Scheduling Policies

EVENTS SCHEDULING         

The Events Scheduling & Information Office reports to general administration.  This office is responsible for handling event requests from all College departments, administration, staff, and faculty, and from non-College groups. Contact this office if you wish to schedule room/space and time assignments for any events that are not course-related activities as described under 'Course Scheduling' above.  These events include the following:

• lectures, screenings, and academic events that are open to the campus or the public (not restricted to student members of a course/class, even though it may be required for a course/class)
• symposia
• candidate 'job talks'
• dinners and receptions
• meetings
• department meetings and retreats
• conferences and workshops

Additionally, the Events Scheduling & Information Office is responsible for communicating events information to the campus. 

STUDENT EVENTS

The Center for Campus Activities and Leadership (CCAL) and the Commons offices handle all student requests for use of space. Student organizations schedule spaces through CCAL while lounges and other residential spaces are reserved through the related Commons office. The offices should be provided a written description of events, equipment to be used, refreshments to be served, and the name(s) of the person(s) in charge. Requests for use of the McCullough Student Center must be placed through CCAL.
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Black-out Periods:  Scheduling of events on campus is prohibited for all groups, both College groups and non-College groups.  This includes Bread Loaf campus. (small College meetings and department meetings are permitted).

Grey Out Periods: Scheduling of non-College events or events by non-College groups is prohibited.  Scheduling of College events on campus by College groups is allowed (if support services are available).  This includes the Bread Loaf campus.

Designated Black-out Periods and Grey-out periods are outlined below in this policy.  Additionally, there may be special College celebrations or commemorative events which only occur in one year (i.e., dedication of a new building), that will be designated as a Black-out period for that year.  The list of specific dates for all Black-out and Grey-out periods each academic year is maintained by the Events Scheduling & Information Office.

Black-out Periods:

• Fall Orientation Days
• October Break 
• Thanksgiving Recess
• December Holiday Break  (the day after the last day of finals, through January 1)
• Spring Break
• Senior Week
• Commencement/ Reunion/ start of 9-week LS session
• Day of Language School Commencement
• Week after Language Schools Commencement  (7 day period following commencement)

Grey Out Periods :

• February Orientation Days
• Last Week of August
• Fall Family Weekends
• Clifford Symposium
• Homecoming
• Winter Term Break / Spring Term Orientation
• Winter Carnival
• NESCAC/NCAA Championships
• Campus Preview Days
• Last week of June  (7 calendar days preceding the opening of the six-week Language Schools)

Partial Grey-out Period : 

• Trustee Weekends  (Thursday and Friday, plus Saturday morning)
  
  College events may be scheduled during Trustee Weekends except for the following venues:
  Kirk, Redfield Proctor, Old Chapel, Hepburn Lounge, Gifford Annex, Great Hall, Hadley Barn, Bread Loaf (for October meeting).

USE OF COLLEGE FACILITIES BY NON-COLLEGE GROUPS FOR NON-COLLEGE EVENTS

The campus facilities of Middlebury College exist to support the College's mission as a residential liberal arts institution of higher education.  The primary purpose of the College's facilities is to provide venues for the many curricular and co-curricular activities which are part of the vibrancy of a residential liberal arts college.  When possible, Middlebury College may also make some of its facilities and grounds available for use by non-College not-for-profit groups under the following guidelines and conditions: 

1. The organization must be a not-for-profit as defined by the IRS Code or not-for-profit in spirit.

2. Generally, not-for-profit groups that are based in Addison County or that provide substantial services to the residents of Addison County, are given priority for the use of available College facilities or grounds, over non-Addison County groups.

3. Non-College groups, organizations or events may not use College facilities and/or grounds for private or personal gain or profit, or for activities that are not complementary to the mission of the College. The College reserves the right to prohibit or cancel any event, without notice, if it deems the event contrary to the mission of the College.

