Event Services

Meeting rooms in 1919 Ivy Road are available for use to support the School of Data Science's academic, research, and development programs. Meeting rooms may be reserved by School of Data Science units, faculty, staff, and students, and should be managed in 25Live, which the School uses for all meeting room reservations. Event spaces may be reserved by School units by submitting the event request form. Event spaces in the building are identified as Capital One Hub, Gallery, Corporate Commons, and the Terrace.

Requests from units outside the School of Data Science for meeting room usage for small UVA-affiliated meetings or events (less than 25) may be considered and should be submitted via the event request form. Preference is always given to School of Data Science events, and approval is subject to being rescinded if a School need arises. Each request must have a faculty or staff sponsor from within the School of Data Science who will ensure compliance with meeting use guidelines. Event spaces are not currently available to those outside the School of Data Science. The school may reconsider this policy at a later date. These requests are subject to the approval of the Dean's Office. Any questions should be sent to sds_events@virginia.edu. 

Advanced Reservations

Reservations are scheduled on a first-come, first-served basis.

Cancellations

If an event will not take place at the reserved time, the event organizer should immediately contact a room scheduler. This allows us to more freely book spaces for those who do not have advanced bookings.

Requesting Space Holds

There may be instances where a meeting room is needed but details have not been confirmed by the requester. In this instance, a room — or number of rooms — can be placed on “hold” by contacting a room scheduler.  

Meeting Room Space Reservations

Review Space Availability

Faculty, staff, and students should review space availability using 25Live.

Reserve Meeting Space

Faculty and staff and students may reserve meeting rooms directly in 25Live.

You will receive an email immediately confirming your meeting room request in the system. Meeting room space is approved by the designated admin in the school. Requests will be approved by our team and then you will receive a comprehensive confirmation email.

Confirmation of Meeting Space Reservation

Your space is confirmed once you receive a confirmation email with your room assignment.

Room schedulers reserve the right to reassign space and/or cancel reservations based on School needs.

Event Space Reservations

Reserve Event Space

School of Data Science faculty and staff and students may reserve event spaces by filling out the event request form.

You will receive an email immediately confirming submission of your space request. Event space use is approved by the designated admin in the school. Requests will be confirmed by our team and then you will receive a comprehensive confirmation email.

Confirmation of Event Space Reservation

Your space is confirmed once you receive a confirmation email with your room assignment and details.

Room schedulers reserve the right to reassign space and/or cancel reservations based on School needs.

Classroom Space Reservations  

Please note, the University does not release classrooms for event purposes until the semester is underway.

Faculty and staff may reserve classroom space using 25Live.  

Classrooms are under the purview of Classroom Support (classrooms@virginia.edu/434-982-4586); any A/V or setup should be managed through Classroom Support.

Food and beverage are never permitted in classroom spaces.

View our space overview spreadsheet to explore configurations and equipment available in each room. 

Meeting rooms are open Monday–Friday, 7:00 a.m. – 7:00 p.m. With the exception of room 137 (student affairs conference room) and 120A (corporate commons conference room) all meeting spaces are on card reader access, and are unlocked at the start and locked at the end of each day. If a meeting room is locked upon your arrival, please go to room 237 in 1919 Ivy Road (the administrative office suite) for immediate assistance.

School of Data Science faculty, staff, and Ph.D. students may book a meeting in any meeting space in 1919 Ivy Road on 25Live outside of these normal operating hours and use their ID badge to access the space. All other School of Data Science students may book a meeting room outside of normal operating hours in all meeting rooms directly accessible from the atrium except for rooms 101, 246, and 300. Booking other spaces after hours for students must be arranged in advance with the Dean's Office. Please email the Building Coordinator (sds_building@virginia.edu) to request after-hours building access.

All other UVA users should plan meetings within our normal operating hours. 

Users are required to report any damage done to a meeting room space and/or equipment during their event. Users of the meeting space are prohibited from posting on walls in any manner that leaves permanent marks/damage.  

Event organizers and participants are expected to adhere to all University, local, state, and federal safety regulations.

Capacity

Capacity is set by the fire marshal with the safety of occupants in mind. Event organizers and participants are required to adhere to room capacity restrictions unless written approval is provided. Exact room capacities are available above in the event space details section.

Extension Cords, Power Strips, and Surge Protectors

Power strips and surge protectors must have a UL rating and be fused with a reset switch. Fused power strips may not be linked in a series to create a longer cord. A limited number of power strips may be available by request when you submit your event request form.

