Use of University Facilities for Events and Conferences
Date of Current Revision: July 2002
Responsible Office: University Center Director
- PURPOSE
As a public service policy, James Madison University makes its facilities available to students, faculty, staff, and non-university organizations for lectures, workshops, institutes, conferences, and other programs. To avoid scheduling conflicts and to ensure the availability of facilities, the procedures set forth in this policy are to be followed prior to the scheduling of campus facilities for events and conferences.
- AUTHORITY
The president has given the Vice President for Student Affairs the responsibility and the authority to ensure that the JMU facilities used for events and conferences are used appropriately. Final approving authority for the use of these facilities is as follows:
All non-university organizations must make requests for use of university facilities and services through the Events & Conferences Office, with the exception of the following:
- The Office of the Director of Special Events for the use of Chandler Hall or for Catering Service.
- The Office of the Athletic Facilities & Events Coordinator for the use of Godwin Hall, Godwin Field, Hillside Field, Bridgeforth Stadium, the Convocation Center, and the Reservoir Field Complex.
- The University Recreation Operations Office for the use of the University Recreation building and fields.
Student organizations must make requests for use of university facilities and services through the Events & Conferences Office.
- DEFINITIONS
None
- APPLICABILITY
This policy applies to all employees, students, constituents of the university, and non-university organizations who make use of these facilities. - POLICY
As a public service policy, James Madison University makes its facilities available to students, faculty, staff, and non-university organizations for lectures, workshops, institutes, conferences, and other programs. James Madison University extends to its faculty, staff, and its recognized student organizations the privilege of inviting speakers to the campus for the purpose of speaking on a wide variety of subjects and for the exchange of ideas and, if possible, provides spaces suitable for such events. This privilege carries with it the responsibility that each member of the university community seek approval for the use of such a space, use the space with care and treat each invited speaker with courtesy and respect as a guest, regardless of differences in points of view. - PROCEDURES
6.1 The individual responsible for inviting the speaker or planning the program will fill out an Event Request Form available in the offices referred to in the Authority section of this policy. Upon processing these forms and approval of the office that controls the space being requested, contractual arrangements may be made for the program.
6.2 The schedule of fees is available in each approving office.
6.4 The approving offices will review the Event Request Form to ensure that all requirements that will contribute to a smoothly functioning event have been anticipated and that the sponsoring group will be properly billed for the use of the facilities. The approval signature on the Event Request Confirmation represents the authority for the individual arranging the program to proceed with final negotiations.
6.5 When a fee is to be charged for the use of university facilities or services, the approving office will determine the total cost, in accordance with the current published Rental Rates for Use of University Facilities Schedule (maintained by the Events and Conferences Office). - RESPONSIBILITIES
The faculty, staff, student, or designated representative of the recognized organization is responsible for:
- Arranging for the guest speaker's travel, lodging, meals, and other requirements necessary to ensure that the speaker receives full courtesies while at James Madison University.
- Initiating the necessary action to provide the facilities and services by completing the Event Request Form and approving reservation confirmation at least two weeks prior to the scheduled event. Also, for providing set-up and operational information to approving office two weeks prior to the event.
- Obtaining estimates of costs of related services such as spotlight operator, food service, sound system, stage set-up, etc.
- SANCTIONS
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
All damages and/or excessive clean up fees will be billed to the sponsoring organization. - EXCLUSIONS
None - INTERPRETATION
The authority to interpret this policy rests with the president, and is generally delegated to the Vice President for Student Affairs.
Approved:
July 2002
Linwood H. Rose, President
Index Terms
Guest speakers
Facilities
Events