Scheduling the Use of Facilities | Return to Main Student Groups Page | Reserving Classrooms and Auditoriums For events happening on weekends or after 4 PM on weekdays, classrooms and auditoriums can be booked through the Office of Student Activities and Leadership Development (x2460). For events happening before 4 PM on weekdays, you will have to contact the Registrar's office (x2738 )to schedule classrooms. 150 Science Center If you are showing a film, your group’s account will be billed a bulb fee ($10/screening) and an equipment use charge ($35/screening). These fees are used to cover the cost of maintenance of projectors and replacement of bulbs. Student projectionists receive $7/hour. There is no permanently installed video equipment (as there is film projection equipment) in 150 Science Center. If you want to show a video, you will have to rent equipment from the Audiovisual Center (x 2218). They will require special additional notice for this because of the way the room is set up. 58 Science Center, 107 Shanklin or 116 Judd Video equipment is installed in the room. You need to the Audiovisual Center (x 2218) for further information concerning how to operate the equipment. The charge for use of the equipment is $15 per showing. If you want to show a film, you will have to rent equipment from Audiovisual. Other Classrooms For showing either a video or a film, rooms in the Science Center are convenient because they are right next to where you pick up the projection equipment (Science Library). Besides the Science Center, PAC 001, 002 and 004 are good rooms to use, though others are also available. All you need to do beyond reserving the room is rent equipment from Audiovisual. Campus Center: Meeting Rooms/MPR Contact the Campus Center Coordinator (x3559). Reservations for meetings should be made approximately two to three weeks in advance, receptions or performances four to five weeks in advance. Each of the two meeting rooms has capacity for 20 people. If you are interested in doing a party or buffet, the doors separating the rooms can be opened to provide seating for 30 to 40 people. The Multi-Purpose Room (2nd fl.) can seat 120 people for a dinner-type event. If you are having an event in which food or beverages will be served in the facilities at the Campus Center, be sure to discuss food/beverage requirements with the Food Service Director, (x3080). This is necessary because there are restrictions about what you are allowed to serve and do. For example, among other things, you are not allowed to bring in an outside caterer; you are not allowed to borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering; and, if you plan to serve alcohol, Dining Services needs to be made aware of this. Guidelines for theatrical events in the Campus Center Multi-Purpose Room: Performances and rehearsals must take place after 2:00 p.m. Any one production will be limited to a maximum of 3 performance dates. Rehearsals will be limited to 5 four-hour blocks of time per production. In addition, a four-hour block of time will be allowed for hanging lights, etc. The Campus Center will only store equipment, props, sets, etc. that can fit in limited space. Any equipment that cannot be stored must be removed daily. All equipment must be removed no later than 1 day (24 hours) after the last performance, or it will be discarded. Hanging lights, sets, etc. are the responsibility of the group. Equipment may not be taped, glued or nailed to existing Campus Center facilities. The sponsoring group is responsible for returning the room to its normal state at the end of each rehearsal or performance. The Campus Center has a limited amount of audio-visual equipment. Should a group have need for microphones, microphone stands, light board, extension cords, tape deck, etc., it must reserve the equipment prior to use with a Campus Center staff person. The sponsoring group is responsible for returning equipment after use. An ID card must be presented to obtain any equipment. Dorm Lounges To reserve most dorm lounges, place a lounge reservation through the lounge reservation form located on the ResLife Homepage. http://www.wesleyan.edu/reslife/lounge_index.ctt. Russell House Events at Russell House must be co-sponsored by an academic department or administrative office. For reservations contact The Office of Student Activities and Leadership Development (x2460). Physical Education Facilities and Playing Fields These are booked through the Physical Education Dept. (x3644). For facility hours and availability, check with the Phys. Ed. Info. Line (x2690). General hours for facilities in the Freeman Center are Monday-Friday, 7 a.m.– 9 p.m., Saturdays, 8 a.m. – 6 p.m., and Sundays, 11 a.m. – 6 p.m. For more details, see a Facilities schedule. All facilities must be reserved at least one week prior to the date of the event. There is ice in the rink between October and March. Renting the rink is expensive. Downey House Downey House is reserved through the University Coordinator (x2280). Student organizations are not charged a rental fee to use the facility, but are charged for the Physical Plant and Dining Services labor required to prepare the space, staff the event and clean up afterwards. Such expenses typically range from $100 to $200. The maximum permitted attendance at parties is 189. Student parties at Downey House must be chaperoned by a member of the faculty or administration. Be sure to discuss food/beverage requirements with the Campus Dining Catering Manager (x3503). This is necessary because there are regulations about what you are allowed to serve and do. For example, among other things, you cannot bring in your own food or an outside caterer; you cannot borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering; and if you plan to serve alcohol, arrangements have to be made with Campus Dining Services. It will be the chaperones and the group’s responsibility to make sure that guests do not bring their own alcoholic beverages. Campus Dining Services will provide the staff for bartending and verification of age. A photo form of identification other than a Wesleyan ID (i.e. a Driver’s License) will be required for verification of age for individuals consuming alcohol. If you plan to serve alcohol, dining services must be made aware of this. DOWNEY HOUSE MUST BE BOOKED AT LEAST TWO WEEKS IN ADVANCE OF AN EVENT. Be aware that Downey is often booked early in the year. Applications are available from the Coordinator’s Office. McConaughy Dining Hall (Mocon) Mocon is reserved through the University Coordinator’s Office (x2280) for concerts, parties, and banquets sponsored by student groups. Because it is a dining hall, events cannot start before 10 p.m. and must be over by 2 a.m. Student organizations are not charged a rental fee for use of the facility, but are charged for the Physical Plant and Dining Services labor required to prepare the space and clean up after an event, for security coverage, and occasionally for the presence of a Middletown Fire Department representative. Whether or not a Fire Department representative will need to be present is decided on a case by case basis, but generally one is required if the expected attendance is over 400 or if there will be a large amount of electrical equipment being used (as with a band). The total charges for support services usually range from between $500 and $700. The maximum permitted attendance at concerts/dances is 500. Be sure to discuss food/beverage requirements with the Director of Dining Services (x2160, 1st floor Downey). This is necessary because there are restrictions about what you are allowed to serve and do. For example, among other things, you cannot bring in an outside caterer, you cannot borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering. Also, if you plan to serve alcohol, Dining Services needs to be made aware of this. The Chapel The Chapel is scheduled through the Coordinator’s Office (x2280). There are more restrictions on use of the Chapel than on many other facilities. First off, any event held in the Chapel must be a benefit fund-raiser for local charities and social service agencies. This means that Wesleyan groups cannot raise any revenue for their own purposes—you can only cover the costs of producing the concert/lecture. The event must be ticketed through the University Box Office. Maximum occupancy of the Chapel is 600. You are responsible for recruiting four ushers for the event. There must also be a Public Safety officer present at the event. Public Safety officers are booked for a minimum of two hours. In addition, if your event conflicts with the regular custodial service, you will be asked to pay for custodial services after the event. (For example, if your event is on a Saturday night, you must pay for someone to come in before the next day’s Mass.) NOTE: You may not move the podium or install auxiliary lighting or sets of any kind. The Chapel must be reserved at least two weeks before your event. Paperwork is due two weeks before the proposed date. Fees for use of the Chapel: Public Safety charges range from $50–$100 for a 2–4 hour event Ticketing costs are approximately $130–$180 Audio-visual costs will be $75+ Custodial services are $25 per hour Center for the Arts (CFA): General Information Due to the performance and classroom schedules and CFA departmental activities, there is limited availability for the venues of the Center for the Arts. The CFA accepts requests for bookings in May for the fall semester and November for the spring. All CFA facilities are scheduled by the CFA Associate Director for Programs and Events (x2076). Make an appointment to discuss your proposed event and to pick up copies of CFA booking event forms and policies. A completed booking event form is required to hold a venue. All technical requirements must be discussed with CFA Associate Director for Facilities and Technical Operations (x2684, 115 Music Studios). General Regulations that apply to all CFA facilities: Events in the CFA must be ticketed through the University Box Office, at least three weeks in advance if there is an admission charge. There is no smoking, drinking, or eating allowed in any of the facilities. All events must have a CFA house manager, 1 to 4 ushers, Technician support, public safety officer, and custodial service when needed. WSA accounts will be charged directly for these services. There is no re-focusing or gelling of lights allowed, nor can auxiliary lights, props, or equipment be brought into the facilities. CFA: World Music Hall The World Music Hall seats 131 people on carpeted risers. Special care and attention must be given to protect the parquet floor- soft-soled shoes only, and any other equipment must be padded or on the carpet. CFA: Crowell Concert Hall Crowell seats 411 people. It is a recital hall, with basic stage wash lighting only and therefore is most suitable for lectures and music performances. Theatrical or dramatic lighting cannot be achieved in the hall. CFA: Cinema The Cinema