Event Services Request

EVENT PARKING REQUESTS

Organizations and groups hosting events on Grounds can request to provide parking accommodations for their guests by using the appropriate forms below.

NOTE: Academic event parking requests will receive a response 2–3 weeks after submission. Health System Parking requests will receive a response 1 month after submission.

Affiliated

Those affiliated with the university (have a NetID) can request event parking through the Online Parking Portal. 

How to request event parking through the parking portal

  1. Login to the parking portal
  2. Scroll down to "Other Feature" and select "Request Event"
  3. Fill in the information requested
Non-Affiliated

Visitors to the University of Virginia can request parking through the following webforms. These forms are only for events not funded by an Academic Department or UVA Health. 

CHARTER SERVICES

Organizations and groups hosting events on Grounds can request to provide charter services for their guests. Please review the following information and contact the respective service representative for a quote.

Bus Charters

Charters are currently accepted on a limited basis for large University events.

Things to know before making a reservation:

  • Charter services are for University departments and groups only
  • The buses used for our charter service is our 31-passenger transit bus
  • Service range extends to a 25-mile radius around University Grounds
  • UTS will not provide transportation to some locations

Reservations may be made up to 6 months in advance. To confirm a reservation, a valid WorkTag is required. Please note that reservations are binding in accordance with the Charter Policies, regardless of whether a deposit is received. Reservations are made on a first-come, first-served basis. Charter service is unavailable during large University events, some holidays, and inclement weather. Please review the charter rates and policies before requesting a charter bus. 

For questions, quotes, or to arrange a charter, please contact our Charter Representative at [email protected]. 

Air Charters

With proper approval, a Cessna Citation XLS+ jet, with seating up to seven people, is available for use by University departments. Private air transportation service must be authorized by the traveler's dean, vice president, or designee, or in the case of a traveler employed by the Medical Center, the Medical Center Chief Executive Officer, and approved by the executive vice president/chief operating officer (EVP/COO) or president of the University.

Scheduling

Priority will be given to the Office of the President in reserving the University’s airplane. All other units will be scheduled on a first-come, first-served basis. During a scheduling conflict, the University’s Flight Services Office can schedule other air transportation resources for the requesting unit.  Weather, airport services, the airplane’s condition, crew requirements, and flight operational hours can impact a client's desired itinerary. Flight decisions are made by the Pilot in Command. Safety is the first consideration.

Tips for a successful itinerary

  • Contact the flight services department to plan an itinerary as early as possible.
  • Remember the President's Office takes priority in scheduling flights.
  • Build contingency plans for unexpected issues. Clients are responsible for additional charges for flight hours and pilot expenses (meals, hotels, etc.) due to unanticipated changes to the itinerary (i.e., weather conditions at the destination may cause delays).
  • Flight operating hours are generally 6 AM to midnight. Clients requesting itineraries outside these hours or requesting itineraries with extensive wait time between legs may require the client and the flight services department to work together to adjust itineraries to align with safe operating procedures.

To obtain flight time estimates or to make reservations, please contact Flight Services at 434-531-4727.