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Checking In & Out FAQs

Keys, Room Access, and More

What time is check-in? Where do I pick up my keys and access cards?

Check-in is between 2:00 p.m. and 8:00 p.m. on your scheduled day of arrival. In order to adequately prepare your room for your arrival, we ask that you do not attempt to check-in earlier than this time. If you are attending a conference at UVA, please contact your group coordinator for specific information concerning check-in.

If you are scheduled to arrive after 8:00 p.m., please call 434.924.4479, and a staff member will be glad to meet you at the Conference Services office to check you in.

Each program has a specific check-in location that should be noted in the information you’ve received. If you are unsure, please call Conference Services at 434.924.4479 and we will be happy to inform you of the correct location.

How will I receive the room keys/access cards?

The Group Leader will receive keys and/or access cards for each guest listed on the reservation form. The building name will not be found on the key tag or access card for security reasons, nor will such information be given out over the phone.

Who is allowed to pick up keys/access cards at check-in?

The group leader can to pick up the room keys/access cards at check-in. In the case of Finals Weekend (graduation), the graduating student is also permitted to pick up keys/access cards. The person checking in must show a valid photo ID and provide a credit card number for the key deposit form.

What is the key deposit?

We require a credit card number at check in for the key deposit. For the safety of all of our guests, the University immediately changes all affected locks whenever a key is determined to be missing. In the event that your key and/or access card is misplaced or damaged, your credit card will be charged a lock change fee. Your card will not be charged unless your keys are missing at the time of checkout. If the correct keys are returned at checkout, the card number will be removed from our records.

What time is check out? Where do I return my keys and access cards?

Check-out is at 11:00 a.m. You may return your keys and access cards to the Conference Services office at any time between 8:00 and 11:00 a.m. on the morning of your scheduled departure.

Keys and/or access cards must be returned the way they were received, i.e. placed in the key envelope(s) you were given at check-in. We ask that you return your keys by 11:00 a.m. so we can adequately prepare the space for the next conference that will use it.

Please note that you may be charged for an additional night if you fail to return your keys on time.

Can I check my baggage at Conference Services?

No. Unfortunately, we are not able to hold luggage in our office due to legal and security restrictions.