Please review the Upchurch Building Policies and Guidelines before reserving your space.
Any Longwood faculty, staff or student may reserve space in the Upchurch University Center and will need to complete an online Reservation Request through 25Live.
Reservations submitted by a member of the Longwood community, that will utilize existing room arrangements, will be accepted up to 15 days before the session date.
Individuals or groups that are not attached or connected to Longwood are required to submit reservation requests for meetings and activities a minimum of 30 days before the activity dates.
Activities involving special setups, extensive audio-visual equipment or support staffing (security, tech., after hour’s supervisor, etc.) require a minimum of 30 days’ notice.
Special arrangements and staffing are not guaranteed.
Last minute requests will be accepted only if a minimum setup request can be met and a room is available.
Guests and community members attending evening socials (dances, parties, etc.) must be 18 years or older.
Fronting is not allowed.
Fronting is a practice of having a recognized student organization or faculty, staff or student reserve space in the Upchurch University Center so that another group that is not affiliated with the University can gain access to the Upchurch University Center and its resources.
Anyone found in violation of this guideline will lose reservation privileges and may be subject to other charges through the Longwood University Student Conduct system.
If needed, meet with the Assistant Director of Student Activities and Building Operations (#2106), or his/her designee, to discuss room setup and/or meeting needs.
All furniture must be put back into the original setup at the conclusion of your event.
Sponsors are responsible for any negligent damage to the building or property attributable to their event. Fees will be assessed accordingly. Individuals and/or Student Organizations may be referred to the appropriate office for disciplinary measures.
The Upchurch University Center must be notified by calling 434-395-2106 of any cancellations in advance. Failure to notify the office can result in the organization not being able to reserve space in the future.
Events involving refreshments and/or catered food must go through ARAMARK, unless a Catering Waiver has been completed and approved. The waiver can be found on Lancer Link.
Events by external users are responsible for conducting the activity in compliance with University policies.
Events involving open flames, paint, sand, goo/slime, certain food events (not sponsored by Aramark) will require an additional agreement. The student coordinating the event is required to complete the required agreement forms and meet with the Director of the University Center and Student Activities to discuss the activities and the items they plan to use.
These items/events will require special permission:
When any of the items above are approved and used the floor surface and tables need to be properly covered and/or tarped.
Tarp and/or table covering must be waterproof and prevent any damage or accidental spilling onto the floor and/or furniture.
Rehearsals and/or practices consisting of singing, dancing or those involving musical instruments, loud music, high heels, props and/or accessories that may cause damage to wood or laminate flooring.
Events by Longwood community members that involve alcohol require the approval of the Director of the University Center and Student Activities or designee and must be registered at least 30 days in advance.
In approved cases, the sponsoring organization is responsible for completing the appropriate paperwork to and conducting the activity in compliance with the policy outlined in the Event Planning section of the Student Handbook.
If the event requires Campus Police the organization must complete the at least 15 days before the event and paid for 7 days prior to the event. The event will not be confirmed unless payment is made.
These events will require campus police and the organization’s advisor (preferably the Longwood University Faculty/staff advisor):
The student organization is responsible for securing and paying for security prior to the event.
The following items/events are NOT allowed in the Upchurch University Center:
Other precautions and requirements may be placed by the University Center and Student Activities staff. Failure to follow the policies and procedures of the Upchurch University Center could result in fines, loss of room reservation privileges and disciplinary action.