Reservations in the Student Health and Wellness (SHW) Building
Our goal at Student Health and Wellness (SHW), is to help students reach their full potential by optimizing their health and well-being during their time at UVA and beyond. Our four-story building located at 550 Brandon Ave, is more than home to SHW, it is also, more generally, a student center at UVA, with a lens on well-being. Regardless, of the space you’re after please join us in our student-centered oasis.
While most of the SHW public areas are available for drop-in, the Department of Student Health and Wellness (SHW) is pleased to offer some reservable spaces for events and programming that are in alignment with our vision of enhancing the well-being and health of our university community. To provide the best service possible to all users of our facilities, we ask for your cooperation in following these guidelines. Please be advised that these are our general policies. More specific policies and guidelines may apply to an event and will be discussed when the reservation is requested.
All participants shall adhere to published University of Virginia (UVA) policies, regulations, and SHW guidelines in addition to local, State and Federal laws.
SHW reservations are prioritized in the following order: Department of SHW, Division of Student Affairs, Contracted Independent Organizations's (CIO), UVA students and faculty/staff members, UVA departments, alumni, and outside non-university groups.
Reservations may not be permitted if, in the judgment of SHW, the event or programming is not in alignment with our vision of supporting the well-being and health of our community and granting such a request would cause excessive damage to the facility.
Who may reserve space?
- Student Health and Wellness (SHW)
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SHW prioritizes internal units within the department for reservation space first to fulfill the departments operational needs before opening up reservations on 25Live.
- Division of Student Affairs
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Once SHW confirms the department’s reservations for the semester, SHW event schedulers will coordinate with Divisional colleagues through email to determine which spaces are needed and schedule reservations accordingly.
*Division of Student Affairs colleagues will not be charged for reserving space at SHW*
- CIOs
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Depending on the organizational model used by the CIO, requests for reservations may only be made by the officers of approved CIOs - or a committee chairperson when the booking is for that committee or subcommittee. Approval is defined by the completion of the application/renewal for CIO status determined by Student Council and UVA policies. Questions regarding approval status should be directed to the Student Council Vice President for Organizations. A new student organization pursuing approval as a CIO may reserve a meeting space on one occasion for an interest meeting.
- Fraternities and Sororities
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Only those Greek organizations in relationship with the UVA through the FOA approval process may reserve spaces. The person booking a reservation must be an officer or hold a leadership position.
- Special Status, Residence Life Councils, Class Councils, ODOS-Affiliated Organizations
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Officers in these organizations may reserve space.
- University Departments
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University faculty and staff may make reservations for departmental events. Rooms in SHW are generally not available for academic classes or programs, but SHW will review exceptions on a case-by-case basis.
- University Alumni
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University alumni may reserve SHW spaces through the Alumni Association.
- Non-University Entities
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Outside groups, companies, agencies, and other non-University entities must email SHW Event Planning directly to [email protected] to request a reservation. These approvals are made on a case-by-case basis.
Order of Reservation Requests
SHW spaces are reserved in the order in which requests are received with consideration given to the size of the group, type of program, and space availability. SHW reserves the right to assign and if necessary, reassign facilities to assure the maximum and most appropriate utilization of facility space.
SHW Building Hours
SHW building hours change during the year due to holidays, academic breaks, etc. It is possible to request the facility to open beyond normal operating hours, and additional fees will be assessed to cover staffing and operating costs if extended hours are approved. For our most up to date hours of operation, view this webpage.
Cancellations
User agrees to notify SHW at least 10-days in advance of any requests to change the date, time or other details of the event in terms of usage to the above named SHW space(s). Any cancellation made less than 10-days prior to the event will incur a charge 50% of the rental fee. Any cancellation made less than 3-days prior to the event is non-refundable. Student organizations and University departments that do not cancel their reservations and do not show up will be charged a full room rate.
To the extent permitted by the laws of the State of Virginia, the University shall be responsible for the acts or omissions of its agents and employees causing harm to persons not a party to this agreement. The User and any Co-Sponsor agrees that they shall be responsible for the acts or omissions of its agents and employees causing injury to persons not a party to this agreement. The User and any Co-Sponsor agrees to indemnify and hold the University harmless from any claims and liability arising from such use. Nothing herein shall be deemed as an express or waiver of the sovereign immunity of the Commonwealth of Virginia.
The University shall have the right to immediately terminate any Agreement should the User default in performance of any term or condition hereof. The University may also terminate this agreement without penalty if it should become impractical to perform this agreement due to causes beyond the University’s control including and not limited to storm, fire, flood, earthquake, damage or destruction of facilities, labor disturbances, war, civil commotion, shortage or unavailability of labor or governmental law, ordinance, order or act. In any such event, the User will receive a full refund of their payment.
No user/group may release or transfer reserved space to another individual or group. Reservations for space are group or event specific and may be changed only by SHW.
Support Coverage
SHW reserves the right to require security, housekeepers, and staff support coverage and other personnel for events. Need shall be determined based on the time, locations, attendance, and type of event. The sponsor of the event will be responsible for paying all additional personnel charges.
Hiring Security Staff
Some events may require hiring University Police Department (UPD) for security and/or RMC staff. These events include late night activities, any event where alcohol is served, certain large-scale events such as concerts or dances, and other special circumstances requiring security. UPD must provide the security services or approve of the security vendor (e.g., RMC Events). The organization booking the event is responsible for arranging security and managing all associated costs. The security officer(s) must arrive half an hour before an event is scheduled to begin and remain until half an hour after the crowd has dispersed; the total charges are thus determined as the event time plus one hour. Failure to obtain security one week prior to the event date will result in the event being cancelled.
