Use of University Facilities
These policies and guidelines are intended to ensure that extracurricular use of the physical facilities of the University is responsible and consistent with the mission of the University.
I. General Policies
The following policies apply to all extracurricular uses of all
University property, unless a specific exception is noted. Facilities
normally closed to extracurricular activities because of their
function as well as locked buildings, classrooms or other facilities
are excepted from these policies. The University Scheduling Committee
is authorized to administer and interpret these general policies.
Its decisions may be appealed to the President who may designate
another person to consider the appeal on a case by case basis.
- "The University Scheduling Committee" means the Presidential
committee of that name, appointed by the President.
- "University groups" includes the University and all
of its departments, service units, student organizations, affiliated
or related organizations and foundations.
- "University individuals" includes faculty members,
staff members, students and groups of students.
- "Student Organizations" are those organizations which
are Contracted Independent Organizations (CIO's) or special status
- "Student" is a person registered in the resident
schools or College of the University at Charlottesville for the
academic semester in progress at the time University property
is to be used.
- Who May Use University Space
- University space may be used by all University individuals and groups.
- University space may be used by a non-University group in accordance
with these policies and guidelines as long as the group is sponsored
by a University group and executes a use of space agreement. The
space agreement (Reservation of Space for Extra-curricular Event)
contains both an indemnification provision holding harmless the
University and its officers and employees and restrictions for
use of space consistent with University policies. University individuals
may not act as sponsors of non-University groups for the purpose
of using University space.
- University facilities may be used -- subject to these procedures
and guidelines and other space restrictions -- for religious purposes
by University students, groups of students, student organizations,
faculty members or staff members. This provision does not apply
to University Hall or the Chapel, where special rules apply.
- Unless otherwise notified, guests of students and other visitors
to the University are welcome on the Grounds but are not entitled
to use those facilities or to attend those events which are limited
to students by reason of their payment of tuition or fees or which
are limited to faculty and staff members by reason of employment.
- Permitted Uses
- University space must be used in a manner which is in keeping
with the goals of the University and does not violate University
policies and procedures.
- No use of University property will be permitted that:
- is unlawful;
- discriminates on the basis of age, citizenship, color, handicap,
national origin, political affiliation, race, religion, sex, sexual
orientation, or status as a disabled veteran or veteran of the
Vietnam era (although attendance at an event can be limited, such
as "members only", "students only" or "faculty
and students only," it cannot be limited specifically by
age, citizenship, color, handicap, national origin, political
affiliation, race, religion, sex, sexual orientation, or status
as a disabled veteran or veteran of the Vietnam era.
- disrupts academic activities, scheduled events, University
functions or other normal pursuits that take place in the area.
- Admission may be charged for events sponsored by University
groups. Admission may not be charged for events sponsored by University
individuals, nor may admission fees be collected for events held
at the Rotunda. For purposes of the extracurricular use of University
property, the proceeds from collections made at events held in
University facilities are considered to be admission charges.
Any income-generating use of University space that is in competition
with private enterprise or is not directly related to the University's
mission is not permitted unless the University's Services and
Activities procedures have been followed.
- Building supervisors may develop use guidelines for their assigned
facilities in order to maintain safety and to insure the normal
operation of the facility. A person or group may seek clarification
and/or interpretation of such use guidelines from the facility
supervisor designated for the building.
II. General Guidelines on Conduct During Permitted Use
The following instructions and procedures governing conduct shall
apply to the extracurricular use of all University property. The
University Scheduling Committee may adopt and issue supplementary
provisions when necessary.
- Persons who have reserved space or who are responsible for
an event on University property are responsible for taking reasonable
steps to ensure the safety of University property and persons
attending the events.
