The Contemplative Sciences Center’s Operations and Programs teams are committed to supporting students, faculty, and staff by providing high-quality administrative, event, and operational services. These services include:
- Space scheduling and logistics
- A/V setup and technical support
- Guidance for planning and executing meaningful and effective events
- Coordination with our Communications team for event promotion
Expectations for Utilization
We ask all individuals invited to speak, present, or teach at the Contemplative Sciences Center to review and acknowledge our intentions and shared expectations.
Our aim is to offer a rich and diverse array of transformative contemplative experiences rooted in various spiritual traditions, cultural perspectives, and lived experiences.
All content and facilitators should also align with the CSC’s mission and core values, including:
- Curiosity toward diverse belief systems and philosophies
- Openness to perspectives and interpretations different from our own
- Loving-kindness toward all living beings
- Compassion for oneself and others
- A commitment to holistic flourishing—of body, mind, heart, community, and the natural world
To learn more or to request use of our space, please explore the resources below and complete our Reservation Request Form
- Guidelines for Reserving Space
The Contemplative Sciences Center (CSC) supports programming and events that align with our mission to integrate contemplation, connection, and research in ways that promote holistic flourishing. We steward this vision through three main programming pathways:
- CSC-Generated – Programs initiated and led by CSC staff.
- CSC-Facilitated – Programs co-developed with internal or community partners, requiring negotiation around cost-sharing.
- CSC-Hosted – External partner-led events using our space, subject to operational fees.
Note: All programs—regardless of type—may incur required costs such as AV services, custodial support, and additional staffing, as applicable.
Due to limited capacity, each proposal is carefully evaluated using the following criteria. We prioritize activities that are:
- Mission-aligned: Clearly integrate contemplation, connection, and research to support flourishing.
- Strategic Partnerships: Strengthen or initiate relationships with key partners across Grounds and the wider community.
- Reach-expanding: Increase accessibility and visibility of the Commons to new or underserved audiences.
- Capacity-conscious: Fit within our operational bandwidth and infrastructure.
Meeting rooms and studios in the Contemplative Commons are available to support the mission, research, and programmatic development of the Contemplative Sciences Center (CSC).
Administrative offices and conference rooms may only be reserved by CSC faculty and staff. These rooms are managed internally via Outlook.
Event spaces—including Studio 1B + Gallery, and the 4th Floor Alchemy Space (which includes a kitchen, dining room, lounge)—may be requested by members of the university and local community by submitting a reservation request form.
Priority & Approval
- CSC-sponsored programs and initiatives are given scheduling priority.
- Approved reservations may be subject to change under extenuating circumstances.
- Final approval is determined by the CSC request review committee.
- All approved requests must be supported by a CSC faculty or staff member who will ensure the event aligns with CSC guidelines and expectations.
If you have any questions while preparing your request, please reach out to: commons-scheduler@virginia.edu.
- Reservation Process & Timeline
Timeline: We will begin accepting reservation requests on June 1, 2025 for events taking place between August 25, 2025 and December 19, 2025. Information about the reservation window for spring events will be announced on October 1, 2025.
- Once you submit the reservation request form, a committee will review your submission. If we are able to accommodate your request, we will contact you to schedule a brief meeting to learn more and begin planning.
- If the request is not a fit or we are unable to accommodate it, you will receive a notification via email.
- We strongly recommend submitting your request at least 3-6 weeks in advance of your preferred reservation date to allow adequate time for review, scheduling, and planning.
Please note: Your event is not confirmed until you have received direct confirmation following a meeting with a CSC staff member. If you do not hear from us, your event has not been scheduled!
- Event Space Detail
Contemplative Commons 1st Floor
Studio 1B, located on the first floor of the Contemplative Commons, is available for a variety of mission-aligned gatherings—including meetings, lectures, retreats, lunches, dinners, mindful movement sessions, and other special events.
Additional adjoining spaces may also be reserved in conjunction with the studio to support larger or more dynamic experiences. These include:
- The Western Terrace
- Exterior Courtyard
- The Gallery
These spaces offer flexible configurations for indoor-outdoor flow and are ideal for events that benefit from natural light and open design, but we do not have exterior power available.