seats 260 people and can be used for lectures, readings, or film screenings. To protect the screen, other activities are not allowed on the stage. A lighted lectern and microphone are available. If you are screening a film, the title must be registered with the WSA office and with the Cinema Archives to avoid duplication. Cinema Archives x2220 can help with film rentals and in hiring a qualified film projectionist. Your account will be charged a bulb and maintenance fee of $35 per screening for a 16mm film or $55 for a 35mm film. CFA: Theater Because of production schedules, classes, and the specialized nature of the theater, availability for extra-departmental events is extremely limited. Events in the 400 seat theater must be approved by John Carr, Professor of Theater, and you will need his approval of required technical support staff whose services will also be billed to your account. Begin your request process by talking to director of Student Actives and Leadership Development (x2467). Fees Involved in Using the Above Facilities If you are showing a film: Go over the SECTION ON FILM BOOKING PROCEDURES Your account will be billed a bulb fee ($10/screening) and an equipment use charge ($35/screening). These fees are used to cover the costs of maintenance of projectors and replacement of bulbs. Public Safety bills approximately $38-$48/hour for an officer. Call Public Safety for more info. Otherwise (speakers, productions, etc.) House Managers receive approximately $9/hour. Ushers receive approximately $8/hour. Student sound technicians receive approximately $8/hour. ublic Safety charges approximately $38 hour for a guard. Necessity of officer at event will be at the discretion of the CFA Associate Director for Programs and Events Sound in Crowell Concert Hall— all events in Crowell requiring 1-6 sound inputs are not charged a sound fee. Those requiring 7-12 sound inputs are assessed an estimated sound fee of $200-$350 per performance (this includes one rehearsal). At the conclusion of the event, the final fee will be determined by the Operations Manager. See CFA event packet for other applicable fees for specific event needs. Ticketing: Ticketing can get expensive, especially if deadlines are missed. Fees are listed below. Approximate Ticket Charges: Ticket printing: $5.00 per 100 three weeks prior to event. $10.00 per 100 less than three weeks prior Box Office Surcharge: .35 cents per ticket handled (note: this applies only to tickets sold, not tickets ordered). This surcharge helps defray costs of running the Box Office and entitles you to these services: Two weeks of pre-sale at the Box Office 24 hours a day telephone coverage Posters for your event placed in the Box Office glass display cases Announcements of your event in the Campus Events Calendar on box office voice mail Tickets may be charged with MasterCard or Visa at the Box Office Event door ticket sales with experienced personnel accurate accounting of ticket sales Written event ticket report Direct deposit of event money into your group account         Reserving Space for Students Events Academic Classrooms Please note that all classroom scheduling before 4:00 p.m. on weekdays during the academic year is handled by the Registrars office (860-685-2738.) Events taking place in the Center for the Arts must be scheduled with Barbara Ally (860-685-2076.) Academic Classrooms, Russell House and Woodhead Lounge Reservations All student events must be sponsored by a Wesleyan department, program or WSA recognized organization. Individual students cannot schedule facilities. Student groups may schedule programs in Russell House only with special approval; a faculty or staff member must be present for the duration of these events. Events open to the public must be registered with the Student Activities and Leadership Office Contact the Director of Student Activities and Leadership Development to reserve space at x2467 or by email at lkupo@wesleyan.edu. Memorial Chapel Special regulations apply for events in the Memorial Chapel. Students should follow these guidelines: Contact Leilani Kupo, Director of Student Activities and Leadership Development, to discuss your event and obtain a Chapel Event Form.   Contact Nancy Albert, University Coordinator or Mary Walsh, Assistant Coordinator, to check date availability and appropriateness of facility for event.   Complete the Proposed Event Information Section of your Event Form. Leilani Kupo and Cari Macdermott, Wesleyan Student Assembly Director (685-2410) must sign your Event Form (at least 4 weeks prior to event).   Make an appointment with Nancy Albert or Mary Walsh  at the University Coordinators Office to discuss event details and set up. Be sure to bring your Chapel Event Form.  The Coordinators Office will answer any questions you may have concerning the event, the venue, rehearsal time, set-ups and etc.   Make an appointment with Ed Chiburis, Facility and Event Manager for the Chapel and 92 Theater  to discuss technical and staffing needs for the event. Well-planned technical support is essential to a successful event.  If you do not meet with Ed Chiburis at least three weeks before the event your event will not be confirmed.   If you are planning a ticketed event, make an appointment with Kristen Olson, Box Office Manager  to discuss ticketing procedures and costs.   