- In order to ensure that the rights of all parties are protected,
the Dean of Students, in cooperation with students who have reserved
University space, may develop and make available in advance specific
provisions to govern conduct at a given event. For example, special
rules may be devised to prevent disorder or other interference
with the activity; precautions may be taken to avoid physical
harm to persons or to property; and attendance may be limited
according to space requirements or the desires of those who have
reserved the space, so long as they do not conflict with the provisions
herein. An appeal of these special rules may be made to the University
Scheduling Committee; and then, if not resolved, to the President
or his designee.
- When University space has been reserved or is in use, persons
who wish to communicate to those in attendance (for example, by
the distribution of leaflets or carrying of signs) will be permitted
to do so in a manner that does not disrupt the activity in progress,
that does not interfere with or harass those who are entitled
to attend and that complies with any special rules developed pursuant
to paragraph B of this Section. Actions that interfere with the
opportunity of the audience to hear and observe the proceedings,
that physically interfere with the proceedings or that create
disruptive noises which penetrate the area of the proceedings
- All persons on University property are subject to these provisions
and to the provisions of local, state and federal law. Appropriate
action may be instituted against any person who does not comply
- Persons designated by the President are authorized to ask persons
who are using or occupying University space in a manner inconsistent
with these policies or guidelines to leave. A person who has reserved
space or who is in charge of the event is also authorized to ask
any person who engages in conduct inconsistent with these provisions
to leave the event.
- Students who do not comply with a request to leave should be
warned that disciplinary action may be taken which could result
in suspension or expulsion from the University. If the violation
continues, University disciplinary procedures may be initiated.
Any person who does not comply with a request to leave should
be warned that action may be taken which could result in arrest
for violation of the law. If the violation continues, appropriate
action may be instituted.
III. General Guidelines for Scheduling
The University Scheduling Committee is responsible for establishing
general reservations procedures and scheduling guidelines for
University buildings, grounds and playing fields. This does not
preclude Building Supervisors, or those responsible, from developing
specific reservation procedures and scheduling guidelines for
particular buildings or fields. Such specific rules shall be considered
a part of the general reservation procedures and scheduling guidelines
when accepted by the Scheduling Committee or the President or
- University space can and should be reserved in order to assure
its availability at the time desired. Information concerning the
University spaces that can be reserved, the purposes for which
they can be reserved, the pertinent rental costs, charges or restrictions
and whether conflicting reservations have already been made can
be obtained from the Facilities Coordinator's Office on the third
floor of Newcomb Hall. Available space can be reserved through
the Facilities Coordinator's Office or, where appropriate, through
individual Building Supervisors, by complying with the procedures
which are on file in the Facilities Coordinator's Office.
- The Facilities Coordinator is responsible for coordinating
the schedule of non-academic activities in University facilities.
(The term "non-academic activities" covers all extracurricular
and co-curricular functions as well as special occasions for professional
groups or public or private organizations.) The Facilities Coordinator
is further charged with:
- maintaining a Master Calendar of University Events;
- releasing for publication the Calendar of University Events;
- approving, except where scheduling is under the control of
individual building supervisors or authority is otherwise vested,
the use of University facilities for non-academic activities;
- coordinating the use of University facilities with the user,
the facility supervisor, the Activities Coordinating Committee
and other pertinent University personnel;
- familiarizing user groups with the provisions governing the
reservation and use of facilities, including lounge spaces within
the houses and the adjacent Grounds;
- assisting prospective user groups in locating appropriate space;
- familiarizing the facility supervisors with the official provisions
governing the scheduling of facilities for extracurricular activities; and
- assisting with logistical requirements in connection with the
use of facilities.
- In order to achieve a fair distribution among interested parties
of certain facilities in high demand and to insure that the use
of space is appropriate to its character, the Facilities Coordinator
and Building Supervisors or other persons charged with responsibility
for University space not under the sole control of the Facilities
Coordinator may establish restrictions and priorities for the
use of University facilities. The principles of first applied-first
granted will in most instances guide decisions on assignment of
space except that academic (curricular) uses have priority over
academic space. If the space requested for reservation is for
a routine departmental, faculty or student meeting in space normally
used and is not in conflict with other requests, assignment and
confirmation are automatic.