4.  It is not required that a non-College group have a sponsor within the College in order to request use of College facilities.  However, any College department that wishes to be designated as a 'sponsor' for an event by a non-College group, must contribute some funding to cover a portion of the fees charged to the group by the College for use of  facilities and media services.  Generally, this portion will be approximately 25%; but will be determined by the Events Scheduling & Information Office in consultation with the department.  A College individual may not be designated as a sponsor for a non-College group.  Only College departments may provide sponsorship.

5.  Use of College facilities for personal use by private individuals, is only permitted for College-affiliated individuals. College-affiliated individuals are defined as student, parent, alumnus/ae, faculty, staff, or trustee.

Use of College facilities for a personal event by a College-affiliated individual is regarded as a 'non-College' event, and is subject to the requirements of this policy, and of the Black-out and Grey-out Period policy, as a 'non-College' event.

6. All non-College event requests should be directed to the College's Events Scheduling Office, and the Events Scheduling Office will determine:  eligibility of the requesting group;  whether the date requested is available; whether space and support resources are available for the event, and the appropriate space/facility for the event.

Exceptions: 

a)  For use of athletics facilities for athletic events, requests should be made directly to the Athletics Department.  Note: only athletic events or athletics-related events can be scheduled for any facilities or rooms in the athletics complex.

b)  For CFA facilities for performance arts events, requests should be made directly to the Center for the Arts (CFA). 

c)  For use of Mead Chapel, requests should be made directly to the Chaplain's Office.

Requests for scheduling an event by a non-College group may be approved only if space and services are available.  Middlebury College needs and events take first priority.

7.  Non-College events may not be scheduled more than 6 months in advance.  (Exception: wedding / civil union ceremonies or receptions for College-affiliated persons may not be scheduled more than 12 months in advance.  Also see section under 'Wedding ceremonies or Civil Union ceremonies at Mead Chapel').

8.  Middlebury College reserves the right to cancel any non-College event, up to 60 days in advance of the event, if necessary to accommodate a College event.  (Exception to this cancellation period: weddings or civil union ceremonies or receptions can be cancelled up to 9 months in advance.  Also see the website of the College Chaplain's office  for policy on ceremonies scheduled for Mead Chapel. 

9. Normally, non-College groups may not schedule events on a regular basis;  i.e. no more than two consecutive events; and, for annual events, no more than two consecutive years. It is intended that this practice will allow for a wider range of organizations to be able to use College facilities over time.  Non-College groups are discouraged from requesting College space for standing/periodic meetings (i.e. monthly business meetings) as there are other local and regional facilities available for this type of event.

10.  When a request for using a College facility is approved by the College Events Scheduling Office, a representative from the non-College group must submit the following documents to the office:

»  a Letter of Agreement , provided by the College Events Scheduling & Information Office;

»  a Hold Harmless Agreement form , provided by the College Events Scheduling & Information Office; accompanied by proof of adequate insurance (as defined by the College's Director of Business Services)

11.  Middlebury College service providers such as Dining Services, Facilities/Custodial, Media Services, Reprographics, etc., have the right of first refusal when non-College events are scheduled on campus property.  This means that non-College events are required to use College service providers unless the service providers indicate they are unavailable.  When unavailable, College service providers have the option of using outside vendors to meet the needs of the requester.  For catering, Dining Services will provide the requester with a list of approved non-College caterers who meet the requirements outlined by the College risk management office.  In all cases, Middlebury Dining Services, not the requester, makes the decision regarding whether outside vendors can be used. Planners for events using outside service providers will be required to provide a deposit for the event.  If alcohol will be served, Middlebury Dining Services will be required to hire a College-trained bartender/server and the cost passed on to the requestor, unless the outside service provider has their own liquor license. 

12.  Effective January 1, 2004, a fee will be charged for facilities used for non-College events:

a)  Not-for-profit groups or organizations:  Non-College not-for-profit groups will be charged a fee for the use of College facilities and/or grounds for their event. This fee does not cover the full cost to the College for providing staff, utilities and equipment needed to make the space available; but only partially defrays the additional costs of staff labor and facilities maintenance.  Typically, the fee relates to the partial costs associated with use of the space and provision of normal services provided by Facilities/Custodial, Public Safety, and Media Services needed to make the space available for the event.  An event that uses media equipment or technology such as computers, video/film projection, or sound systems, will typically require College technical staff support and therefore will be charged an additional technology fee per hour for the duration of the event.  Catering services provided are also at an additional fee per the contract provided to requestor by the College's Dining Services department.

