USE OF UNIVERSITY FACILITIES

Approved 7/1/96
Revised 5/22/98

General Policy

University and nonuniversity groups may use campus facilities at the Indiana, Armstrong, and Punxsutawney campuses only when the planned activity is consistent with the Mission Statement of the university. Requests for space from nonuniversity groups will be considered only after the needs of university users are addressed.

Priorities

University facilities may be reserved for extracurricular or temporary use only when such proposed use does not conflict with scheduled teaching assignments or other properly scheduled events. The priorities for the use of University facilities are:

  1. Teaching
  2. Related internal University use
  3. Use by outside groups

Administration

The President, Provost, Vice Presidents, Deans, Scheduling Director, and specifically designated nonacademic division directors are the only individuals authorized to approve application for temporary or extracurricular use of University facilities.

The responsibility and authority to determine the eligibility requirements for users of University facilities and grounds for extracurricular programs, to develop policies and procedures to certify eligibility, and to administer eligibility practices is delegated to the Facilities Utilization Sub Committee, with the final approval of the President and Vice Presidents.

Intended Use

No University facility can be used for personal use (i.e., no weddings, birthday parties, high school reunion, etc.)

Entities formed for the principal purpose of the advancement of a singular candidate or political party are not eligible to use University facilities or grounds.

Hazardous activities are prohibited.

University Advisor/Sponsor Responsibilities

University advisors/sponsors are responsible for ensuring that facilities users adhere to the policies and procedures established for the use of University facilities for extracurricular activities.

The University advisor must attend the event and possess an approved Request/Permit.

The University advisor/sponsor is responsible for making all the necessary arrangements for audiovisual equipment, parking, security, special cleaning requirements, etc. Arrangements must be confirmed with the appropriate departments at least five working days prior to the scheduled event. Building access must be arranged through Campus Police by the requestor.

The University sponsor is responsible for payment for all damages to University property, furnishings, or equipment that occur as a result of their program.

The University sponsor is responsible for any labor costs accrued beyond those routinely provided that are essential to their program. Overtime is charged when required.

Food, Alcohol, Tobacco

University Catering Services must be used for on campus events that require food service.

Alcohol may not be served at events unless expressly approved by the appropriate Vice President. Alcohol may not be sold under any circumstances. The University sponsor assumes direct responsibility for compliance with the laws of the Commonwealth of Pennsylvania.

The use of tobacco in reserved University facilities is prohibited.

Security

The University may require security services at any extracurricular event at the expense of the sponsor.

Reservations

No space will be held for any organization until a reservation form is completed and approved.

When absolutely necessary, the reservation centers and the administrators through whom facilities are reserved may rescind confirmation of a reservation or may relocate a confirmed reservation. When at all possible reasonable notice will be provided.

Confirmed reservation may not be transferred to another group, or used for purposes other than those for which the Request/Permit was issued.

Confirmation of a reservation may be rescinded due to violations of policy or procedure.

Scheduling Priorities

Colleges, schools, departments, offices, recognized organizations, and other university agencies will be given priority for scheduling all university facilities without cost when the facilities are used for university business. Although some facilities were constructed primarily for the use of certain constituencies, the university reserves the right to schedule any facility in a manner which best serves the interests of the entire university community.

Academic use, i.e., scheduled courses and examinations, will be given first priority in facility scheduling (except in the case of Fisher Auditorium and Pratt Auditorium, as is explained below). Traditional university activities which have normally occurred at the university on a regular basis and which are open to the entire academic community will receive priority over other events. Activities should normally be scheduled in the kinds of facilities for which the facilities were constructed. Auditoriums in Sprowls (McVitty), Cogswell (Orendorff), Stouffer (Beard), and Eberly College of Business are to be scheduled on a priority basis with academic functions being considered first. Pratt Auditorium and Fisher Auditorium were developed for other kinds of university activities, which will be given top priority.

The Student Cooperative Association, the Foundation for IUP, and the IUP Alumni Association are considered university agencies for the purpose of scheduling university facilities.

