OAAA Space & Equipment Reservation Policy

Day & Time Policy
 
Reservations are available only Monday–Thursday after 5:00 PM.
Event requests for Friday through Sunday require additional review and are not guaranteed.
Submitting a reservation request does not guarantee approval.
Vendor Policy
 
Outside vendors are not permitted on the OAAA Front Lawn without prior written approval from the Office Manager (Ms. Comfort).
Equipment Policy
 
All OAAA equipment and games must remain within the reserved space and may not be removed from the premises during the reservation.
Check-In & Attendance Policy

• The reserving student or event host must scan their Student ID at the OAAA front desk to confirm the reservation.
• The reserving group must use a Presence code (Hoos Involved) to scan participant student IDs for event entry and attendance tracking. The Presence code will be provided with each approved reservation.
Clean-Up & Damage Policy

The reserving group is responsible for returning the space to its original condition, including but not limited to:
• Proper disposal of all trash
• Returning furniture and equipment to their original setup
• Removing all personal and event-related items immediately following the event
 
The reserving group may be held financially responsible for any damage to OAAA spaces, furniture, equipment, or grounds during the reservation.
Failure to properly clean the space or any damage to OAAA property may result in loss of future reservation privileges or additional charges, as determined by OAAA.
Emergency & Incident Policy

In case of emergency, safety concern, or incident during the reservation, the reserving group must take immediate action, including contacting emergency services if needed.
For non-emergency concerns regarding the space, equipment, or building access, the reserving group should contact the Office Manager as soon as possible:
Ms. Angela Comfort
[email protected]
434-989-5269
All incidents, damage, or safety concerns must be reported to OAAA after the event.
Cancellation & No-Show Policy

To cancel a reservation, the requester must email Ms. Carter ([email protected]) or Ms. Comfort ([email protected]).
Reservations canceled less than 72 hours before the event may result in loss of scheduling privileges.
If an event is not canceled and the host does not appear, it will be considered a NO SHOW.
The hosting organization may lose scheduling privileges, with the length of revocation determined on a case-by-case basis by the Dean of the Office of African-American Affairs.
Acknowledgement

By making this reservation, you acknowledge that you have read, understand, and agree to follow all policies and procedures outlined in the OAAA Space & Equipment Reservation Policy.