Reserve a Room/Post on the Events Calendar

Reserving a room is the first step to a successful event. Reserving a room notifies us that an event is happening, ensures that you get the kind of room you need and allows you to publicize the event on the Law School calendar and other places.
Use a room that matches your audience. Usually an event feels successful to the speaker if the room is full. A 25-person event in a seminar room will feel successful, but that same event in Caplin Pavilion will feel like a failure. Be realistic about how many people are likely to attend your event.   
To reserve a room:

• Fill out the online room reservation form.
• Remember to note:
• any A/V needs,
• needs for tables/chairs and  how you want them arranged
• any other special requests.
• To post the event on the Law School’s public calendar, click the checkbox to post the event online.  Phrase the description of your event in the third person; the calendar represents the whole school, so "come to our event" will likely be reworded.
• Any questions about your room request will come from David Holsapple, deh8j@virginia.edu.  If you requested that the event be posted on the public calendar, you will also receive a separate confirmation from the Communications Office that the event is posted online.
• Room reservation requests submitted over the summer are pending until the course schedule is set. To mark a date for a major event on the public calendar during this time, contact the Communications Office at lawcomm@virginia.edu.
• You can request changes to room reservations or make changes to your public calendar descriptions online on LawWeb (you will receive a link to do so in your confirmation email, and there is also a link under the News/Events tab in LawWeb, under Event Management, called "View/Edit Your Room Requests")
• Use of some spaces outside of normal business hours may require the temporary issue of a room key. You must make arrangements for the key before the event with David Holsapple (deh8j@virginia.edu).
• Note:  The exterior doors to the Law School are on an electronic locking system.  Exterior doors lock at 7 p.m. Monday–Friday, and at 5 p.m. on Saturday and Sunday. In the mornings, the doors are unlocked at 7 a.m. Monday–Friday, and at 9 a.m. on Saturday and Sunday.  If you are planning a late evening event or a weekend event that begins early in the morning, please contact Greg Streit, Assistant Dean for Building Services (streit@virginia.edu; 982-2802) with questions.    
• If you are unsure of what room you should use, contact David Holsapple at deh8j@virginia.edu.
  

Rooms That Allow Food

• Food is not allowed in Caplin Auditorium, most classrooms or in any seminar room.
• Pizza is allowed only in the 1950 Dining Room (which can be reserved after 4 p.m.) and the Caplin Auditorium lobby.
• Rooms that allow food:
• SL262, holds 64 people
• WB105, holds 44 people
• WB121, holds 26 people
• SL284, holds 20 people
• Caplin Pavilion
• Spies Garden (the courtyard behind Caplin Pavilion)
• If you provide food, it is your organization’s responsibility to leave the space clean and ready for class following the event.

What Qualifies for the Public Events Calendar?

Events that are open to the Law School public and likely to interest a cross-section of the Law School community may be posted on the calendar. Student organizations' regularly scheduled meetings are not eligible for the public events calendar, although you can post the initial meeting of a student organization each semester. Charity events need to have a direct connection to the Law School to be listed. For example, a blood drive on Law School Grounds may be listed; a 5K run on University Grounds that has no particular connection to the Law School would probably not. That said, our judgment on inclusion tends to be liberal and permissive.

Related Links

Online Events Calendar (check for conflicting events)
Scheduled Rooms Calendar (check for available rooms)
Courses by Room | By Day (check for available rooms)