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?
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 pursuing approval as a CIO/CIO Club Sports may reserve a meeting space on one occasion 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 activity facilities.
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.
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.
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:
- Equipment to be used
- Room setup including number of chairs and desired arrangement (and diagram, if needed)
- 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:
- Amphitheater banner spaces (week reservation; Mon – Sun, once per organization, per semester)
- Newcomb Hall's Second floor exhibit cases (week reservation: Mon – Sun; 2 weeks total per organization, per semester)
- 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.
Late Night Events
Late night events require an added measure of coordination. Please be in touch with the Event Planning Office (434-924-7225) at least one month prior to your event in order to ensure all necessary resources are available. Late Night Events will be held in the Student Activities Building (SAB) unless it is unavailable. The Newcomb Ballroom will serve as an alternate location only if the SAB is unavailable. Late Night Events must conclude by 1:30AM and all guests and vendors must be out of the facility no later than 2:00AM.
You will most likely be bringing in outside equipment of some kind, a DJ, lighting, sound equipment, etc. If you are bringing outside equipment into the space, you must complete the Equipment Approval Form at least 3 weeks (21 days prior to the event). Failure to do so may result in the denial of your desired equipment.
Any event ending after midnight will require security. All security requests are handled through the UVA Police Department. the University Police Department reserve the right to determine how many officers and length of time officers are on duty. The sponsor must hire security for a minimum of 3 (three) hours of service.
Based on available funding, the Division of Student Affairs covers the cost of one UPD officer, UPD’s 10% administrative fee, and any RMC services deemed necessary by UPD. The host is responsible for any costs above and beyond those listed above. For billing purposes, UPD will are one half hour prior to the event and will remain at the location for one half hour after the event concludes.
Security request forms must be signed by the Event Planning Manager of Newcomb no later than 14 days before the event. The forms are submitted by the Event Planning Office to the University Police Department. Organizations will be notified upon approval.
Host Group Responsibilities
- The sponsor is responsible for the conduct of everyone attending its event, including non-University guests.
- The sponsor is responsible for all applicable charges.
- The sponsor shall designate a contact person for on-duty police officers and facility staff. The sponsor shall develop a plan and execute all functions necessary for proper event management, including but not limited to appropriate crowd control procedures, checking of ID’s, ensuring appropriate admission procedures, ending the event at the designated time, and assisting in dispersing of attendees at the end of the event.
Use of Peabody Lawn
The Peabody Lawn (the large grass space between Peabody Hall and McCormick Road, bordered by sidewalks on all sides) is available for reservation by student organizations, University departments, and University Related Organizations according to the following terms and conditions:
- Reservation requests must be made 14 calendar days in advance of a proposed event to ensure appropriate notice to the Office of Admission and Office of the Dean of Students.
- The Office of the President, Office of Admission, and Office of the Dean of Students have priority use of the Peabody Lawn for events and activities. These offices may bump an existing reservation, although every effort will be made to avoid doing so.
- The Peabody Lawn is available for reservation by student organizations between 1 pm and 10 pm on weekdays and 10 am to 10 pm on weekends. No reservations will be taken for dates in April and for dates on which the Office of Admissions is holding an open house.
- Amplified sound must be approved in advance according to University Policy SEC-041.
- With the exception of events sponsored by the Office of the President, Office of Admission, or Office of the Dean of Students, no structures (including tents) may be placed on the Peabody Lawn. Event sponsors may use up to four (4) tables for an event or activity. Tables must not block sidewalks or otherwise inhibit pedestrian traffic.
- Reservations for promotional or marketing (often termed “tabling”) activities are not permitted.
- Given the size and nature of the Peabody Lawn as a pedestrian thoroughfare and gathering place for community members, no displays may be placed on the lawn with the exception of small wire flags or small rocks/stones. One display per day is permitted and may not cover more than 20 square feet or be higher than two (2) feet. Display duration may not exceed three (3) calendar days.
