Should we be planning in-person, hybrid, or virtual events?
We are encouraging groups to plan primarily for virtual events; however, hybrid and small in-person events are also feasible as long as they abide by the University’s new policy on Face Masks, Physical Distancing, Events and Gatherings, and Visitors. Reference the videos on Visibility in the Student Org Officers Facebook group as well as the resources on Recruiting in the Leadership Library for ideas on virtual programming.
Can we reserve spaces for our in-person events? Which spaces are available?
EMS (Event Management System) is open for space reservations for in-person events as of Monday, September 14th. Please read the University’s new policy on Face Masks, Physical Distancing, Events and Gatherings, and Visitors.” This policy clearly states that gatherings are limited to 6 people or the capacity of the space in which the event is being held, whichever is less.
Please note that ALL spaces are NOT available for events this semester. Email firstname.lastname@example.org with questions.
If you need help updating your organization’s Event Requesters on @UVA, please view the videos about your roster in the Leadership Library under @UVA tutorial videos or email email@example.com for assistance.
IM-Rec (firstname.lastname@example.org) has several options for space reservations as well:
- Indoor facilities will be limited to informal use of open fitness areas. Multi-purpose rooms will only be available for departmental group exercise classes at this time; however, we will continue to evaluate future reservation availability of these spaces throughout the semester.
- Reservations for outdoor venues are open as of Monday, August 24. Reservations will be accepted up to 7-days in advance (no semester long reservations), for a maximum of 90-minutes/day, and limited to no more than 1 reservation/day/group. Club Sports, CIO’s, and Student Groups will be permitted up to 3-hours of reservations per week.
- Review the Intramural-Recreational Sport Re-Opening page for updates.
What are the specifics behind the 6 person limit?
View this message by Dean Allen Groves, which previously outlined the 15 person limit. When that policy was created, groups were expected to meet with no more than 15 people. The policy has now been updated to 6 people for the first two weeks of the Spring Semester. Face coverings and social distance (6 feet) are also mandatory when you are hosting an in-person/hybrid event.
Can our performance groups perform this semester? What can we expect?
Yes, provided it abides by state, local, university guidelines. Please reference this University policy (also posted below). We recommend getting creative with what you can do in a virtual manner rather than meeting in person. If you would like to talk through the specifics of your organization, please contact Ashley Holland at email@example.com.
- Vocal music and theater rehearsals and performances may only take place outside with ten-foot physical distancing and masking. Theater productions should be small and have very limited movement.
- Dance rehearsals and performances may take place inside or outside with ten-foot physical distancing and masking.
- Brass and Woodwind ensembles should not practice or perform until further notice.
- Note: All rehearsals and performances are subject to attendance restrictions noted in the attendance section of this policy.
- All additional IM-Rec requirements are posted in IM-Rec facilities and are outlined in IM-Rec’s approved Fall 2020 plan. Additional Athletics requirements are posted in Athletics facilities.
Can we host bake sales?
No, groups are not permitted to do so at this time. At in-person events (which are generally discouraged right now), you may use individual, pre-packaged food only; no buffet style food. Individual cans or bottle beverages only; no shared beverage options or open beverages. All utensils must be single use and packaged separately (fork, spoon, knife, napkin).