping, tacking, nailing, gluing, painting, marking, or stapling to any walls, surfaces, or floors is permitted in Newcomb Hall’s rooms, hallways, elevators, etc. or in any spaces Newcomb reserves. Signposts are available from the Newcomb Event Planning Office upon request. No sand-filled helium balloon weights are allowed. No candles or lighted implements of any type may be used. Any and all decorations that will be used must be approved in advance by the Event Planning Office.