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Multi-Day Meetings & Conferences FAQ

Planning Multi-Day Conferences

Am I eligible to host my meeting or conference at UVA? 

Eligibility depends on whether you represent an external organization or internal UVA department or program. If you are a planner from an outside organization, you must have a UVA Sponsor.

Please see our Sponsorship FAQ for more information.

Is there a fee for event planning services?

Conferences@UVA is an “opt-in” service provided to those looking for a one-stop shop to plan their events at UVA. For these services, we charge a planning fee which will vary upon the scope of your event and the services we are asked to provide.

For larger scale events requiring full service, a fee of 5% of the event budget will be assessed in the final bill. Fees for onsite coordination, registration management and a la carte services will be assessed based upon services rendered. Please contact Conferences@UVA for more information.

How far in advance can I reserve meeting space? 

Because so much of UVA’s available meeting and event spaces are closely tied to the academic year calendar and related programming, many venues cannot be reserved more than six to nine months in advance. However, certain locations can be reserved further in advance, sometimes with an advance planning fee. 

Classrooms may only be reserved after the upcoming semester’s class schedule is set.  

You can submit an event planning request online to start the planning process.

What if the conference I am planning is two years from now?

It is never too early to start planning a large conference because so much factors go into the planning and execution of a large event, including budgets, dates, and more.

Internal UVA departments and programs are given priority when it comes to reserving many on-Grounds event spaces, and therefore some venues cannot be reserved more than six to nine months in advance.  

You can submit an event planning request online to start the planning process.

Can you assist with housing my conference participants?

On-Grounds accommodations are only available to conference groups hosting meetings or programs during the summer months (from mid-May to mid-August) when UVA students are no longer occupying academic year housing.

If your conference takes place during the academic year, Conferences@UVA can assist you with securing off-Grounds hotel rooms or room blocks appropriate for both your program and your budget.

What if my group needs parking?

If your participants require on-Grounds parking, we can assist with identifying the appropriate lot and obtaining temporary permits from Parking & Transportation (P&T) for your staff or guests who need them. Billing for parking may be added to your program’s conference bill.

P&T's Permit Parking Map shows all on-Grounds parking areas.

What if my group requires a meal plan?

If you would like to offer a dining hall meal plan to your guests, we can make those arrangements with the University's Dining Services, and add the cost of meals to your program’s conference bill.  

Conferences and Dining require the program to submit a written two-week guarantee for meals. The program will be charged that guarantee in their final bill, or the cost for the actual number of meals, whichever amount is higher. 

What if I need catering for my group?

If you need catering for your program participants, we can help! Conferences@UVA partners with The Virginia Catering Company and other providers to develop meal plans, menus, and other culinary offerings that work best for your program and your budget.

Do conference guests have access to fitness facilities?  

Yes! Conference guests may purchase a visitor pass for one day, one week, two weeks, one month, or two months at the Intramural-Recreation Sports Department Business Office, located in Room 209 of the Aquatic and Fitness Center on Alderman Road. Visitor passes are valid at four fitness facilities on Grounds. Interested guests should contact the IM-Rec Sports Business Office at 434.924.3791 or recsports@virginia.edu.

If you so choose, recreational facilities passes may be included in the package you offer to your guests. In addition, fitness rooms, pools, fields, and other facilities may be reserved for use by conferences for programmed recreational activities. Intramural-Recreational Sports can also be contracted to help facilitate team-building activities.

Are classrooms available for conferences to use?

Classrooms are available for use by conference groups, but priority for booking classroom space is given to faculty and to actual scheduled classes, during both the academic year and during summer sessions. Therefore, it is not possible to reserve a classroom or auditorium that is typically in use for classes too far in advance. 

Usually reservations for classrooms may only be made after the upcoming semester’s class schedule has been released.

Are there Conferences@UVA staff available to assist me in planning my event?

Yes! Our experienced event professionals have a broad knowledge of UVA’s portfolio of facilities and services, and the rules and restrictions that come with their use. We are available to help you navigate the University’s offerings, and to facilitate your planning by offering a one-stop solution for reservations and services.

You can submit an event planning request online to start the planning process. You may also contact Conferences@UVA by phone (434.924.4479) or email to discuss your needs.