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PLEASE NOTE: The University is implementing a delayed start to the fall semester. Information and FAQs are available on the Return to Grounds website and the Fall 2020 Student Resource website, which will be updated frequently.

All events on Grounds are cancelled until further notice.

Equipment Approval Form

The following equipment brought into venues managed by Newcomb Event Planning must be approved and/or inspected prior to the event date:

  1. Any equipment that requires electricity and has a combined power consumption of more than 15 amps (equal to 1800 watts). Examples include but are not limited to: desktop and laptop computers, video and data projectors, printers, fax machines, copiers, broadcast or streaming video equipment, amplified sound and/or DJ audio equipment (such as amplifiers, powered speakers), and decorative lighting and/or lighting equipment (such as holiday or accent lights, photography/video lighting, stage/theatrical/DJ lighting, work lights).

  2. Any cooking equipment including but not limited to: refrigeration units, steam or warming equipment, ovens (including microwave, convection, broilers and baking ovens), fryers, griddles, grills (open flame, gas, or electrical types).

For more information and to read the full policy, please see PRM-011: Use of Working Time and University Equipment for Personal or Commercial Purposes.

Important

This form must be completed and submitted no later than three weeks prior to the date of the event. Please direct any questions to the Newcomb Event Planning Office at (434) 924-3203 or eventplanning@virginia.edu.

Contact Information

Note: Equipment Approval requests must be submitted at a minimum of three weeks before the event date in order to process the request and perform the inspection, if needed. If your event is less than three weeks from today, you must first contact Eric Williams, Audio Visual Manager, at egw5c@virginia.edu or (434) 924-7658 to see if an exception can be made.

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Your Reservation No. can be found on your space reservation email confirmation from Newcomb Event Planning.
Equipment

An item's electricity is typically found on the bottom or back of the item, on a nameplate or label that typically includes the make and/or model number, the wattage, and/or the voltage. In the instance where this information is not indicated in amps, you may calculate the amps using watts / volts, or use this watt-to-amp online calculator.

If you have trouble finding or calculating this information, please contact Eric Williams, Audio Visual Manager, at egw5c@virginia.edu or (434) 924-7658. Alternatively, you may also upload a photo of the nameplate or label and attach to this form.

QuantityDescription (Make/Model)Electricity per Item (Amps)
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png.
Rental Company:
Signature:

I certify that the information provided is complete and accurate to the best of my knowledge. I understand any changes may require the resubmission of this form and must be submitted by three weeks prior to the event date.