Event Services

To better assist our community in hosting meaningful, well-coordinated events, an Event Oversight Team has been created. This cross-functional group—comprising representatives from Administration, Facilities, IT, and Marketing and Communications—reviews event submissions for alignment with School priorities, scheduling feasibility, and space availability.

Review the School’s Events Policies and Procedures for more information, including event eligibility and prioritization guidelines.

School of Data Science events are categorized into three tiers for planning, prioritization, and mission-alignment:

Signature Events

•    Large-scale, high-visibility events involving the Dean, VIP guests, donors, or strategic partners (e.g., Datapalooza, board meetings, major research showcases)
•    Submission deadline: 6–12 months prior
•    Approval & planning: Event Oversight Team, Dean, Cabinet
•    Support level: Full event coordination with room holds and promotion planning

Tier 1 Events

•    Events with an external audience or internal strategic priority (e.g., recruitment events, research talks, distinguished lectures, career forums)
•    Submission deadline: 1–3 months prior
•    Approval & planning: Event Oversight Team
•    Support level: Moderate—Marketing and Communications, Facilities, and IT coordination as needed 

Tier 2 Events

•    Internal-facing events (e.g., student socials, info sessions, faculty brown bags)
•    Submission deadline: Minimum 2 weeks prior
•    Approval & planning: Event Oversight Team
•    Support level: Minimal or self-managed with guidance, as needed
 

To further our mission of being a “School Without Walls,” we are now opening select School of Data Science (SDS) spaces at 1919 Ivy Road to University and community groups for events that are in alignment with the mission of the School. 

Spaces designated as SDS-managed require submission through the Event Submission Form, regardless of whether the event is hosted by a School of Data Science unit or an external party. SDS-managed spaces include:
 

• Capital One Hub

• Lobby and Atrium

• Board Room

• Corporate Commons

• Classrooms 205, 206, 305, 306 (pending Registrar approval) 

• Fourth-Floor Terrace

Additional meeting rooms are bookable through Outlook for SDS faculty, staff, and students. For questions about Outlook reservations, please contact your unit administrator. Students should contact the Office of Student Affairs.

Note: For events requiring setup, signage, A/V support, or which include food, please complete the Event Submission Form. 

View available space and details like room capacity and configuration. 

Event reservations for SDS-managed spaces are scheduled on a first-come, first-served basis. Units are required to cover additional costs associated with space usage (i.e., housekeeping, furniture configuration, student-worker support, and additional technology). Competing events for the same space will be discussed by the Event Oversight Team on a case-by-case basis with all parties involved. Simultaneous events in the same building may be restricted during School-designated Signature Events.

Cancellations

If an event will not take place at the reserved time, the event organizer should immediately contact the Event Oversight Team. 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 the Event Oversight Team.  

Confirmation of Event Space Reservation

You will receive a notification from the Event Oversight Team confirming your space has been reserved. 

Classroom Space Reservations  

The University does not release classrooms for event purposes until the semester is underway. Faculty and staff may request a classroom by completing the Event Submission Form. The request will be reviewed by the Event Oversight Team and the School of Data Science Registrar. Please note, A/V support is not provided for events held in classrooms. Food and beverages are not permitted in classrooms. 

Users are required to report any damage done to a meeting room/event space and/or equipment during their event. Users 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. Organizers are responsible for bringing their own cords, power strips, and surge protectors. For an HDMI cord, contact your unit administrator. 

Fire Code

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 moving/removing 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 Street and Ivy Road for those exiting the building from the east, and the plot to the west for those exiting from the west. 

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Room setup and cleanup are the responsibility of the event organizer. In the Event Request Form, you can request support with room setup. For events that require an alternative furniture setup, please indicate this in 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.

Cleanup related to catering is outlined in the catering section below. 

The event organizer or the caterer must provide serving equipment, paper products, utensils, food, beverages, ice, coasters, and trash bags. Open flames are not permitted; Chafing dishes with canned heat (e.g., Sterno) are permitted.

At the conclusion of the meeting or event, organizers should 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 cleanup is necessary.

For larger events, additional housekeeping services should be requested in the Event Submission Form. Services are provided for a fee and University worktags are required.

Please note that food and drink are not allowed in classrooms, per Provost policy.

Alcohol

Any School of Data Science-sponsored event that would like to serve alcohol must have prior approval from the Dean regardless of the funding source. 

Any event that is being held in SDS-managed event spaces hosted by University or external organizers that plans to serve alcohol must submit an alcohol approval request form at least 10 business days prior to the event date. 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 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. Accessible parking is available in the Emmet Ivy Garage in the dedicated accessible spaces on the 1^st level. 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.  For events that are after 5:00 p.m., free parking is available in the Emmet Ivy garage.

Creating inclusive and accessible events is a priority for the School of Data Science. Please see the following 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 space. Room 303 is located on the third floor and available by requesting access through the facilities manager. The lactation space includes two lockable stalls with access to power, working space, refrigeration, storage, sink, and a baby-changing table.