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General Policies

To provide the best service possible to all users of our facilities, we ask for your cooperation in following these guidelines. Please be advised that these are our general policies. More specific policies and guidelines may apply to an event and will be discussed when the reservation is requested.

Who may reserve space?

CIOs/Club Sports

Only the officers of approved CIOs/Club Sports may reserve space. Approval is defined by the completion of the application/renewal for CIO status determined by Student Council and University policies. Questions regarding approval status should be directed to the Student Council Vice President for Organizations. Depending on the organizational model used by the student organization, a committee chairperson may make reservations, but only when the booking is for that committee or subcommittee.

A new student organization pusing approval as a CIO/CIO Club Sports may reserve a meeting spaceon one occassion for an interest meeting.

 

Fraternities and Sororities

Only those Greek organizations in relationship with the University of Virginia through the FOA approval process may reserve spaces. The person booking a reservation must be an officer or hold a leadership position.

Special Status, Residence Life Councils, Class Councils, ODOS-Affiliated Organizations

Officers in these organizations may reserve space in student activitiy facilities. 

University Departments

University faculty and staff may make reservations for departmental events. Private or non-departmental social events may not be reserved in student activity spaces.  Students employed by, or interning in, departments may also make reservations for departmental events. Faculty may also designate a student to make reservations for specific events on behalf of the department. Rooms in student activity buildings are not available for academic classes or programs.  Event Planning Services (EPS) will review exceptions on a case by case basis.

Alumni

University alumni may only reserve the  University Chapel (for weddings, christenings/baptisms, and memorial services) and the six Gardens administered by Newcomb Event Planning Services. Alumni reunion reservations must be made by the Alumni Association.

Non-University Entities

Outside companies and agencies may NOT make reservations directly through Newcomb. Only Recruiting companies approved by University Career Center or Study Abroad programs approved by the International Studies Office may book rooms, but not tabling spaces. Interested organizations must first submit a request to the Career Center and/or the International Studies Office, who will then work with EPS.  Note:  recruiting events must be informational or for testing ONLY; interviews may not be held by companies within Newcomb. Each recruiting company or study abroad program is limited to two dates (maximum four hours per session) for room reservations per semester.

Other non-University entities must coordinate with a department or conference services to reserve space inside Newcomb.

The University Chapel may also be reserved for weddings and christenings by guests with no University affiliation. State and federal agencies may occasionally hold functions in Newcomb, but these approvals are made on a case by case basis.

When may space be reserved?

Event Planning Services accepts room reservations for the fall semester beginning soon after spring break each March. Room reservations for the spring semester begin in early October.  Specific dates will be announced by EPS early each semester.

At least one week prior to a scheduled event, organizations and departments must confirm event details including, but not limited to, the following:

  1. Equipment to be used
  2. Room setup including number of chairs and desired arrangement (and diagram, if needed)
  3. Some approvals may require more than one week  notice. Please refer to Approvals Needed section for clarification.

Details should be confirmed with the Event Planning Services. Approval for events or equipment scheduled less than a week before the event date will be granted on a case by case basis according to the availability of resources and staff.

The following spaces are reserved no more than one month ahead of the start date:

  1. Amphitheater banner spaces (week reservation; Mon – Sun, once per organization, per semester)
  2. Newcomb Hall's Second floor exhibit cases (week reservation: Mon – Sun; 2 weeks total per organization, per semester)
  3. Indoor and outdoor information table spaces (reserved by the day; up to 5 days in each area per organization, per semester)

Limits on numbers and types of bookings

When the reservation process for the following semester begins, each student organization may reserve up to 15 dates for meeting rooms. Once a semester begins, a second series of 15 reservations may be made if space remains available. Each student organization is limited to three reservations in the Newcomb Ballroom per semester.  Inclusive of the ballroom, student organizations are limited to these large events in student activity space per semester.  Such large events include, but are not limited to, dances, fashion shows, banquets, large resource fairs, or exhibitions.

Films may be approved for multiple days or in a series. An organization may only produce one play per semester with up to three nights of performances and seven days for set building. A total of 15 rehearsals dates may also be booked.

When and how are fees assessed?

Room Charges

Room charges are determined primarily by the type of group making the reservation. Other factors in determining fees include the type of event, whether admission or registration fees will be charged, and what the composition of the audience and/or participants will be.

In some cases, exceptions to the above guidelines may be made based upon the nature or function of an organization or department as well as the nature of an event. These exceptions are made on a case by case basis by Event Planning Services.

Fees may also be assessed for equipment use, setups, overtime, staffing, rain site holds, or other special circumstances. You will be notified of these fees at the time of your request.

Student Organizations

Student organizations meetings and events will not incur room charges.  A Student Conference room rate will be added if the majority of attendeesat an event are not current University of Virginia students, or faculty or staff.  The rate will also be added if the student organization charges a registration fee.

