University and nonuniversity groups may use campus facilities at the Indiana, Northpointe, 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.
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:
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 Subcommittee, with the final approval of the president and vice presidents.
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 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.
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.
The university may require security services at any extracurricular event at the expense of the sponsor.
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 reservations 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.
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.
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:
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 fundraising events.
Requests to schedule the Blue Room will be considered on the basis of the following guidelines:
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:
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 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:
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:
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:
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 50 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 25 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 and $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.
* Any private group neglecting to cancel in writing, in person, or by e-mail at least twenty-four 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 twenty-four 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.
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