ESE Room Reservations


Please note - this is a UVA platform not for external parties. We also do not reserve large parties or venues.

Ways to Reserve a Room

Rooms can be reserved through:

  • Outlook: If you have an Outlook/Exchange account you can use it to reserve ESE rooms specifically or any of the Engineering School shared meeting rooms. Instructions are located in the "Reserving Rooms Through Outlook" section below.
  • Google Calendar: If you have a UVA Gmail account you can use it to reserve rooms in the Link Lab and Olsson Hall's Study Rooms. For spaces in the Link Lab (Olsson 2nd floor), use the Link Lab Conference Room page and follow their instructions. For the study rooms, use the Olsson Hall Study Rooms page.
  • Scheduling Panels: The scheduling panels are located beside the doors in the following areas: Olsson Hall 103, 104, 105 and Study Rooms 1 - 4.
  • Source: Olsson Hall Classrooms (005, 009, 011, and 120) must be reserved through the SOURCE.

ESE Available Rooms

  • Olsson 103 – seats 16
    A/V equipment: One screen; camera and microphone set up for VoIP calling; Solstice for wireless presenting
  • Olsson 104 – seats 16
    A/V equipment: Three screens - one can be used by touch; AirMedia for wireless presenting; camera and microphone set up for VoIP calling
  • Olsson 105  – seats 16
    A/V equipment: One screen; camera and microphone set up for VoIP calling; Solstice for wireless presenting
  • Thornton B228A Eichenthal - seats 16
    A/V Equipment: One screen; cabling with VGA/HDMI connection; camera and microphone set up for VoIP calling; built-in traditional telephone system
  • Thornton D102 - seats 12
    A/V Equipment: One projector; cabling with VGA/HDMI connection
  • RICE 019 – seats 8
  • RICE 103 – seats 10
  • RICE 107 – seats 10
  • RICE 108 – seats 10
  • RICE 109 – seats 10

Conference Room Policy

  • The person reserving the room will be responsible for the room and its contents and will be held responsible for the clean-up of the room before leaving, i.e. food clean-up from tables and floors, trash removal, removal of meeting materials, return of chairs and tables to their original position, etc. 
  • Turn off the television/projector and lights when you’re finished and before exiting the room.
  • For room use after 7:00 p.m. or on weekends, you must have a UVA ID card (or someone in your meeting needs to have one) to get into the building and the conference rooms. As a reminder, students' UVA ID will not grant access to UVA conference rooms between the hours of midnight and 7:00 a.m.
  • Rooms in RICE, OLSSON, (and MEC) are not available for student reservations during home football games because those three buildings are used as safety zones.
  • If your meeting is canceled, please cancel your reservation with ESE staff so that the room is free for others who might like to use it.

Reserving Other SEAS Meeting Rooms

The Engineering School has a large pool of shared meeting rooms. The schedules are managed by departmental administrators, but they are all accessible to anyone with an Outlook/Exchange account. Using this same mechanism, you can request rooms in many buildings across Grounds.

Room reservation requests should be submitted no later than two days (48 hours) prior to the date the room is needed. The request will be responded to within 24 hours of the date and time received. Full semester bookings should be completed at the beginning of the semester. 

  • Reserving Rooms Through Outlook
    1. Open Outlook, select the Calendar function, and create a New Meeting.
    2. Invite others by entering their names in the To field, using the Address Book if necessary.
    3. Add the Subject for your meeting.
    4. In the Location field, select the "Rooms..." button to the right of the Locations dropdown.
    5. Select the “More columns” radio button, type ENGR in the “Search” field, and click “Go” or press “Enter.” This search will return all available Engineering rooms and locations. You can also search by the location of the room if you have a specific conference room you would like to use.
    6. Double click the location you wish to reserve and be sure it is added to the bottom of the window next to the "Rooms ->" button and select OK.
    7. The location you choose should be in the “Location” and “To” fields.
    8. Set your date along with the start and end times information.
    9. Add any further detail or agenda into the body and hit Send.

    The schedules are managed by departmental administrators, but they are all accessible to anyone with an Outlook / Exchange account. You will receive a confirmation of the room's availability.

  • How to Find Available Rooms in Outlook

    All of the Engineering school meeting rooms can be seen through Outlook's calendar function to help find room availability.

    1. Open Outlook, select the Calendar function, and “Open Calendars.”
    2. Once you click “Open Calendars” you will get a submenu. Select the option "From Room List..."
    3. In this window, select the “More columns” radio button, type ENGR in the “Search” field, and click “Go” or press “Enter.” This search will return all available Engineering rooms and locations. You can also search by the location of the room if you have a specific conference room you would like to use.
    4. Double click the location you wish to see and be sure it is added to the bottom of the window next to the "Rooms ->" button and select OK. You can select more than one room.
    5. The room(s) will be added as a checkbox under a "Rooms" designation, displayed on the left side of the screen under the calendars.
    6. The room(s) should appear as another open calendar in your view. You can change the default view (Day, Work Week, Week, and Month) or deselect other calendars to see the room's calendar view. If you want to remove your calendar from the schedule view, uncheck “My Calendars.”