The System of University Reservations and Calendar of Events

25Live

25Live is UVA's central reservation system for reserving academic classrooms, select department and UVA Recreation locations. 

25Live Access

All active UVA students, faculty and staff have access to use the system, however only officers from registered CIOs may request classroom space for their respective student group. 

 

News and Information

 

Summer 2025

 

Academic Location Requests - General Information:

• Summer 2025:  See information specific for Faculty/Staff and CIO Representatives below.
• Weekend Events (Sat/Sun):  Updates must be submitted to your event scheduler prior to noon on the Thursday preceding your event.  
• Confirmation Delay: At the beginning of each term, your request may not be confirmed until just before the event start date. 
  • Please see the section below: "Event confirmation delays at the beginning of each term" for more information.

CIO Representatives:

• Summer 2025:  Classroom locations are not available for CIO requests during the Summer.
• Fall 2025:  Requests for classroom locations will be accepted approximately 1 week before the start of the Fall term. Check this message in early August for additional updates.
• CIO questions?  Please contact the SA Event Management Office - 924-7225

 

Faculty & Staff:

• Summer 2025:  Summer requests for classroom locations are now being accepted. The last event date for Summer must be no later than August 25th.
• Questions about locations or events: Please contact the location scheduler listed here: 25Live Schedulers.

 

UVA Recreation:

• Summer 2025 reservations for indoor and outdoor UVA Recreation venues are now being accepted.
• Indoor and Outdoor Racquet Court reservations are no longer available via Express Scheduling, and now require the request to be submitted via the Event Form.
  • As with our other recreational venues,  a minimum 3-day advance request is required for review and confirmation.

  • Unreserved courts can be utilized on a drop-in basis without advance reservation. 

• See our reservation website for more information.

General Scheduling Information

All academic classroom and many UVA Recreation location requests require an event scheduler to confirm your reservation prior to use.  Upon submitting your event request, you will receive an automatic email with additional instructions pertaining to the space you selected.  It will also include the contact information for the department scheduler.  Please do not make definite plans to use the location you selected until you have received a confirmation notice from the event scheduler. 

Academic Classroom Priority:  Please note that while the academic schedulers will work diligently to avoid displacing  your confirmed event, academic courses take priority and the re-scheduling of a course may necessitate moving or cancelling your event.

Event Confirmation Delays at the Beginning of a Term:  At the beginning of each term, there will be a delay processing your event requests. 

• Requests for weeknight events may not be confirmed until a few hours before the event begins.  This delay is due to the high number of events submitted at the start of the term and courses being moved due to enrollment changes, course/instructor requirements, etc..  
• Events that occur after 5:00 PM on Friday through Sunday night are more likely to be confirmed in advance. 
• The turnaround time to process your event request will decrease significantly after the add/drop period has passed and course schedules are solidified.

 

Non-scheduled closings:

If the University closes due to inclement weather, etc., all events are to be considered cancelled for that occurrence as buildings will be locked.

 

Event Visibility:

Requestors are only be able to view events that they submit via 25Live.  

• Other events will appear as "Private" within the location's availability grid and calendar.
• Events submitted by a scheduler (on behalf of a requestor) will appear as "Private".
• Need to advertise your event?  Please visit the University Events Calendar site:  https://www.virginia.edu/calendar
• Course information will be visible for all users.

Express Scheduling (self-scheduling)

25Live offers the ability to quickly reserve specific "self-schedule" locations for single occurrence events via Express Scheduling. When reserving these specific spaces, no scheduler interaction or confirmation will be required. 

Express Schedule locations include:

• School of Data Science Spaces*
• School of Architecture Spaces*
• SARC Fabrication Lab Spaces

* These locations are only available for the respective school requestors.

To reserve a space using Express Scheduling: 

1. Click on a link from the list above.  The respective space schedules will be viewed from the 25Live "Availability Grid" for today's date.
2. Adjust the Availability Grid's date if necessary.
3. Select an available time block within the grid and the Express Scheduling form will open.
4. Name the event and adjust the end time if necessary.
5. Click "Save".

You will receive an automatic email with your confirmation as well as additional information specific to the location you selected.

Multiple Occurrences:  If you need to reserve the space for multiple occurrences, use the instructions above but use the "Open in Form" option at the bottom of the Express Scheduling window.  This will open the full "Event Form" with the information pre-populated. 

Submitting your event using the full Event Form will require an event scheduler to confirm your event.

 

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Questions

If you have questions about your event you will need to contact your Event Scheduler.

If you have questions concerning a space scheduled via 25Live, please contact the respective department scheduler.

If you have questions about other spaces scheduled outside of 25Live, click HERE.  Note:  We cannot guarantee the accuracy of this list.

If you have questions about using the system, please view the "How To" section.   Afterwards if you still have questions, please contact the UVA 25Live Administrator.

Feedback

The software provider of 25Live Pro has been introducing significant changes recently and they roll out additional updates and improvements at least monthly. Any feedback as to your website experience would be much appreciated and any ideas for software improvement will be relayed to the software provider. Please contact The 25Live Administrator with your feedback. Thank you for your assistance.