- In scheduling extracurricular events, the Facilities Coordinator,
Building Supervisor or person charged with the responsibility
for University space not under the sole control of the Facilities
Coordinator will act as instructed by the President or his designee.
- In cases of major scheduling or space conflicts of potential
harm to a University group, the Scheduling Committee will, upon
request, consult with those concerned and will make a decision
on the applicable status. A decision by the Scheduling Committee
may be appealed to the President or his designee.
Use of the Lawn
The Lawn is the geographical and spiritual heart of the University.
The entire University Community -- students, faculty, administrators -- are
its trustees, as well as the beneficiaries of its beauty and usefulness.
The Lawn has extremely diverse uses and characteristics, among
which are the following:
- It is a national and international historic treasure.
- It is a center of highly varied day-to-day academic activities.
- It is used occasionally as a setting for University activities, such as official convocations.
- It is a residential precinct for students and faculty.
- It is an area for limited active and passive outdoor recreational activities.
- It is a site for a steady stream of visitors and tourists from all over the world.
The University community has developed a proud tradition of mutual
accommodations of all these diverse uses. The Lawn must perforce
be open and accessible under reasonable rules and regulations.
The Lawn is replete with fragile, delicate structures and landscape
content. Preservation is a constant concern and a burgeoning curatorial
responsibility. That responsibility has been entrusted to the
University as part of its fiduciary obligations to future generations.
The danger that misuse of the Lawn presents to the historic edifices,
and to their dependencies and surroundings, are real, not theoretical.
Differing rules and regulations may apply to different parts of
the Lawn -- e.g., the lower terrace may be governed by different
safety precautions and regulations from those that apply to the
upper three terraces. Moreover, space limitations and the number
of requests for facilities dictate orderly administrative rules,
always providing that these rules be content neutral.
Based on the foregoing considerations, the operative policy for
the use of the Lawn area consists of the following:
- That the gardens of the Pavilions are public areas. Those garden
areas adjacent to the Pavilions are not required to be open to
the public at all times. They are to be open when not in personal
use, and they must be open on certain occasions, e.g., Garden
Week. To temporarily close these adjacent gardens for personal
use by the Pavilion residents, an appropriate sign may be placed
upon the gates notifying the public. Where the garden is divided
into two portions by the intervening wall, the remote section
may be open to the public at all times. The use of the gardens
for social gatherings of University organizations is to be permitted
where consistent with the occupancy of the Pavilion as home by
- That for the upper terraces of the Lawn (those between the
Rotunda and the crosswalk at the northern limit of the "Homer
Terrace" at the South) no structure shall be permitted on
the Lawn except for those needed in connection with official University
functions. (The term "structure" includes props and
displays, such as coffins, crates, crosses, theaters, cages, and
statues; furniture, and furnishings, such as desks, tables except
those temporarily used by participants in the ceremonies or by
University officials for the conduct of the ceremonies), books,
and cabinets; shelters, such as tents, boxes, shanties and other
enclosures; and other similar physical structures. The term "structure"
does not include chairs, signs held by hand, bicycles, baby carriages,
and baby strollers temporarily placed in, or being moved across
the Lawn; and wheelchairs and other devices for the handicapped
when used by handicapped persons.) The same rule shall be in effect
for the lower ("Homer") terrace, except that for that
area of the Lawn officially recognized student groups, academic
or administrative departments, or University-related organizations
or foundations may be granted use by the Office of the Dean of
Students. That office will consider use in accordance with dictates
affecting time, place, and manner. Among them are the following:
- The use of the designated space ("Homer Terrace") by any one group at any time shall not exceed three consecutive days.
- Disruption or obstruction of teaching, research, administration,
disciplinary procedure, or other University activities, or of
other authorized activities on University property is forbidden.