Studio 1B with tables.
Exterior courtyard or Ginkgo Garden.
The Gallery that leads to Studio 1B.
Western terrace with view of pedestrian bridge.
Western terrace from Dell Field
Contemplative Commons 3rd Floor
There are three studios available on the 3rd floor of the Contemplative Commons: 3B, 3C, and 3D. These can be accessed from the entrances off of the pedestrian bridge, as well as from the first floor lobby by way of the stairs or elevator. Studio 3B is a larger (2,205 sq ft) room with a vaulted ceiling that can comfortably hold up to 120 people. Studios 3C and 3D are both smaller, 1100 and 1400 sq ft respectively, with a capacity of about 60 people.
Studio 3B from the front of the room
Studio 3B from the back of the room
Studio 3B from above during a concert
Studio 3C from the front of the room
Studio 3C from the back of the room
Studio 3D from the front of the room
Studio 3D from the back of the room
Contemplative Commons 4th Floor
The Alchemy, located on the fourth floor of the Contemplative Commons, is available for mission-aligned gatherings such as meetings, lectures, retreats, lunches, dinners, mindful movement, and other special events.
A reservation of The Alchemy includes access to the Alchemy Lounge, along with the adjoining private kitchen, dining room, and two breakout rooms—providing a flexible and thoughtfully designed environment for both formal and informal gatherings.
For expanded programming, Studio 4A - The Beacon may also be reserved in conjunction with The Alchemy.
Alchemy Main Room.
Alchemy Kitchen.
Alchemy Conference Room.
Studio 4A.
Vestibule for Studio 4A.
- Room Fees
University Department Rates
Event Space 4 Hours 6 Hours 8 Hours* Gallery (Art Gallery Lower Level) $1,000 $1,500 $2,000 Convergence Hall (Lower Level, 1B) $2,000 $3,000 $4,000 Convergence Hall + Exterior Courtyard (Lower Level, 1B & Atrium) $2,500 $3,750 $5,000 Studio 3B (Third Floor) $1,200 $1,800 $2,400 Studio 3C (Third Floor) $900 $1,350 $1,800 Studio 3D (Third Floor) $900 $1,350 $1,800 Studios 3C & 3D (Third Floor) $1,800 $2,700 $3,600 Studios 3B, 3C & 3D (Third Floor) $3,000 $4,500 $6,000 Small Studio 4A (Fourth Floor) $600 $900 $1,200 Alchemy Lab (Fourth Floor) $1,800 $2,700 $3,600 Non-University Organization Rates
Event Space 4 Hours 6 Hours 8 Hours* Gallery (Art Gallery Lower Level) $1,200 $1,800 $2,400 Convergence Hall (Lower Level, 1B) $2,400 $3,600 $4,800 Convergence Hall + Exterior Courtyard (Lower Level, 1B & Atrium) $3,000 $4,500 $6,000 Studio 3B (Third Floor) $1,440 $2,160 $2,880 Studio 3C (Third Floor) $1,080 $1,620 $2,160 Studio 3D (Third Floor) $1,080 $1,620 $2,160 Studios 3C & 3D (Third Floor) $2,160 $3,240 $4,320 Studios 3B, 3C & 3D (Third Floor) $3,600 $5,400 $7,200 Small Studio 4A (Fourth Floor) $720 $1,080 $1,440 Alchemy Lab (Fourth Floor) $2,160 $3,240 $4,320 * If the rental duration you are seeking is not in the listed options, please make a note of that when you submit the Event Space Request Form. We are glad to discuss your specific needs and explore available accommodations.
- Associated Fees
Usage fees
The usage fees outlined in the tables above apply to 4 hour, 6 hours, and 8 hour rentals of event spaces within the Contemplative Commons. Please note: Additional fees may apply for reservations scheduled outside of standard business hours.
Other charges may also be incurred depending on the specific needs of your event. These may include, but are not limited to:
- Catering
- Stage, table, chair, or tent rentals
- A/V equipment and technical support
- Insurance requirements
- Facilities management
A detailed cost estimate of CSC services will be provided during the planning process based on the scope and requirements of your event.
