GENERAL GUIDELINES FOR SOCIAL SPACES
Revised 7/26/2022
- All programming events held in residential Social Spaces must be reserved through an appropriate Senior Resident and Residence Life professional staff member at least 2 weeks prior to the event. Before a decision is made by the Senior Resident and Residence Life professional staff member, the request will be reviewed to ensure that it meets the programmatic criterion. The request may also be reviewed by the Assistant Director of HRL Facilities to ensure the physical space can meet the requirements. All events must adhere to STU-001: Use of Alcoholic Beverages and Prohibition of Other Drugs. Events, whether planned or spontaneous, involving the possession, distribution, and/or consumption of alcoholic beverages are prohibited in and around the first-year residence halls.
- All events must comply with HRL Policies and University policies.
- Programs sponsored by residents, Resident Staff, or Area Councils will receive priority for reserving space and may require your event reservation to be cancelled or rescheduled.
- Responsibilities for reserving the social space include:
- Making sure the space is clean at the end of the event; this includes returning any furniture to its proper place
- Calling UPD if individuals at the event are behaving in an inappropriate manner, OR if the event becomes too difficult to manage and presents a safety or health concern
- Accepting charges and/or fines for any damage incurred during the event
- Events in first-year spaces must focus on the first-year experience, be educational and/or informational in nature, and be targeted toward and open to all first-year students.
- Events in second-year spaces must focus on the second-year experience, be educational and/or informational in nature, and be targeted toward and open to all second-year students.
- Indoor lounge spaces in Residential Colleges and Language Houses have separate guidelines. Please contact the space administrator for those areas to reserve a social space and receive guidelines for use. If you are unsure, submit this form to the Residence Life professional staff member for the specific building/location you wish to reserve, and it will be forwarded to the appropriate person. This form must be used, however, for all amplified sound requests.
- Your group is responsible for cleaning up the space you use. Please make sure all trash is disposed of in the proper receptacles and borrowed or rented items are returned.
Note:
Classroom Spaces are not considered social spaces, and are therefore only reserved through the Registrar’s Office (SOURCE) for academic purposes.
If you need to reserve equipment after your event is approved by a Residence Life professional staff member, please contact Newcomb Hall for availability and pricing.
Newcomb Spaces, including Newcomb Hall rooms, UVA Chapel, Ern Commons, Forum at O’Hill, Runk Green Room, and Student Activities Building (SAB): If you are interested in reserving these spaces, we recommend that you submit a request via EMS (Event Management System) as soon as possible.