University Events and University-Related Events

The following information will assist to distinguish between a special event and a meeting and whether campus Events Services should be engaged in the planning efforts.

If an event involves one or more of the following, it is considered a special event. The Event Services team must be used to handle the arrangements. Submission of a Special Event Request Form through Astra is required. Event fees will be assessed accordingly:

  • Events outside of normal business hours (Monday–Friday, 8:00 a.m.–5:00 p.m.).
  • Events held on Saturday (Sunday events are not supported).
  • Events scheduled in the Virginia G. Piper Auditorium (Building Two).
  • Events with 40 or more attendees.
  • Meetings that are longer than four hours.
  • Multi-day and/or multi-room events.
  • Events requiring audiovisual and/or other equipment/furniture.
  • Events that provide food.
  • Events that require door overrides and/or security.
  • Events where alcohol will be served.
  • Events requiring University controlled parking (i.e. lot attendant).
  • Events which, based on an assessment by campus security and/or the Campus Management and Operations office, are deemed to have unique safety concerns that would require event staff presence.

Event Services may not need to be involved if you are hosting a small meeting (under 40) during normal business hours. For smaller meetings (under 40) without food and no resource *requirements, a "Meeting Only" request through Astra Schedule should be submitted. For smaller meetings (under 40) where food is present and there are no other resource *requirements, a "Meeting with Food" form should be submitted. This form with automatically schedule custodial resources.

All events, regardless of size must reserve space through the Astra Schedule.

Non-University Events

All non-university events must be coordinated through Event Services. This includes UA-sponsored events.

*Resource requirements are defined as any of the following:

  • Security/door override.
  • Custodial.
  • A/V support.
  • Parking.
  • Requests for furniture positioning.