Furniture

The fire code states that hallways are to be kept clear to allow for emergency egress. Please do not place furniture in hallways and refrain from blocking doorways and walkways. You must have approval before removing meeting room furnishings.

Evacuation Procedures

A wide variety of emergencies may require a workplace or meeting room to be evacuated. These emergencies may include fires, explosions, floods, earthquakes, hurricanes, tornadoes, or other disturbances. The evacuation site for 1919 Ivy Road is the corner of Emmet and Ivy for those exiting the building from the east, and the plot to the west for those exiting from the west as pictured here. 

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Room setup and cleanup are the responsibility of the event organizer. Requests for setup support can be submitted along with space requests via the event request form.

The room should be restored to its original condition, including but not limited to:

• Whiteboards/blackboards should be erased and wiped down.
• Furniture should be returned to the original configuration and wiped down.
• All debris should be removed from floors and other surfaces in the room.
• A/V equipment should be turned off.
• Specific clean up related to catering are outlined within the catering section of this website. 

Please note that catering is not allowed in UVA classrooms per Provost policy on classroom use. The event organizer or the caterer must provide serving equipment, paper products, utensils, food, beverages, ice, coasters, and trash bags. All tables should be covered if food is served, and hot food should be placed on a protective mat. Open flame is not permitted.

At the conclusion of the meeting/event, event organizers should do the following:

Clean up trash and remove all debris from the meeting room. Full trash bags should be carried to the trash room (108) on the first floor. A cleaning fee may be charged if spills occur or additional clean-up is necessary.

All tables and credenzas should be wiped down using water only.

If the event organizer wishes to have support from housekeeping during the cleanup, please submit a request using the facilities request form. Services are provided for a fee and University worktags are required.

Alcohol

All events where alcohol will be served, whether department- or student-sponsored, must have the approval of the Vice President for Student Affairs. Alcohol approval request forms should be submitted online at least five (5) days prior to the event. A registered account is required to submit the form. If alcohol is approved, approved and trained event managers will need to be hired or present to manage the alcohol service. For more information on the use of alcohol at the University, visit the UVA Office of Student Affairs page. A copy of the approval form should be emailed to the sds_events@virginia.edu ahead of the event and provided if requested. 

Parking is available on an hourly or daily basis in the JPJ "Blue" lot for a fee using the ParkMobile app in zone 5520. Event organizers can make other arrangements with Parking and Transportation. Parking and Transportation's Event Operations Division offers a range of services to provide parking options for event visitors, including requesting a parking lot reservation or promo codes/validation coupons. 

Guests of UVA (individuals who are not faculty, staff, or students) have four options for accessing the internet using a UVA WiFi network: 

• Self-service guest access: Connect to the UVA Guest WiFi network. A pop-up window should open automatically. If the page doesn't appear, open a browser and visit in.virginia.edu/guest.
• Sponsored guest access with a passcode: Must be sponsored by a UVA-affiliated organization or individual.
• Sponsored long-term guest access: PIN and/or device registration is required.
• Guest from a participating eduroam institution: Please refer to information on the Information Technology Services website.

The Information Technology website (behind Netbadge) offers instructions on how to request guest access passcodes, sponsor a long-term guest, or utilize eduroam. 

It is the event organizer’s responsibility to request guest WiFi in advance of the event. 

Our meeting rooms are equipped with a variety of technology to meet many needs. To determine what type of technology is available in each space please view event space details on this page.

Please request specific needs and/or a pre-event A/V consultation when submitting your event request through the event request form. At the conclusion of all meetings, technology should be returned to its appropriate rest/standby state, and portable devices/adapters should be stored in their appropriate location. 

Creating inclusive and accessible events is a priority to the School of Data Science. 1919 Ivy Road was designed with this in mind, and we have systems and resources available to you. Please see below for resources to help you achieve the most inclusive event possible.

• University of Virginia Accessibility Map for Emmet/Ivy Region
• Guidance to Plan Accessible Events from the UVA Office for Equal Opportunity and Civil Rights
• Hearing Loop Technology Overview
• Digital Accessibility Resources
• Parking Options

1919 Ivy Road is equipped with a dedicated lactation room. This space, room 303 on the third floor, is locked at all times with card swipe access. Visitors can request access to this space by visiting the information desk on the first floor or the administration office in room 237. Access can also be requested and arranged by emailing the building manager.

The lactation space includes two lockable stalls with access to power, working space, refrigeration, storage, a sink, and a baby-changing table.  

Resources for new and expectant parents, including breastfeeding support, can be found on this UVA Human Resources page. Please note that some services and resources are available only to UVA employees on the UVA Health plan.