Use of the Rotunda
Reservations may be made by contacting the Rotunda Administrator
(924-1019 or 924-7969). Reservations will be made in accordance
with the guidelines set forth below and in accordance with University
Rotunda facilities may be reserved for dignified occasions, within
the guidelines, by University departments, groups primarily controlled
by faculty, staff, the Alumni Association, Student Council recognized
student groups, or University contracted independent organizations.
Assignment of spaces shall be content neutral. Because of the
heavy demand, it will be the responsibility of the Rotunda Administrator
to make the facilities available to as many requesters as possible,
avoiding overuse of any group. The Rotunda will not be used for
private parties (e.g., wedding receptions) nor will it be used
for events requiring the collection of admission fees at the Rotunda.
The Dome Room is the most fragile of the Rotunda facilities. Of
special concern is the heart pine floor, which is fragile and
irreplaceable. Special care must be taken in the use of this room.
Such affairs as seated dinners, lectures, and musical events would
be appropriate uses; however, cocktail parties and dances are
not permitted. Refreshments may be served only at seated meals.
Smoking is prohibited.
Events that do not conflict with inside users may be held on North
or South Porticos of the Rotunda provided that they are dignified
occasions and are in compliance with Lawn Use regulations. Alcoholic
beverages may not be served on the Porticos while the University
is in session. Reservations may be made by the Rotunda Administrator.
The Dome Room and other Rotunda facilities may be used after the
normal closing hour for the Rotunda (4:45 p.m.) only if official
Rotunda personnel are present. Users will be billed for the cost
of these employees on an hourly basis. A modest use fee will also
be assessed. The use of candles in the Rotunda is restricted to
oilless candles in the Dome Room during catered dinners. Candles
are to be placed in holders on dinner tables. Candles are not
to be carried when lit. Because of very limited fire escape
routes, there is an absolute limit on the capacity of the Dome
Room which was set by the University Safety Officer. The maximum
capacity for banquets is 105 persons; for lectures and similar
functions the maximum capacity is 140 persons. For additional
room capacities, please see University Policy XV.I.1. In addition,
all events are to end and all guests must vacate the premises
by 10:30 p.m. This curfew will be strictly enforced.
University Catering Service must provide and serve food and beverages
for all Rotunda events. Visitors may not bring food or beverages
into the Rotunda. No food or beverages may be transported between
No furnishings, antiques, tables, chairs and heavy equipment may
be moved in any of the rooms without the permission of the Rotunda
Administrator. Furniture, antiques and furnishings will be moved
only by qualified Rotunda or University employees. Heavy equipment
such as pianos are not to be taken to the Dome Room.
A $50 security deposit is required at the time of reservation
for a dinner. Deposits for other evening events will be determined
on an individual basis by Rotunda Administration. The deposit
will be deducted from the itemized bill sent to the sponsor following
the event. No refunds will be issued for events cancelled less
than 30 days prior to the event. Users are required to agree in
advance to pay for damage done to the Rotunda as a consequence
of their event.
During the time the Rotunda is open to the public (usually 9:00
a.m. to 4:45 p.m.) Dome Room events will not normally be closed
to the public. The oval rooms, if reserved, may be used for lectures,
seminars, and meetings to which the public is not invited. The
public is not invited into the Rotunda after the normal closing
Students are encouraged to use the alcoves in the Dome Room for
study whenever the room is available during normal open hours,
subject to normal regulation by the Rotunda Administrator.
Except for official University-wide functions, the Dome Room will
not be used for luncheons or receptions; these events may be scheduled
in the Lower West Oval Room.
The Dome Room may be used for dinners no more than three times
each week, and on annual average no more often than ten times
An elevator to the upper floors is available for those visitors
to the Rotunda with mobility limitations. These persons will be
taken on the elevator by Rotunda personnel upon request. Others
should use the stairways. In case of fire, the elevator will not be used.
Due to an elaborate humidity control system in place at the Rotunda,
all windows and doors are to be kept tightly closed at all times.
The glass doors overlooking the South Portico are to remain closed
at all times except for official University-wide functions.