Procedures for Use by University Groups

Most university facilities are scheduled through the Scheduling Center in Clark Hall. The following facilities, however, may be scheduled directly by contacting the person or office listed with signature approval by the appropriate dean/vice president:

University facilities not listed above are to be scheduled through the Scheduling Center. Facilities will be used by university groups with the following considerations:

  1. Requests from student groups or organizations officially recognized by the university must bear the signature of the organization's adviser. When approval of such requests is given, it is with the understanding that the activity will be closely supervised by the adviser and by other representatives of the organization. The adviser and the organization will be responsible for control of the activities, for any damage to the facility, and for overtime costs required to provide adequate custodial, technical, and security support.
  2. Student organizations charging an admission fee or requesting a donation must secure authorization from the director of Student Activities and Organizations at least three weeks prior to the event in order to confirm the reservation of a facility. When the facility is used by an officially recognized student organization for a fund-raising activity of a nonacademic nature or when a student group charges an admission fee or requests a donation, a charge of twenty-five percent of the facility usage fee normally paid by nonuniversity groups will be assessed. This will help defray overhead costs. If the fund raising is for a charitable cause, only fees to cover actual university-incurred expenses will be assessed.
  3. To the extent possible, users should submit their requests for the use of facilities to the Scheduling Center or the facility coordinator prior to the beginning of each fall, spring, and summer session. This is especially important in the case of formal social and cultural arts activities (see number 6 below). When housekeeping and/or maintenance work is required, maintenance requests should be submitted to the maintenance department at least ten working days prior to the scheduled event. When maintenance is not required, requests to schedule a facility should be submitted at least three working days prior to the scheduled event. If an event must be canceled, the Scheduling Center or facility coordinator should be notified within a minimum of two working days preceding the scheduled event; failure to provide the specified advance cancellation notice will result in billing at the rates established for nonuniversity group rentals as specified in the reservation contract.

    For events that require a special setup (chairs, lectern, tables, etc.), arrangements must be made with Maintenance. Time before and after the event should be allotted for setup and cleanup and should be reserved in addition to the time reserved for the event itself.

    For events that require food service, arrangements must be made with IUP Dining Service. For events that require a sound system, audiovisual equipment, and/or additional sound equipment, arrangements must be made with Media Resources. For events that require security, arrangements must be made with the IUP Campus Police Department. The user is responsible for notifying Maintenance, IUP Dining Service, and the IUP Campus Police.

  4. Nonacademic regularly scheduled meetings should be held in classrooms whenever possible in order to protect the availability of other facilities for special events.
  5. If any university person or group requests a facility for a fee bearing activity in which off-campus persons or groups are involved (e.g., a regional, state, or national conference), this request must receive the approval of the School of Continuing Education before it can be processed by the Scheduling Center.
  6. Social and Cultural activities will generally be scheduled on a first-come basis. The Scheduling Center will have the authority to schedule an activity into a facility which it deems most appropriate for the activity in question. Requests of this nature should normally be submitted to the Scheduling Center no later than the first day of the fall, spring, and summer sessions. Other requests will be considered according to the availability of space.
  7. A university person or group may not act as a sponsor for a nonuniversity organization for the purpose of avoiding the fee payment as outlined on the list of charges for nonuniversity users. Any known violation of this policy will result in a fee assessed to the individual reserving the facility. Future use of a facility could be denied.
  8. The university reserves the right to deny repeat access to any facility if it is abused.
  9. Specific policies exist concerning the use of Breezedale, the Blue Room, East Parlor, Fisher Auditorium, Flagstone Theater, and Gorell Recital Hall and are detailed elsewhere in this document.

Procedures for Use by Nonuniversity Groups

  1. A nonuniversity group should submit its request on the form "Request/Permit for Use of University Facility," which is obtainable from the Scheduling Center. With the exception of all athletic facilities and Fisher Auditorium, facilities should be scheduled through the Scheduling Center.
  2. A charge for the facility requested will be assessed the user based on the length of use and the size of the facility in accordance with the fee structure that appears in this document. In addition, the user will be responsible for and charged for costs required to provide adequate custodial and security support for the specific event. Collection of charges will be enforced unilaterally.
  3. Before a request is approved, the prospective user will sign a statement releasing the university from all liability which may occur pursuant to the user of the facility by the nonuniversity group. The "University Harmless" statement must be completed and returned with the "Request/Permit for Use of University Facility" form to the Scheduling Center.
  4. The nonuniversity group must also procure a minimum amount of liability and property damage insurance of $250,000 each person, $1,000,000 each occurrence for bodily injury and property damage naming the University as co-insuree, which covers both the user and the university for the specific period of use.
  5. The following users will be granted a fifty-percent reduction of the fees outlined in this document: elementary and secondary public schools; charitable organizations for events at which no fee is required; local, state and federal government agencies.
  6. Final confirmation of use of Breezedale, Sutton Hall Blue Room and Gorell Recital Hall will normally not be made until one month prior to the scheduled event. The university reserves the right to cancel reservations up to that time, based on its determination of need for the facility.
  7. Nonuniversity groups may not reserve a University facility on a regular, on-going basis.
  8. In the event a situation that is not clearly covered in these guidelines occurs, the Facilities Utilization subcommittee will resolve any conflicts that may arise.

