ESE Room Reservations

Please note - this is a UVA platform not for external parties.

We also do not reserve large parties or venues, clubs, or organizations. Olsson Hall 103, 104, and 105 are for groups of four or more people. If you need to reserve space to study or for job interviews, this is done on a first come, first serve basis. Reservations for these can be made on the scheduling panel outside of the room the day needed.

Ways to Reserve a Room

Rooms can be reserved through:

  • Email Request You can email a room reservation request to submit your request for dissertations, Ph.D. defenses, oral exams, and qualifications exams ONLY.
  • Scheduling Panels: The scheduling panels are located beside the doors in the following areas: Study Rooms 1 - 3.

*Study rooms can be reserved the day needed on a first-come, first-serve basis. 

  • Google Calendar - for Link Lab reservations: If you have a UVA Gmail account you can use it to reserve rooms in the Link Lab. For spaces in the Link Lab (Olsson 2nd floor), use the Link Lab Conference Room page and follow their instructions. 
  • Source: Olsson Hall Classrooms (005, 009, 011, and 120) must be reserved through the SOURCE.

ESE Available Rooms

  • Olsson 103 – seats 16, but no less than 4 
    A/V equipment: One screen; camera and microphone set up for VoIP calling; Solstice for wireless presenting
  • Olsson 104 – seats 16, but no less than 4 
    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, but no less than 4 
    A/V equipment: One screen; camera and microphone set up for VoIP calling; Solstice for wireless presenting
  • Thornton B228A Eichenthal - seats 16, but no less than 4 
    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, but no less than 4  
    A/V Equipment: One projector; cabling with VGA/HDMI connection

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.
  • Do not remove or add chairs to any of the rooms or spaces. 
  • No food or drinks are allowed in any of the spaces without prior approval. 
  • Please leave spaces in the same condition they were in before you entered. 

* ID logs will be checked in the event of missing items or inappropriate usage of space. 

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 may be responded to within 48 hours of the date and time received. Full semester bookings should be completed at the beginning of the semester and are limited to office hours and capstone meetings. 

Study rooms in Olsson Hall are not part of the shared spaces within SEAS. Study rooms may not be used for CAPSTONE team meetings. 

  • 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.”
  • How to edit a Room Reservation in Outlook
    1. Open Outlook, select the Calendar function.
    2. Click on the meeting reservation that you would like to edit.
    3. Click the “Edit” button at the bottom of the reservation panel.
    4. Choose from three Edit options:
      1. This Event
      2. This and following events
      3. All events in the series

    *Note: Choose “all events in the series” to edit recurring meetings

    1. This will bring up the meeting panel.
    2. From this panel, you can edit the time of the meeting, the location of the meeting, the frequency of the meeting, and any other important meeting information.
    3. Click “Send” once you have made the desired changes.
  • How to Cancel a Room Reservation in Outlook
    1. Open Outlook, select the Calendar function.
    2. Click on the meeting reservation that you would like to cancel.
    3. Click the “Cancel” button at the bottom of the reservation panel.
    4. Choose from the following Cancel options:
      1. This Event
      2. This and following events
      3. All events in the series
    5. Click “Send Cancellation”