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Finals Weekend FAQ

Answers to your Finals Weekend Accommodations Questions

FAQ

Reservations and Checking In/Out

What if I have to change or cancel my reservation?

If you need to make changes or cancel your reservation, please do so as soon as possible using the Finals Weekend Change and Cancellation Form. All cancellations and changes to the number of nights and number of guests in your party must be made no later than Wednesday, May 2, 2018 to avoid a penalty. A cancellation fee of one-half the nightly room rate ($32) will be applied for each night cancelled after Wednesday, May 2, 2018. Cancellations made after Thursday, May 10 are not eligible for any refund.

Where do I check in?

Check-in and check-out will take place at the Housing and Residence Life office located at 425 Tree House Drive, Charlottesville, VA 22904.

What time is check-in?

Access cards may be picked up after 2:00 p.m. on your scheduled date of arrival at the Housing & Residence Life Office in Gibbons House (GPS Address: 425 Tree House Drive, Charlottesville VA 22903).

Check-in hours:

  • Thursday, May 17: 2:00–10:00 p.m.
  • Friday, May 18: 2:00–10:00 p.m.
  • Saturday. May 19: 2:00–10:00 p.m.
  • Sunday, May 20: 2:00–8:00 p.m.

Where do I check out?

Check-in and check-out will take place at the Housing and Residence Life office located at 425 Tree House Drive, Charlottesville, VA 22904.

What time is check-out?

Check-out is at Gibbons House. Guests must return their access cards at check-out, and cards must be returned the way they were received, placed in their white room envelopes inside the larger manila envelope. All guests must check out no later than 11:00 a.m. on Monday, May 21.

Check-out hours:

  • Friday, May 18: 8:00 a.m.–8:00 p.m.
  • Saturday. May 19: 8:00 a.m.–8:00 p.m
  • Sunday, May 20: 8:00 a.m.–6:00 p.m
  • Monday, May 21: 8:00–11:00 a.m

Does my graduating student have to be present at check-in?

No. Your graduating student does not have to be present at check-in. They may, however, pick up your room keys and check-in on your behalf. To do so, they must provide their student ID and a credit card.

Why do I need to provide a credit card at check-in?

You will need to provide a credit/debit card at check-in. Cards will only be charged if you lose your keys or you fail to check-out at your scheduled time. Card numbers will be shredded upon check-out.

What if I arrive late and need to check in?

Guests arriving after 10:00 p.m. should call 434.872.1000 to reach our after-hours response team. They will arrange to meet you at our offices at Gibbons House (425 Tree House Drive, Charlottesville VA 22904) to check you in.

 

Accommodations

Do you provide toiletries such as shampoo and soap?

No. Please remember that these are basic student-style accommodations, not a hotel. Guests will need to supply their own shampoo, toothpaste, and soap, hair dryer, and iron/ironing board as needed.

Do you provide an ironing board or hair dryer?

No. Please remember that these are basic student-style accommodations, not a hotel. Guests will need to supply their own shampoo, toothpaste, and soap, hair dryer, and iron/ironing board as needed.

Do you supply bed linens and towels?

Yes. Guests will each receive a linen packet placed in the room that includes a pillow, sheets, blanket, towels, washcloth, and laundry bag. Guests will be responsible for making their own bed. When checking out, guests should place linens in laundry bag provided.

Where is the continental breakfast served?

A continental breakfast will be offered in the first floor lobby of your building on Friday, Saturday, and Sunday (May 18-20) from 7:00– 9:30 a.m. On Monday, May 21, continental breakfast will be offered in the Gibbons House office lobby area from 7:00–9:30 a.m.

What do I do if I have a family member who requires a medical accommodation?

Should any member of your party require disability-related or medical accommodation, please contact our office at conferenceservices@virginia.edu or 434.924.4479. We will do our best to accommodate the request.

Is there WiFi access in the dorms?

WiFi access will be available in your room. Upon check-in you will receive an access code and instructions for activation.

 

Attending Finals Weekend Ceremonies

How long is the walk to the Lawn?

The walk to the Lawn is approximately 15 minutes from the Alderman Road Residence Area.

How do I get my elderly guest to the Lawn from the dorms?

Parking and transportation will offer golf cart service for those with mobility issues requiring assistance getting to the ceremonies on the Lawn. Golf carts will be staged in front of Gilmer Hall. There will also be bus shuttle service from the bus stop in front of the Aquatic and Fitness Center on Alderman Road.

What is the “Clear Bag Policy”?

To provide a safe environment for degree candidates, faculty, family and guests, the University has implemented a clear bag policy and is utilizing metal detectors for Valedictory Exercises on Friday, May 18 and Final Exercises on Saturday, May 19 and Sunday, May 20. These security enhancements mirror those used for athletic events at Scott Stadium and John Paul Jones Arena.

Attendees will only be able to carry the following style and size bag onto the Lawn or into the John Paul Jones Arena. An acceptable bag that may be carried to the Lawn is:

  • A bag that is clear plastic, vinyl, or PVC and does not exceed 12” x 6” x 12”
  • A one-gallon clear plastic freezer bag (Ziploc bag or similar).
  • One small clutch bag, approximately the size of a hand, with or without a handle or strap can be taken to the event along with one clear plastic bag.

All other bags will not be permitted. A list of prohibited bags includes, but is not limited to: purses, backpacks, drawstring bags that are not clear, briefcases, coolers, fanny packs, luggage, computer bags, camera bags, binocular cases, and diaper bags.

What other items are not allowed to be carried on the Lawn?

Please see the Finals Weekend website for a list of all prohibited items and other details: majorevents.virginia.edu/finals/generalinformation/safety-security