Scheduling Special Facilities

Blue Room

The Blue Room is intended for university events such as receptions, dinners, speakers, small group events, formal presentations, small concerts, and other prestigious entertainments. Priority in scheduling the Blue Room will be given to groups whose events include or benefit a cross-section of the university community. The Blue Room may not be used for weddings or wedding receptions, nor can it be used for private nonuniversity fund-raising events.

Requests to schedule the Blue Room will be considered on the basis of the following guidelines:

  1. A complete description of the planned event, including time needed for setup, for the actual event, and for cleanup should be provided to the Scheduling Center when a request is made to utilize the Blue Room.
  2. For events that require food service, arrangements must be made with IUP Dining Service.
  3. As stated in the procedures section of this document, requests from nonuniversity groups will not be confirmed until one month prior to the scheduled event.
  4. Efforts will be made to prevent an event scheduled in Gorell Recital Hall from disrupting an event scheduled in the Blue Room, and vice versa.
  5. Events held in the Blue Room must conclude by 11:00 pm.
  6. The President's Office may pre-empt use of the Blue Room at any time.

Breezedale

Breezedale is available for special meetings, university receptions, and other appropriate events. It is possible that two groups might be scheduled simultaneously, but consideration must be given to the availability of parking and food service.

Events in Breezedale are scheduled through the Alumni Office. No private family events, such as wedding or baby showers, wedding rehearsal dinners, weddings or receptions are permitted.

The following provisions govern the scheduling of events:

  1. Events held in Breezedale will be directly supervised by the individual sponsoring the events. A trained facility manager will be assigned by the Office of Alumni Affairs for all events held during nonbusiness hours.
  2. All requests for seating arrangements or special set-ups of events in which food is not involved must be made though the Maintenance office ten working days prior to the event.
  3. For events that require food service, arrangements must be made with IUP Dining Service.
  4. Breezedale Library is designated for special use only i.e., receptions, formal meals and other prestigious events.

East Parlor

The East Parlor is suitable for use for small university functions (fewer than thirty persons) such as teas, meetings, luncheons, and receptions.

Gorell Recital Hall

Gorell Recital Hall is designed primarily for music activities. Therefore, first priority in scheduling the hall is given to the Department of Music. Second priority is given to the Department of Theater for theatrical productions. Representatives of these departments meet with the Scheduling Office in the spring to schedule dates for the following academic year.

Third priority is given to events that can be complemented by use of the Blue Room.

Requests to schedule Gorell Recital Hall will be considered in accordance with the following guidelines:

  1. A complete description of the planned event must be provided to the Scheduling Center when a request is made to use the hall.
  2. No food or beverages will be permitted in the hall at any time.
  3. Requests from nonuniversity groups will be considered only after attempts by these groups to schedule a given event in some other university facility have failed.

Fisher Auditorium

Fisher Auditorium is designed for large performing arts events (theater, music, dance) or lectures. Since the auditorium has a seating capacity of 1,608, estimates of attendance well below this figure should preclude use of the facility. The need to use the auditorium's technical resources and equipment, such as the large staging area, rigging system, and high voltage power source may justify exceptions for smaller events in the facility.

Priority for scheduling the auditorium will be given to events which meet the above criteria, are sponsored by an office or department of the university, and are open to the entire academic community.

Fisher Auditorium is neither designed for nor recommended as a location for academic testing. Requests for such use will be considered only if other locations are unavailable.

Requests to schedule Fisher Auditorium will be considered in accordance with the following guidelines:

  1. All requests to schedule the auditorium are to be made to the Fisher Auditorium Technical Director. Upon approval by the Technical Director, copies of the reservation form will be forwarded to the Scheduling Center for assignment of rental fees and notification of required personnel.
  2. A complete description of the planned event must be provided to the Fisher Auditorium Technical Director. Technical support requirements for a given event must be discussed with the Technical Director before the request can be approved. Included in the discussion will be all work required to prepare the auditorium for the event. The Technical Director will make the necessary arrangements for all equipment specific to the auditorium and will advise the user regarding other required arrangements. Information will be made available to the user to assist with acquiring equipment from Media Resources or other departments.
  3. Requests not supported by appropriate attendance estimates (see above) and/or the necessity to use the technical resources and equipment in Fisher Auditorium may be rejected by the Fisher Auditorium Technical Director. The request may be reconsidered only after attempts to schedule the event in question in some other university facility have failed.
  4. The Fisher Auditorium Technical Director is to assess the need for providing technicians to supervise the use of all technical resources and equipment in Fisher Auditorium. If a supervising technician is deemed necessary, the scheduling group may not use any of Fisher's resources and equipment unless this is approved by the on-site supervising technician. Violation of this section of the procedures may result in the rejection of future facility requests by the sponsoring group.
  5. The use of food and beverages is restricted to the lobby and mezzanine areas of the auditorium.

