Step 1 – Review the Rules and Regulations
Who can place a request?
Academic Spaces can be reserved by student CIOs, Greek organizations, and special status organizations. You do not need to be a registered Event Requester in order to place a request. Individual requests (non-CIOs) are not accepted at this time.
University departments can reserve academic spaces, but note that the University Registrar (UREG) processes your events and not Event Planning Services. If you have any questions about reserving a classroom for a University department, you can contact UREG at email@example.com.
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 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 fit within the rules of academic spaces, feel free to check out our Student Activity Spaces!
I want to hold a large tournament or conference in academic spaces. Do I have to contact Event Planning Services?
Yes! If you are looking to reserve 10 or more academic spaces for a tournament or similar event, please contact Event Planning Services at least 6 weeks or more from the event date. Please note that event insurance is required for non-UVA minors (18 and under) and/or non-University attendees.
What if I am a performance group or my event requires loud noise or music?
Performance groups are allotted special sound zones in Maury Hall and Minor Hall each week, as well as the basement of New Cabell Hall on Sundays. When creating your event, please abide by the performance shift time slots designated 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 shifts?
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 firstname.lastname@example.org 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 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 fits within 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. A request is just a request. Due to the nature of the system, requesting a space does not guarantee that you will receive that space. Please wait for an official confirmation from Event Planning Services before advertising the event or booking speakers.
We ask that you please 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.