Note:  Some non-College (not-for profit) organizations are engaged with the College in significant collaborative programs or longstanding mutual work relationship. For these organizations, the facilities fees may be waived.  This determination is made by the College.  However, special needs for media equipment and technical support, or for catering, will be charged a fee.

b)  For-profit groups or organizations:  Generally, for-profit organizations or groups may not schedule events in the College's facilities and grounds.  Exceptions may be made by the Senior Director of Administration & Organizational Effectiveness or by the Vice President for Administration.  In the case of an exception, the for-profit group will be charged the full cost of the space and services provided by the College for the event, which is more than the fee charged to not-for-profit groups. 

c)  Employees of the College:  College employees may submit a request to reserve College space for their personal use for a special event if the requested space is available and if the event does not detract services from other College sponsored events.  Approval is required from the Events Scheduling Office. 

A facilities fee, reduced for employees, will be charged to the individual - consistent with the use of the requested facility. This special reduced-fee consideration is for employee personal use only, and does not apply to requests for space by a non-College group of which an employee is a member.  In this case, the non-College group must submit a request through the normal process as described above in this policy.  An event scheduled by an individual employee or other College-affiliated individual for personal use is considered a 'non-College' event, and is subject to the same requirements of this policy, and of the Black-out and Grey-out Period policy, as a non-College event.

Fees for use of College facilities are assigned by the Events Scheduling Office, based on a fee schedule established by the College which considers:  the facility used for the event; the size and duration of the event; and the support staff and College resources need to set-up and provide the facility.  Modification of fees requires the approval of the Senior Director of Administration & Organizational Effectiveness or the Vice President for Administration. 

13.  The College maintains certain times of the year when non-College events cannot be scheduled.  A 'black-out' period is a time period when no events whatsoever (neither College or non-College) can be scheduled other than the programs/events that are specifically featured by the College at that time (i.e., Commencement).  A 'grey-out' period is a time period when internal College events may be scheduled, but non-College events may not be scheduled.  (see policy Events Scheduling: 'Black-out Periods and Grey-out Periods ).  The Events Scheduling Office operates under this black-out / grey-out policy, and maintains  the list of these specific dates for each year.  All College facilities (including athletics facilities, CFA, Mead Chapel, Bread Loaf, Commons, etc) are subject to this policy.

Wedding Ceremonies or Civil Union Ceremonies at Mead Chapel

College-affiliated individuals may request reservation of Mead Chapel for their wedding ceremony or civil union ceremony, by submitting their request to the College Chaplain's Office.  This request may be submitted no more than 18 months in advance of the requested date, but will not be confirmed by the Chaplain's office until 12 months in advance of the requested date.  Please reference the Chaplain's Office website for information regarding fee and process for submitting a request.  Requests to schedule an event in Mead Chapel should be directed to the Chaplain's Office.Use of Mead Chapel is generally intended for use by College-affiliated individuals.  College-affiliated individuals are defined as student, parent, alumnus/ae, faculty, staff, or trustee.  Requests from non-affiliated individuals may be considered at the discretion of the College Chaplain.

Facilities available for use by non-College groups (not-for-profit groups)

Generally, only the following facilities may be made available for non-College events:

Kirk Alumni Center;
Twilight Auditorium (during non-class periods);
facilities on the Bread Loaf campus (seasonal);
a limited number of small classrooms and seminar rooms (during non-class periods). 

Some athletics facilities for athletics events may be available at discretion of the Athletics Department.  Some CFA facilities for performance events may be available at the discretion of the Center for the Arts administrator.  Mead Chapel may be available at the discretion of the Chaplain's Office.