Flagstone Theater

Flagstone Theater is intended for outside presentations of musical activities, speakers, movies, or theatrical productions. Requests to schedule Flagstone Theater will be considered in accordance with the following guidelines:

  1. A description of the planned event or series of events will be provided to the Scheduling Center when a request is made to use the facility.
  2. Activities in Flagstone Theater must be conducted in a manner that minimizes interference with educational or residence activities inside or outside neighboring buildings. Some activities may not be approved if classes or normal residence life will clearly be disrupted.
  3. The use of sound amplification equipment at Flagstone Theater will be approved prior to the commencement of classes and following the conclusion of final examinations during each academic term only. Sound amplification equipment may not be used in such a manner as to disrupt the university's functions or other properly scheduled events.
  4. Events scheduled at Flagstone Theater must end by 6:00 pm Sunday through Thursday, and by 10:00 pm Friday and Saturday. Users must formally acknowledge the policy prior to final approval of the request form.

Charges

A charge for the facility requested will be assessed the user based on the length of use and the size of the facility in accordance with the following fee structure, revised March 1995.

The following users will be granted a fifty-percent reduction of the fees outlined below: elementary and secondary public schools; charitable organizations for events at which no fee is required; local, state and federal government agencies.

Student organizations charging an admission fee, requesting a donation, or conducting fundraising activity of a nonacademic nature will be assessed twenty-five percent of the fees listed below.

Reminder: In addition to the fees listed, all nonuniversity groups must also procure a minimum amount of liability and property damage insurance of $250,000 each person, $1,000,000 each occurrence for bodily injury and property damage naming the university as co-insuree, which covers both the user and the university for the specific period of use. 


1) Regular Meeting Rooms/Classrooms                    $10 per/hr; 
                                                       $20 minimum


2) Large Meeting Rooms/     Ackerman                   $30 per/hr;  
   Classrooms               East Parlor                $60 minimum 
                            Keith Demonstration(130)  
                            Oak Room or Oak Room West in Foster Hall  
                            Stright 112 (Mahachek Aud.) 
                            Johnson 247          
                            Weyandt 32                      
                            Weyandt 107                   


3) Small Auditoriums        Zink Dance Studio          $50 per/hr; 
   & Dining Halls           Beard                      $100 minimum        
                            Cogswell                 
                            Foster & Folger Dining Rooms    
                            McVitty                    
                            Pratt                         
                            Eberly College of Business $50 per/hr; 
                                                       $150 minimum


4) Large Areas              Athletic Field,            $100 per/hr;
                            Track, Courts              $200 minimum

                            Field House,                  
                            Main & Aux. Gyms    

                            Field House Pool              
                            Fisher Auditorium & Front            
                            Flagstone Theater               
                            Zink Hall A & Gym B             
                            Zink Hall Pool                

5) Special 
   Facilities               Sutton East Parlor         $100 per/hr; $200
                            Sutton Blue Room           minimum
                            Gorell Recital Hall 
          
                                                      
   Breezedale*              Entire Building            $300 per/hr; 
                                                       $600 minimum
                                             
                            First Floor                $200 per/hr; 
                                                       $400 minimum
                                             
                            Second Floor               $100 per/hr; 
                                                       $200 minimum
                                             
                            Library                    $100 per/hr; 
                                                       $200 minimum
                                         
                            Parlor                     $75 per/hr; 
                                                       $150 minimum
                                             
                            Dining Room                $50 per/hr; 
                                                       $100 minimum

                            Mack and Bonya             $50 per/hr;
                            Meeting Rooms              $100 minimum 
            
                            Snell and Filcik           $40 per/hr;
                            Meeting Rooms              $80 minimum
                                                    
                                             

Miller Stadium Complex                                 $3,000 for 6 hours for
                                                       expenses,  plus $2,500 
                                                       or 20% of the gate  
                                                       whichever is greater

* Any private group neglecting to cancel in writing, in person, or by e-mail at least 24 hours prior to the scheduled event will be charged $25 per room reserved plus a Facility Manager fee.

Any University group neglecting to cancel in writing, in person, or by e-mail at least 24 hours prior to the scheduled event will be charged a Facility Manager fee if the event is scheduled after 4:30 p.m. Monday through Friday or on a Saturday or Sunday. 

6)  Residence Halls                                    Current Room Rate
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Maintained by Mary Beth Partridge <M.B.Partridge@iup.edu>
Last Modified on Thursday January 31 2008