Security fees
For events that require setup or participant access outside of regular business hours, RMC security staff members must be present on site. As of May 2025, there is a minimum security fee of $240.
Security staffing ensures the safety of all participants and the protection of the facility.
Cancellations/Refunds
The room usage deposit will be fully refunded if written notice of cancellation is received at least 60 days prior to the scheduled event date. If the event is canceled less than 60 days in advance, the room usage fee will be retained in full.
As a courtesy to others seeking to use the space, we kindly ask that no-fee reservations also be canceled with at least 60 days’ notice—or as soon thereafter as possible.
Please note: Only written cancellations (submitted via email) will be accepted and honored.
- Event Space Hours
Most activities are scheduled during our regular business hours, which may vary throughout the academic year. For example, holiday and summer periods may have more limited hours. For the most up-to-date hours, please visit our homepage.
- Damages/Liability
Users are required to report any damage done to a space and/or equipment during their activity. For participants, external instructors, and/or external organizations, the following documentation is required:
- All Participants: Activities waiver on file.
- External Instructors: Proof of liability insurance on file.
- External Groups: Valid event insurance coverage on file.
The Contemplative Sciences Center is not responsible for lost, stolen, or damaged personal property while using indoor or outdoor spaces at the Contemplative Commons.
- Safety
Organizers and participants are expected to adhere to all University, local, state, and federal safety regulations.
Capacity
Room capacity is determined by the fire marshal to ensure the safety of all occupants. Because room capacities can vary based on layout, a detailed layout must be submitted and approved in advance to confirm the allowable capacity. This approved capacity must not be exceeded under any circumstances.
Extension Cords, Power Strips, and Surge Protectors
Power strips and surge protectors must have a 12-gauge UL rating and be fused with a reset switch. Fused power strips may not be linked in a series to create a longer cord. A limited number of power strips may be available by request when you submit your event request form.
Furniture
The fire code states that hallways are to be kept clear to allow for emergency egress. Please do not place furniture in hallways or block doorways and walkways. You must have approval before moving or removing furnishings.
Evacuation Procedures
A wide variety of emergencies may require a workplace or meeting room to be evacuated. These emergencies may include fires, explosions, floods, earthquakes, hurricanes, tornadoes, or other disturbances. The evacuation site for 403 Emmet Street S is the Sheila Johnson Center parking lot.
- Room Setup/Cleaning
Organizers are responsible for both the setup and cleanup of the space. Requests for setup assistance may be submitted with your space reservation via the request form.
At the conclusion of your activity, the room must be restored to its original condition. This includes, but is not limited to:
- Erasing and wiping down all whiteboards
- Wiping down and returning furniture, mats, and props to their original locations
- Removing all debris from floors, tables, and other surfaces
- Ensuring all A/V equipment is powered off
Cleanup requirements specific to catering can be found in the catering section of this website.
- Catering
Please note that catering is not permitted in UVA classrooms, in accordance with the Provost’s policy on classroom use.
For events held in approved spaces, the event organizer or caterer is responsible for providing all necessary items, including serving equipment, paper products, utensils, food, beverages, ice, coasters, and trash bags. Tables must be covered if food is served, and hot food should be placed on protective mats. Open flames are strictly prohibited.
At the conclusion of your activity, the organizer must ensure the following:
- All trash and debris must be removed from the room. Full trash bags should be taken to the bins located at the School of Education and Human Development loading dock. A cleaning fee may be assessed if spills occur or if additional cleaning is required.
- All tables and surfaces should be wiped down using water only.
If organizers are working with a caterer that is new to the Commons, the caterer must meet with a member of the CSC Events Team.
If additional housekeeping is required, a facilities request form must be submitted in advance. These services are available for a fee and require a valid University work tag.
All events where alcohol will be served, whether department- or student-sponsored, must have the approval of the Vice President for Student Affairs. Alcohol approval request forms should be submitted online at least five (5) days prior to the event. A registered account is required to submit the form. If alcohol is approved, approved and trained event managers will need to be hired or present to manage the alcohol service.