When and how are fees assessed?
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 meetings and events will not incur room charges. A Student Conference room rate will be added if the majority of attendees at 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.
Departmental meetings and events will not include room charges. A Department Conference room rate will be added, however, in the following instances:
- The department collects a registration fee
- The majority of participants at an event are not affiliated with the University, but the department is still managing the event
- A non-University group is sponsored by a department, but the department is still managing the event
- An event is social in nature or otherwise not directly related to University business, but the attendees are University of Virginia faculty and staff
A 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 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.
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.
Banners can be no larger than 60” x 80”. If the banner is not made from a fabric bed sheet, it must have grommets for hanging. Banners must be brought to the Newcomb Hall Information Desk by 4:00 p.m. on the THURSDAY before the reservation begins.
Banners will be discarded after use unless you have informed us otherwise. If you have requested to have your banner returned, it will need to be picked up by 5:00 p.m. the Friday following the end of your reservation. You may pick up your banner from the Information Desk on the Monday after your reservation.
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:
- Newcomb Ballroom
- Commonwealth Room
- Pavilion XI
- Forum at O’Hill
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:
- Only homemade baked goods may be sold for fundraising purposes, and only at the reserved outdoor lawn and plaza tables
- No food may be sold at the indoor or outdoor Newcomb Hall second floor information tables or the O’Hill information tables
- Although tickets may be sold for events in the Amphitheater and Student Activities Building, food at such events must be free
- Within Newcomb Hall and the Student Activities Building, alcohol may only be served by Aramark
- 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.
Pursuant to University Policy PRM-017: Use of University Facilities or Property and Limits on Direct Solicitation and Advertising, student groups or organizations may engage in promotional and fundraising activities if such activities do not disrupt University business, generate security issues, duplicate services or goods provided at the University, block sidewalks or roads, impair the aesthetics and integrity of University property, or generate personal profit for individuals. Such activities may only occur between the hours of 9 am and 7 pm.
Promotional or fundraising projects conducted within or near an academic facility must be approved in advance by the appropriate academic facility scheduler. For a list of facility schedulers, please see the Source: http://www.virginia.edu/source/. Promotional or fundraising activities occurring within or near Intramural-Recreational or Athletic facilities must be approved by the Director of Athletics or her designee.
To reserve high demand and high visibility locations for promotional and fundraising activities, the Division of Student Affairs has developed the following parameters.
- The following sites may be reserved on a first-come, first-served basis. Reservations shall be limited to the number of spots indicated for each site at a given time.
- Northwest Sidewalk of Lower Lawn – 4 locations
- Second Floor of Newcomb Hall – 4 locations
- Monroe Plaza – 4 locations
- Observatory Hill – 3 locations
- Fundraising projects are limited to one week per site and two weeks total for all sites per project unless sites are available at the conclusion of the two weeks.
- Fundraising projects are limited to the solicitation of voluntary philanthropic contributions towards a charitable cause through the sale of:
- goods handcrafted by the sponsoring group
- shirts and clothing related to the sponsoring organizations
- properly licensed recordings of performances by the sponsoring organizations
- goods which promote school spirit (UVA related teams and activities) that are properly licensed by the University (if necessary) and are not available in the University Bookstore
- home-baked goods (only at the reservable tables on the Lawn and Monroe Plaza - food and refreshments sold in Newcomb Hall must be provided by Dining Services)
- pamphlets/literature related to the sponsoring organizations; tickets to events; and lottery or raffle tickets (if an appropriate permit is obtained and placed on file in Event Planning Services).
- Student organizations may reserve tables through the Student Activities Center.
- Student organizations should plan for safely collecting and depositing any money collected. Event Planning Services can offer advising on support resources.
- If a student organization arrives at a reserved location and finds it in use, a representative of the organization should advise the user that a reservation has been approved for the site. If the user fails to depart, the student organization should immediately contact Event Planning Services at 434-924-7225.
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