Event Guidelines
Request must be submitted to myUMW at least fifteen (15) days prior to an event or five (5) days prior to a meeting.
In the interest of supporting all University organizations, departments, and community members in creating equitable access to reserving outdoor spaces, the following guidelines are in effect:
- Outdoor spaces cannot be reserved from 11pm to 7am (mirroring the FXBG noise guidelines)
- Outdoor spaces can be reserved for a maximum of four hours within a day, consecutively or not. This includes set-up and take-down times.
- Outdoor spaces can be reserved for up to three consecutive days (up to four hours each day).
- Indoor space reservations are limited to the hours that buildings are open and staffed
- Indoor and Outdoor spaces are not reservable for reading and exam periods, as published on the University Calendar.
- The University reserves the right to tighten or loosen restrictions on any reservable room or space in order to meet the academic and co-curricular needs of the UMW community, particularly when demand for a particular space is high.
Exceptions to the above guidelines will be reviewed on a case-by-case basis. Tier I and Tier II Clubs and Organizations should submit requests for exceptions to Student Activities and Engagement (SAE). Tier III organizations, faculty, staff, university departments, and non-affiliated persons should direct request for exceptions to the Office of Events and Conferencing. Please be aware that requests for exceptions will require additional approval processes and should be submitted well in advance of any planned activity.
Steps for Reserving Space
STEP ONE: Make sure the room is available.
Check the 25Live event calendar to ensure that the room is available. You can search locations in the “Quick Search” box on the left, then click on the “Calendar” view to see what spaces are booked or available.
STEP TWO: Make the request on myUMW
In order to make your request, please login to myUMW and submit an event registration form, being sure to denote the space you would like to reserve for your event.
Once your request is made, myUMW will automatically notify SAE to process your request. If you are making an EVENT request, you may need to set up a meeting with the Senior Student Coordinator of Events to discuss the details of your event.