Honors Hall Use Policy

Adopted by the Administrative Cabinet on July 12, 2006, amended in February, 2012.

Purpose - The purpose of this policy is to regulate the reservation/scheduling and use of reserveable space within Honors Hall. This policy is meant to take into consideration the multitude of possible uses of the facility and to ensure all constituents have ample time to plan such usage.

Scheduling - Scheduling of specific rooms shall occur in accordance with the following guidelines:

Shangraw Performance Hall

Reserving the utilization of the Shangraw Performance Hall shall be made in the following priority (scheduling conflicts - requests submitted at the same time shall be resolved by priority use):

First Priority

Lycoming College Music Department for recitals, performances, practices - The Music Department must submit required dates for each fall semester no later than 30 days prior to the start of classes and no later than 30 days prior to the start of classes for the Spring semester to the Office of Student Programs and Leadership Development for inclusion in the scheduling system. If a schedule of dates is not submitted by the above-mentioned deadline, priority for the space shall be surrendered.

Second Priority

Lycoming College Honoraries and Scholars Program Ceremonies - The College Honoraries and Scholars Program must submit required dates for each fall semester no later than 30 days from the start of classes and no later than 30 days from the start of classes for the Spring semester to the Office of Student Programs and Leadership Development for inclusion in the scheduling system. If a schedule of dates is not submitted by the above-mentioned deadline, priority for the space shall be surrendered.

Third Priority

Lectures sponsored by staff/academic departments and recognized student organizations - Requests for lectures must be submitted no later than 30 days from the start of classes for the fall semester and no later than 30 days from the start of classes for the Spring semester to the Office of Student Programs and Leadership Development for inclusion in the scheduling system. If a schedule of dates is not submitted by the above-mentioned deadline, priority for the space shall be surrendered.

NOTE: Appropriate fees apply to lectures not sponsored by staff/faculty departments even if faculty/staff are members of, or affiliated with, the group/individual.

Fourth Priority

Workshops sponsored by staff/academic departments and recognized student organizations - Requests for workshops must be submitted for each fall semester no later than 30 days prior to the start of classes and no later than 30 days prior to the start of classes for the Spring semester to the Office of Student Programs and Leadership Development for inclusion in the scheduling system. If a schedule of dates is not submitted by the above-mentioned deadline, priority for the space shall be surrendered.

Fifth Priority

Campus Ministry for general use - Campus Ministry must respond to requests from other users (submitted through the Office of Student Programs and Leadership Development) within two (2) business days of receipt of said request for any date even if the date requested is submitted during the summer months.

Sixth Priority

All other campus departments and recognized student organizations - Reservation information is available through the Office of Student Programs and Leadership Development.

Seventh Priority

All groups/individuals not affiliated with Lycoming College - Reservation information regarding use of Honors Hall is available through the Office Recreation and Conferences.

NOTE: The Music Department is afforded the opportunity to review request for use of the Shangraw Performance Hall that occur during the academic year. The Music Department must respond to these requests (submitted through the Office of Student Programs and Leadership Development) within two (2) business days of receipt of said request for any date even if the date requested is submitted during the summer months. If no response is given within the required timeframe (tagged by e-mail), the Music Department's priority for the date in question (if not already taken by the Music Department) shall be surrendered.

If the Music Department denies the request, the department must be in the process of planning an event for the date requested or provide other justification for denying the request.

Meeting Rooms (Lounge and Workroom)

First Priority

Campus Ministry for general/programmatic use - Activities and programming related to United Campus Ministry has priority use of the meeting rooms.

Second Priority

All other campus departments and recognized student organizations - Activities and programming related to other Campus departments and recognized student organizations has second priority use of the meeting rooms.

NOTE: Campus Ministry must respond to individual/isolated requests for use of the lounge or workroom (submitted through the Office of Student Programs and Leadership Development) for any date, within two (2) business days of receipt, even if date requested is submitted during the summer months.

Chapel

First Priority

Campus Ministry for general use - The Lindsay Memorial Chapel is a place for worship and reflection space and should be used only for religious purposes.

NOTE: Campus Ministry must respond to individual/isolated requests for use of the Chapel (submitted through the Office of Student Programs and Leadership Development) for any date, within two (2) business days of receipt, even if date requested is submitted during the summer months. All requests for use of the Chapel will be screened by Campus Ministry staff to determine their appropriateness for the space.

General Use/Restrictions - Shangraw Performance Hall

Capacity

The Shangraw Performance Hall can accommodate a maximum of 120 people (excluding the balcony). Standing room is prohibited and there must be no leaning against the sound panels.

Nature of Event

The use of the Shangraw Performance Hall shall be restricted to music recitals/performances, musical practices, ceremonies, meetings, lectures, presentations and any other event requiring basic general row seating (or seating in the round for special musical performances).

Set-up

Seating needs should be included on all reservation forms (whether by on-line or hard copy). Set-up must be able to occur during normal operating hours of the College. A/V needs should be coordinated through Media Services. There may be a charge for media services to outside organizations.

Balcony

Use of the Shangraw Performance Hall balcony will normally be restricted to campus departments and recognized student organizations. For outside groups coordinated by the Office of Residential Life and Conferences, children age ten and under are permitted in the balcony only under the direct supervision of a parent or guardian.

Outside Group Use

Utilization of Honors Hall will not be permitted by outside groups until September 1, 2006. At such time all outside group usage will be coordinated by Residential Life and Conferences. Such usage will be subject to the standard outside group conference fee structure.

NOTE: Use of Honors Hall by summer groups not affiliated with the Lycoming College is to be minimal.

Summer Use

Programming consistent with priority usage as set forth in this policy. For further information, contact the Office of Residential Life and Conferences.

Community Groups/Private Instructors

Community groups in which the College has a special relationship i.e., Williamsport Symphony may request use of the facility. Private instructors may be granted permission for occasional use based on the nature of the event and space availability.

Food

The Shangraw Performance Hall is not to be used for dining purposes or receptions. The sound panels as well as the new floor are not conducive to the use and abuse brought on by furniture set ups and tear downs.

The lobby may be reserved for receptions to be held prior to and immediately following any ceremonies or performances held inside the Shangraw Performance Hall. "Bag" type lunches are permissible at some events i.e., the Noon Concert series.

NOTE: The program sponsors are responsible for having trash containers available at the event.

Parking

Event parking should be coordinated through the Office of Safety and Security.

Storage

The storage area off the Performance Hall is considered under the control of Physical Plant. Nothing is to be left or stored in this area without approval.