Billing
Departments and organizations with billing numbers must furnish their Worktag numbers when making a reservation that includes any charges or fees. Billing is typically processed monthly. Departments that require proof of billing may obtain copies of invoices at the time a reservation is made or after the billing has been processed. Requests for documentation should be made to [email protected]. University departments or student organizations sponsoring non-University groups may also provide a contact name and billing address if the charges will be billed directly to the outside entity.
Non university groups such as recruiting companies, agencies, and individuals, for example, must pay for charges in advance of the event date. Full payment of room, equipment, staffing, and other fees is due 10 days before the event. Reservations made within 10 days of the event should be paid immediately. Visa and Mastercard payments may be made by mail or telephone (434.924.1331 or [email protected]). In the event of a cancellation, companies may be entitled to a 50% room change refund if the cancellation is made more than 10 days before the scheduled event. Within 10 days, no refund will be given.
Student organizations and other groups without internal billing accounts will be billed by email on a bi-weekly basis. Payment is due 30 days after the invoice date. New reservations will not be processed for any organization with past-due invoices.
Decorations
No glitter, taping, tacking, nailing, gluing, painting, marking, or stapling to any walls, surfaces, or floors is permitted in any part of the SHW building. No sand-filled helium balloon weights are allowed. No candles or lighted implements of any type may be used. Any and all decorations that will be used must be approved by SHW [email protected].
User will make no changes or alterations to the premises including erection of signs without the prior written consent of UVA. User will permit no liens to accrue against the premises for labor or materials provided to the User or claimed to have been so provided. User will use the premises in accordance with all applicable ordinances, laws and orders and UVA rules and regulations, and for the purpose(s) set forth herein, and for no other purpose without the prior written consent of UVA. Alcohol, smoking and the illegal use of drugs are not permitted in any UVA building, including SHW. It is the responsibility of the User to assist in maintaining the cleanliness of the assigned space(s) and adjacent areas.
Food and Beverage
In reservable spaces, food for potlucks, receptions, and meals may be catered by an outside company or brought in by the reserving organization. At the end of the event reservation, all food must be removed by the group responsible for the reservation. Food may not be set up, prepared, or served in any of the hallways due to fire code restrictions.
The following guidelines apply for student organizations: University policy governing food service by Student Organizations
Host Group Responsibilities
1.The sponsor is responsible for the conduct of everyone attending its event, including non-University guests.
2.The sponsor is responsible for all applicable charges.
3.The sponsor shall designate a contact person and shall develop a plan and execute all functions necessary for proper event management, including but not limited to appropriate crowd control procedures, checking of ID’s, ensuring appropriate admission procedures, ending the event at the designated time, and assisting in dispersing of attendees at the end of the event.
Fundraising
Pursuant to University Policy PRM-017: Use of University Facilities or Property and Limits on Direct Solicitation and Advertising, student groups or organizations may engage in promotional and fundraising activities if such activities do not disrupt University business, generate security issues, duplicate services or goods provided at the University, block sidewalks or roads, impair the aesthetics and integrity of University property, or generate personal profit for individuals.
Reservation Fees for UVA Departments
| Multipurpose Room 100 (75) | $150 per hour up to 4 hours or $900.00 day |
| Multipurpose Room 101 (75) | $150 per hour up to 4 hours or $900.00 day |
| Multipurpose Rooms (combined) (150) | $200 per hour up to 4 hours or $1,200.00 day |
| Wellness Suite Room 187 (10) | $50 per hour up to 4 hours or $300 day |
| Conference Room 207 (12) | $75 per hour up to 4 hours or $500 day |
| Conference Room 208 (12) | $75 per hour up to 4 hours or $500 day |
| Conference Room 316 (12) | $75 per hour up to 4 hours or $500 day |
| Conference Room 317 (12) | $75 per hour up to 4 hours or $500 day |
| Conference Room 180 (12) | $75 per hour up to 4 hours or $500 day |
| Room 454 (12) | $50 per hour up to 4 hours or $300 day |
| Room 456 (12) | $50 per hour up to 4 hours or $300 day |
AV Fees
| Projector package (Multi-Purpose Room) | $100 |
| Projector package (Both Multi-Purpose Rooms) | $200 |
| Microphones (Multi-Purpose Rooms) | $20 per mic |
Reservation Fees for Non-UVA Affiliated Organizations
| Multipurpose Room 100 (75) | $200 per hour up to 4 hours or $1,200.00 day |
| Multipurpose Room 101 (75) | $200 per hour up to 4 hours or $1,200.00 day |
| Multipurpose Rooms (combined) (150) | $250 per hour up to 4 hours or $1,500.00 day |
| Wellness Suite Room 187 (10) | $75 per hour up to 4 hours or $500 day |
| Conference Rooms 207 (12) | $100 per hour up to 4 hours or $600 day |
| Conference Rooms 208 (12) | $100 per hour up to 4 hours or $600 day |
| Conference Room 316 (12) | $100 per hour up to 4 hours or $600 day |
| Conference Room 317 (12) | $100 per hour up to 4 hours or $600 day |
| Conference Room 180 (12) | $100 per hour up to 4 hours or $600 day |
| Room 454 (12) | $75 per hour up to 4 hours or $500 day |
| Room 456 (12) | $75 per hour up to 4 hours or $500 day |