Chapel/Pavilion Events Team Nancy Albert, University Coordinator, x2280 nalbert@wesleyan.edu Ed Chiburis, Facility and Event Manager for Memorial Chapel and the 92 Theater x2787 echiburis@wesleyan.edu Leilani Kupo, Director, Student Activities and Leadership Development x2467 lkupo@wesleyan.edu Mary Walsh, University Coordinators Assistant, x3762 mwalsh@wesleyan.edu For ticketed events please contact: Kristen Olson, Box Office Manager, x3355 kolson@wesleyan.edu   Box Office Kristen Olson, box office manager, will work with students after the event has been approved. * IMPORTANT: Ticketing can get expensive; fees are listed below. Advance Ticketing * Ticket printing:  .06 cents per ticket printed (sold or complimentary) * Box Office Surcharge: .60 cents per ticket handled. This surcharge helps defray costs of running the Box Office and entitles you to these services: a. Pre-sale at the Box Office during the semester during which the event occurs. b. Box office is open Tuesday through Saturday 10am to 4:30pm, with 24hour voice messaging. c. Posters for your event placed in the Box Office glass display cases. d. The box office accepts student charges, Master Card, Visa, American Express and Discover Card. e. Event door ticket sales with experienced box office personnel. f. Accurate accounting of ticket sales. g. Post-performance statement. h. Direct deposit of event money into your group account Day of Performance Ticketing for Free Events * Ticket printing:  .06 cents per ticket printed (up to the legal capacity of the event) * Box Office Surcharge: .19 cents per ticket distributed.  This surcharge helps defray costs of running the Box Office and entitles you to these services: a. Distribution to students who request ticket(s) on the day of each performance. (Sun and Mon performance tickets distributed on Saturday; limit is usually two per student.) b. Reminder to students that tickets distributed through the Box Office entitle them to a seat at the performance only until 5 minutes before the performance starts.  (At 5 minutes to the start of the performance, your group may decide to seat students who do not hold tickets but who are standing by to see if seats become available.) c. Posters for your event placed in the Box Office glass display cases. d. Statement of distributed tickets, along with any printed tickets not distributed by the Box Office, at the end of the Box Office day. e. Fees charged directly to the group's WSA account.     Physical Education Facilities and Playing Fields These are booked through the Physical Education Dept. (x3644). For facility hours and availability, check with the Phys. Ed. Info. Line (x2690). General hours for facilities in the Freeman Center are Monday-Friday, 7 a.m.– 9 p.m., Saturdays, 8 a.m. – 6 p.m., and Sundays, 11 a.m. – 6 p.m.For more details, see a Facilities schedule or check the Athletic Department website for more information.All facilities must be reserved at least one week prior to the date of the event. There is ice in the rink between October and March. Renting the rink is expensive. An updated facility schedule is on line at www.wesleyan.edu/athletics   Campus Center: Meeting Rooms/MPR Contact the Campus Center Coordinator (x3559). Reservations for meetings should be made approximately two to three weeks in advance, receptions or performances four to five weeks in advance. Each of the two meeting rooms has capacity for 20 people. If you are interested in doing a party or buffet, the doors separating the rooms can be opened to provide seating for 30 to 40 people. The Multi-Purpose Room (2nd fl.) can seat 120 people for a dinner-type event. If you are having an event in which food or beverages will be served in the facilities at the Campus Center, be sure to discuss food/beverage requirements with the Food Service Director, (x3080). This is necessary because there are restrictions about what you are allowed to serve and do. For example, among other things, you are not allowed to bring in an outside caterer; you are not allowed to borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering; and, if you plan to serve alcohol, Dining Services needs to be made aware of this. Guidelines for theatrical events in the Campus Center Multi-Purpose Room:    * Performances and rehearsals must take place after 2:00 p.m.    * Any one production will be limited to a maximum of 3 performance dates.    * Rehearsals will be limited to 5 four-hour blocks of time per production. In addition, a four-hour block of time will be allowed for hanging lights, etc.    * The Campus Center will only store equipment, props, sets, etc. that can fit in limited space. Any equipment that cannot be stored must be removed daily. All equipment must be removed no later than 1 day (24 hours) after the last performance, or it will be discarded.    * Hanging lights, sets, etc. are the responsibility of the group. Equipment may not be taped, glued or nailed to existing Campus Center facilities.    * The sponsoring group is responsible for returning the room to its normal state at the end of each rehearsal or performance.    * The Campus Center has a limited amount of audio-visual equipment. Should a group have need for microphones, microphone stands, light board, extension cords, tape deck, etc., it must reserve the equipment prior to use with a Campus Center staff person. The sponsoring group is responsible for returning equipment after use. An ID card must be presented to obtain any equipment.     This website copyright ©2003-2004 by the Wesleyan University Student Assembly Wesleyan University's student governing body. For questions regarding the website and its content, please email our webmaster.