Reserving Space
General Information
- All reservations must be true and accurate.
- Student Organizations must register annually with the Student Activities Office, 319 Squires, to be eligible to make reservation requests in the Event Planning Office.
- The President or Advisor for Registered Student Organizations must provide to the Event Planning Office annually a list of individuals authorized to make reservations and changes. If a list is not provided, only the organization president and advisor will be allowed to do so. Please see the Authorized Contact Submission Form.
- As a general operating principle, priority consideration for reservation scheduling of UUSA facilities and equipment will operate with first priority given to registered student organizations, followed by University departments, Career Recruiters and External/Non-University clients, respectively.
- Prices for room rental rates and equipment rental are based on these sponsor classifications.
- Approval for on-campus events is determined by individual facility use policies, University policy and guidelines, federal, state and local laws and regulations, security considerations, and at the judgment of University administrators.
- No sponsor is to release an existing reservation to another sponsor. Reservations for venues are sponsor-specific.
- It is the responsibility of the sponsor to contact the Event Planning office a minimum of 30 days prior to the event with the intent to finalize all event details.
- Equipment requests, labor needs and a signed contract must be on file with the Event Planning office a minimum of 7 days prior to the event or reservations are subject to cancellation.
- Events cannot begin until 30 minutes after the building opens and must end 30 minutes before the building is officially scheduled to close. Sponsor access to venues must end a minimum of 15 minutes prior to building close.
- No reservations for student extra-curricular events may be scheduled 48 hours prior to or during exams.
- Sponsors must check in at the Squires Information Desk to receive the room key and/or gain venue access prior to each scheduled event. For reservations whose sponsors have not checked-in within 30 minutes of the event start time, the venue may be given to another patron.
- Student Organizations and University Departments may request annual or large, university-wide events and/or reservations in major venues (Burruss Auditorium, Commonwealth Ballroom, Old Dominion Ballroom, Colonial Hall, Haymarket Theatre, the Graduate Life Center Auditorium, the Graduate Life Center Multipurpose Room, and campus Public Space) for the upcoming scholastic year through the annual Advance Reservation Process.
- Standard venue space (meeting rooms, dividable spaces, reception rooms) may be reserved no more than one semester in advance. A reservation schedule based on sponsorship type is available. Please contact the Event Planning Office for more information.
- Accounts with past due charges will be placed on account suspension (“Hold”) and will be unable to make new reservations, change current reservations, or make cancellations until the balance is paid in full. During the Advance Reservation process, organizations with a “Hold” status will be permitted to make requests; however, the account must be paid in full prior to July 1 or the reservation will be cancelled without prior notification.
- Accounts on account suspension (“Hold”) for No-Shows will not be permitted to make reservations until the start of the following semester.
- For more information, see the Event Planning Guidelines and Policies.
Admission Events
- Defined as functions/events where items are required for exchange or bartered for admission. Ticket sales, the exchange of money, donations and fundraisers (regardless of type) required for admission into the event will be considered Admission events.
- The Admission-Charged event classification is specific only to student organizations and will determine the rate charged for venue/equipment rentals.
Non-Admission (Open) Events
- Events/functions open to the general public with no monetary exchange or bartering required for admission are classified as “open.”
- The Open-Event classification is specific only to student organizations and will determine the rate charged for venue/equipment rentals.
Advance Reservations
- Annually, in February, the Event Planning Office accepts Advance Reservation requests for the upcoming academic year (August 1-July 31).
- Advance Reservation requests are only accepted for major venues (Burruss Auditorium, Commonwealth Ballroom, Haymarket Theatre, Old Dominion Ballroom, Colonial Hall, the GLC Auditorium and the GLC Multipurpose Room).
- An initial notification email memo is distributed in early December with follow-up reminder emails in early and late January.
- Notification regarding Advance Reservations for the upcoming academic year will be posted online by December 1.
- The annual submission timeframe for Advance Reservation Request Forms typically opens at 10 a.m. on the first Monday in February and ends at 5 p.m. Friday of the same week. Actual dates should be confirmed with the Event Planning Office.
- A link to the Advance Reservation online request form and information, once announced and posted, will be provided below.
Open Semester Reservations
- The Event Planning Office allows reservations to be made for each semester toward the end of the prior semester.
- Semester Reservations are for meeting rooms, dividable spaces, receptions rooms and major venues within Squires Student Center, Johnston Student Center, Burruss Auditorium and the Graduate Life Center.
- Summer reservations are made in conjunction with spring reservations.
- Fall Semester Reservations can be made for all venues during the timeframe of August 1 through the last day to schedule for fall semester.
- Spring Semester Reservations can be made for all venues during the timeframe of early January (depending on holiday and building schedules) through the last day to schedule for spring semester.
- Summer Semester Reservations can be made for all venues during the timeframe of post-spring Commencement through July 31. Building hours vary during the summer.
- Semester Reservations are accepted in priority order from Student Organizations, University Departments and External Clients respectively.
- Annual open dates for reservations by sponsor type are available by contacting the Event Planning Office.