University of Virginia Conference Services

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On-Grounds Services

Conference Services contracts with organizations both inside and outside the University of Virginia to meet each client's specific needs. Please see below for more information about some of our University vendors.

Dining Services

Dining Services at the University of Virginia offers a vast selection, a variety of facilities, and ease of service for your conference. Many conferences choose to take advantage of the adaptability that Dining Services offers in coordinating dining options for participants.

Newcomb Dining Hall on Central Grounds and Observatory Hill Dining Hall on West Grounds are available for summer use. Your primary dining facility is determined by availability, proximity to your housing accommodations, and the size of your conference.

Each facility features extensive all-you-can-eat buffets for breakfast, lunch, and dinner. A wide selection of entrees is available at each meal to suit every preference, including vegetarian alternatives. Dining Services makes every effort to accommodate special dining needs and requests with prior notification.

Access to the dining hall is granted through an electronically encoded dining card, distributed at check-in. Each card is pre-programmed with your conference's chosen meal plan.

U.Va. Catering

Whether you're looking to host an elegantly appointed dinner in one of the gardens designed by Thomas Jefferson or a simple coffee break, University of Virginia Conference Services can arrange catering for you. Catering offers an outstanding array of selections designed to meet your needs.

University of Virginia Catering offers box lunches, picnics, buffets and plated meals, as well as an impressive spread of appetizers, hors d'oeuvres, and decadent desserts. Catering and Conference Services work hand in hand to create incredible menus and an atmosphere to complement any event.

To ensure a smooth experience from start to finish, Conference Services staff assist in planning your menu and in preparing the catering estimate. A staff member is on hand for each catered function during your conference or event to ensure proper service delivery and clean up. Finally, Conference Services reviews all bills for accuracy and consolidates the charges into a final bill for you.

Parking and Transportation

Conference Services works in conjunction with Parking and Transportation to handle most aspects of traveling around Grounds and the surrounding areas, including bus service, parking permits and visitor parking, traffic control officers, and charter service.

Bus Service

The University Transit System is designed to move passengers quickly and efficiently throughout Grounds. Buses run every 10-15 minutes during the academic year and every 30 minutes during the summer weeks, although the schedule varies on holidays and weekends. The University's bus service is free of charge to Conference Services guests, as is the Charlottesville Trolley, which passes through Grounds and loops through Downtown Charlottesville. Bus schedules delineating routes and times are available at Conference Services and online from Parking and Transportation.

Parking Permits

Parking permits are available for purchase at check-in or can be included in the price of your package. The permit allows guests to park in a specific lot for the duration of their stay. This lot is determined by the meeting, event or housing location.

Police/Traffic Control Officers

In order to ensure the smooth flow of traffic at large check-ins or especially busy days, traffic control officers are available. The need for police/traffic control officers for your event will be determined with the help of Conference Services.

Charter and Rental Services

Parking and Transportation offers a number of charter possibilities for your program. Depending upon the size of your group and the length of the trip, Parking and Transportation can offer minibuses, transit buses, minivans, coaches, and driver services. Vehicles equipped with wheelchair lifts are available. If you decide that you would like to rent a vehicle while staying at the University, Conference Services can provide you with information on local vehicle rental agencies.

U.Va. Libraries

The University of Virginia's library system is comprised of eleven libraries dispersed throughout Grounds. Library resources, including printing and copying, Cavalier Advantage stations and computing support are available to students, faculty, staff, and guests of the university.

Alderman Library

Alderman Library serves advanced undergraduates, graduate students, and faculty in the humanities and social sciences at the University of Virginia.

In addition to reference services and general collections in those areas, the Government Information Resources (Virginia, US, and international government publications) and the Scholars' Lab are located in Alderman, as are the University Library administration and several library departments.

Clemons Library

Clemons Library for houses collections for undergraduate studies and the Commerce School as well as digital media centers. Clemons provides abundant study space and 24-hour access, and is heavily used for its core collection of basic, high-use materials, its extensive audiovisual collection, and its digital media technologies.

Albert and Shirley Small Special Collections Library

The Albert and Shirley Small Special Collections Library administers over 13 million manuscripts, 3.6 million items in the University archives, and 325,000 rare books, as well as approximately 5,000 maps; over 4,000 broadsides; more than 250,000 photographs and small prints; over 8,000 reels of microfilm; and substantial holdings of audio recordings, motion picture films, and ephemera.

Occupying 58,000 square feet in two underground floors of a new library building that includes the Mary and David Harrison Institute for American History, Literature and Culture, the Small Library features state-of-the-art climate control and security for the University's special collections. The library features a stunning reading room, skylights and comfortable seating. The collections themselves are stored in electronically controlled units on the first floor (not open to the public), and materials can be retrieved for viewing in the reading room at the time of your visit.

Printing and Copying

Located in Alderman Library and on Old Ivy Road, Printing and Copying is the University's solution for printing, stationary, mailing services, and graphic design. For more information about how Printing and Copying can be beneficial for your conference or event, feel free to contact Printing and Copying directly. Conference Services would be pleased to assist with planning your printing and copying needs, and will consolidate any charges into a single bill for your event.

Intramural-Recreational Sports

Four fitness facilities are available to ensure that guests are able to continue their regular fitness activities while at the University of Virginia. With the wide variety and convenient locations of available fitness options, there's no excuse for missing a daily workout!

Use of the facilities requires the purchase of a visitor pass which gives unlimited access to all four fitness facilities for the duration of the pass. Participants may purchase a pass at the Intramural-Recreational Sports Department Business Office located in the Aquatic and Fitness Center Room 209, Monday-Friday from 8:00 a.m. to 5:30 p.m. The passes are available for one-week, two-week or one-month terms.

Please visit the Intramural-Recreational Sports website or call the IM-Rec Business Office at (434) 924-3791 with any questions.