University Departments

Departmental meetings and events will not include room charges. A Department Conference room rate will be added, however,  in the following instances:

  1. The department collects a registration fee
  2. The majority of participants at an event are not affiliated with the University, but the department is still managing the event
  3. A non-University group is sponsored by a department, but the department is still managing the event
  4. An event is social in nature or otherwise not directly related to University business, but the attendees are University of Virginia faculty and staff

Non-University Groups

non-University room rate will be charged to a University department or student organization sponsoring a non-University group if the majority of participants are not from the University and the UVA department or student organization is not managing the event.

All non-University groups will be assessed a room fee regardless of the nature of the program. Either the Department Conference or non-University rate will apply.  Note:  Any non-University group must be sponsored by a student organization or University department.  The sponsoring organization or department will be held responsible for the activities of the non-University group. 

The rate for equipment rental and other fees will be assigned according to the rates published on this site.

An additional vendor table fee may be charged if an outside company or entity is brought in to sell, showcase, or provide information on its products or services as part of a student organization or department sponsored resource/information fair. No other solicitation is permitted in Newcomb.

Hiring Security Staff

Some events may require hiring University Police Department for security and/or RMC staff. These events include late night activities, any event where alcohol is served, and certain large-scale events such as concerts or dances. Other special circumstances may also require retaining security. The University Police Department must provide the security services or approve of the security vendor (e.g., RMC Events). The organization booking the event is responsible for arranging security and managing all associated costs. The security officer(s) must arrive half an hour before an event is scheduled to begin and remain until half an hour after the crowd has dispersed; the total charges are thus determined as the event time plus one hour.  Failure to obtain security one week prior to the event date will result in the event being cancelled.

Security

Security request forms must be signed by Event Planning Services no later than 14 days before the event. The forms are submitted by Event Planning Services to the University Police Department. Organizations will be notified upon approval.

All of the above  request forms are available in Event Planning Services or on the forms section of the website.

Cancellation Policy and Fees

Reservations for the Newcomb Ballroom, Theater, Forum at O’Hill, and the Student Activities Building may be cancelled without penalty up to 10 days before a scheduled event. Within 10 days of the scheduled program, a late cancellation fee will be incurred by the organization or department.

Reservations in Newcomb’s conference/meeting rooms may be cancelled up to three days before a scheduled event. Within three days, a late cancellation fee will be charged.

Student organizations and University departments that do not cancel their reservations in student activity spaces and do not show up will be charged a full room rate.

Decorations/Signs/Posters

No glitter, taping, tacking, nailing, gluing, painting, marking, or stapling to any walls, surfaces, or floors is permitted in any student activity rooms, hallways, elevators, or spaces. Signposts are available from Event Planning Services 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 by Event Planning Services.

Food, Beverage, and Catering

Food may not be set up, prepared, or served in any of the hallways due to fire code restrictions.

The following spaces are under contract with Aramark, UVa’s catering service:

  1. Newcomb Ballroom
  2. Commonwealth Room
  3. Pavilion XI
  4. Forum at O’Hill
  5. Runk

Only Aramark may provide food and beverages in these contracted spaces. No catered or homemade food or beverages may be served in these rooms. 

In other student activity spaces, food for potlucks, receptions, and meals may be catered by an outside company or brought in by the reserving organization.

The following restrictions also apply:

  1. Only homemade baked goods may be sold for fundraising purposes, and only at the reserved outdoor lawn and plaza tables
  2. No food may be sold at the indoor or outdoor Newcomb Hall second floor information tables or the O’Hill information tables
  3. Although tickets may be sold for events in the Amphitheater and Student Activities Building, food at such events must be free
  4. Within Newcomb Hall and the Student Activities Building, alcohol may only be served by Aramark
  5. No alcohol is permitted in the Newcomb Hall Main Lounge as all events in this space must remain open to the public

All food provided by student organizations must comply with the University policy governing food service by Student Organizations.

Billing

Departments and organizations with billing numbers must furnish their (PTAO) numbers when making a reservation that includes any charges or fees. Billing is typically processed every two weeks. Departments that require proof of billing may obtain copies of invoices at the time a reservation is made or after the billing has been processed. Requests for documentation should be made to Event Planning Services. University departments or student organizations sponsoring non-University groups may also provide a contact name and billing address if the charges will be billed directly to the outside entity.

Recruiting companies, agencies, individuals, and Study Abroad programs must pay for charges in advance of the event date. Full payment of room, equipment, staffing, and other fees is due 10 days before the event. Reservations made within 10 days of the event should be paid  immediately. Checks may be mailed to Newcomb Hall. Visa and Mastercard payments may be made by mail or telephone (434.924.8808). In the event of a cancellation, companies may be entitled to a 50% room change refund if the cancellation is made more than 10 days before the scheduled event. Within 10 days, no refund will be given.

Student Organizations and other groups without internal billing accounts will be billed by email on a bi-weekly basis. Payment is due 30 days after the invoice date. New reservations will not be processed for any organization with past due invoices.

Additional guidelines are in place for reserving the University Chapel