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PLEASE NOTE: Fall undergraduate courses will begin on Tuesday, August 25. 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 at least August 15.

Event Requesters

Our office uses EMS to book reservations for Newcomb Hall, the University Chapel, Ern Commons, O’Hill Forum, Runk Green Room, 1515 University Ave, the Student Activities Building as well as various outdoor venues including the gardens, the Amphitheater and the South Lawn.  You can find a full list of the spaces that we manage here.

Why does Event Planning Services require Event Requesters?

An Event Requester is the go-to contact for placing, modifying, confirming and cancelling requests between Event Planning Services and your department or Contracted Independent Organization (CIO)To ensure that requests are booked efficiently, we require that departments and CIOs submit requests through a designated Event Requester. This relationship streamlines communication between your group and the Event Coordinators in our office, and ensuring familiarity with the systems, policies, room setups, available equipment, schedules, forms, etc. 

What about Academic Spaces and other Schedulers? (Student Groups)

Requests for academic spaces are made through the Source.  Event Requesters are NOT required for requests made through the Source.

Our office only processes requests made through the Source for academic spaces made by CIOs. Requests for academic spaces must be submitted at least three business days before the event date or they will be cancelled. 

 Intramural-Recreational Sports Locations, including Carr's Hill Field, Lambeth Field, Mad Bowl, etc. are managed through this reservation system.

Designating an Event Requester

How does a CIO designate an Event Requester?

For CIOs, the primary contact will notify us of who will make requests by designating up to two Event Requesters in their @UVA roster. This will pull their names into our database when we run our Thursday night update, allowing those users to login to EMS with their netbadge.

To update your Event Requesters, your group’s primary contact will need to designate a unique Event Requester 1 and Event Requester 2 on your group’s @UVA roster. Please note: Changes will take 24-48 hours to process. If your account is not activated within 48 hours, contact eventplanning@virginia.edu.

How does a department designate an Event Requester?

Departments may have up to two Event Requesters (if you feel you need additional Event Requesters, please contact us). These designated Event Requesters will need to fill out a registration form before being activated. We will activate accounts that have filled the form every Friday.

If your department needs to switch Event Requesters, please have the new Event Requester fill the form and check the box stating that they are replacing another Event Requester, stating who that is.

What if I am not affiliated with the University of Virginia?

Weddings and Chapel Services

All services in the Chapel or other spaces managed by us, which are not on behalf of a student group or department, can be placed through our External Client Space Request form.

Wedding requests can be placed up to a year in advance, except for the Fall Semester.  Requests for the Fall Semester cannot be made until the academic schedule and football schedule are finalized.

Only the bride, groom, or their immediate family members may make reservations.

Recruiters

If you are interested in using one of our spaces for recruiting, please contact the Employer Relations and Events Coordinator (434-924-8908) at University Career Services.

External Clients, Alumni and UVA Staff (not requesting for a department or CIO)

All other requests are reviewed on a case-by-case basis. Please submit them through our External Client Space Request form.

If you are affiliated with the University of Virginia, but are not requesting on behalf of a department or CIO, you should also use the external client space request form.

Further Assistance

If you need assistance with making requests through our office or have a general question, and could not find the solution here, please contact us Monday – Friday, 9 am – 5 pm:

Vice President of Student Affairs
Event Planning Services
eventplanning@virginia.edu
434-924-7225