For more information on the use of alcohol at the University, visit the UVA Office of Student Affairs page. A copy of the approval form should be emailed to commons-scheduler@virginia.edu ahead of the event and provided if requested.
- Parking
Parking on Grounds can be limited during the academic semester, and University events may further impact availability. Visitors are encouraged to use the ParkMobile app to pay for parking. For the most up-to-date information, please visit the UVA Visitor Parking website.
Parking at the Contemplative Commons
The primary short-term parking option for visitors to the Contemplative Commons is the Central Grounds Garage, conveniently located directly across the street beneath the University Bookstore at 400 Emmet Street.
- Hourly parking is available via the ParkMobile app using Lot #5515.
- If you don’t have the app, you may use the payment kiosk located on the garage’s second floor.
- Please note: Overnight parking is not permitted.
If the Central Grounds Garage is full:
- UVA faculty and staff may purchase a temporary BLUE permit through the UVA Parking Portal.
- Visitors can use ParkMobile Lot #5523 at the John Paul Jones Arena or contact the Parking and Transportation Office at parking@virginia.edu or 434-924-7231 for assistance.
View the UVA Campus Parking Map for a complete layout of available parking areas.
- Wireless Internet Access
UVA provides connection to the university-affiliated eduroam network and connection to a guest wifi network. For more information regarding connectivity or troubleshooting, visit UVA Information Technology Services.
- Technology
Our rooms are equipped with a variety of technology to meet many needs. Spaces can accommodate presentations, amplified sound, videoconferencing, and special lighting in some cases.
Please request specific needs and/or a pre-event A/V consultation when submitting your request through the request form. If approved, a member of csc staff will be onsite to provide orientation. At the conclusion of all activities, technology should be returned to its appropriate rest/standby state, and portable devices/adapters should be stored in their appropriate location.
- Accessibility
The Contemplative Commons is committed to being a welcoming and accessible space for all. If you experience any challenges accessing the facility, programs, or activities, please contact us so that we may address the issue.
Hearing Loop technology is available in Room 103 – Studio 1B, The NINFEO, Room 300 – Studio 3B, and The Conservatory. Assisted Listening Devices are available for check-out at the 2nd Floor Reception Desk.
There is one elevator on the east side of the building along Emmet Street.
- Lactation Support
The University of Virginia offers a range of supportive resources to assist mothers and their children, ensuring a welcoming and accommodating environment. There is a nursing room located in the Contemplative Commons, Room 200, which provides a comfortable and private space for mothers to nurse or pump. UVA recognizes the importance of supporting new and expectant parents, offering a variety of services and resources to help balance family and academic or professional life. For additional locations of nursing stations and more detailed support, you can explore the resources provided on UVA’s website here.
- Lost & Found
The Contemplative Sciences Center is not responsible for lost, stolen, or damaged personal property while using indoor or outdoor spaces at the Contemplative Commons. All lost items will be sent to the Welcome Desk in the Front Lobby of the Contemplative Commons. Each week items will be taken to the Newcomb Hall Information Desk on the 1st floor where it will be logged into the University's Lost/Found storage system. Following UVA PRM-016, they will hold all items for 120 days, after that they will be sent to the University Surplus for donation or disposal.
If an item is reported missing, the person’s contact information will be recorded, and sent to Newcomb Hall with all found property.
- Locker Usage
The Contemplative Sciences Center is not responsible for lost, stolen, or damaged personal property while using indoor or outdoor spaces at the Contemplative Commons. We offer lockers for daily use, with instructions posted inside each locker door regarding access and utilization. Lockers are intended for the temporary storage of personal items such as books, bags, and small electronics; items that are perishable, hazardous, illegal, or excessively large are not permitted. Lockers are available on a first-come, first-served basis, and it is important to note that all lockers will be emptied of their contents daily to ensure availability for other visitors. If you have any questions or find yourself locked out of your locker, please contact an operations assistant at the Welcome Desk in the first-floor lobby, where they will be happy to assist you. If there is no one at the Welcome desk, please call 434-982-6057.