Civil Union Ceremony Booklet

CIVIL UNIONS
Mead Memorial Chapel
Middlebury College
Middlebury Vermont
Please read through this booklet carefully!

The Chapel plays an active role in the College and therefore its programming and appearance are subject to many changes during the academic and liturgical seasons. We will do our best to inform you of any Chapel, College or community event that may coincide with your civil union date or place unusual demands upon the Chapel's appearance or accessibility. Though not likely, unusual circumstances may disrupt reservations made months or even years in advance.

Due to the increased use of the chapel for all kinds of events, we now very rarely schedule civil union ceremonies or weddings during the academic year.  We would be happy to assist you in reserving summertime dates for your ceremony.


The Chaplain or the Chaplain's Assistant, is available to answer questions regarding Mead Chapel. If you have questions not addressed in this publication, please phone the Chaplain's office at (802) 443-5626 and we will direct your call to the appropriate person.

RESERVATIONS

Mead Memorial Chapel is available to Middlebury College alumni, faculty, staff and their children.   To make a reservation for your wedding ceremony and rehearsal, please call the Chaplain's office at (802) 443-5626.  Reservations may be made as early as one year in advance.

To confirm your booking, you must return the Chapel fee, the Wedding Confirmation form (contract), and the Hold Harmless Agreement form (enclosed with this booklet) to the office. Your tentative reservation will be held for 30 days. If you are not able to confirm your booking within 30 days, but would like to hold the date and time, please contact the Chaplain's office.

One hour is scheduled for each rehearsal. Two hours are scheduled for each civil union. Additional time may be added to your civil union reservation for a charge of $75/hour.

You and your guests will have access to the Chapel one half hour before the ceremony. Example: if your civil union ceremony is at 4:00 p.m., your reservation for the Chapel space begins at 3:30 and continues until 5:30 p.m.

If you must cancel your reservation, please inform the Chaplain's office as soon as possible. Full refunds will be made if the cancellation occurs prior to 3 months before the reservation date.

TIMES FOR REHEARSALS AND CEREMONIES

Rehearsals: Fridays, 5:00 PM - 9:00 PM

Saturdays, 10:00 AM - 9:00 PM

Civil Unions: Fridays, 6:00 PM - 7:30 PM

Saturdays, 10:00 AM - 7:30 PM

Sundays, 12:30 PM - 4:00 PM (academic year)

11:00 am - 6:00 PM (summer)

Arrangements may be made for civil unions and rehearsals on days other than Friday, Saturday or Sunday. Ask the Chaplain's office for details.

A maximum of two ceremonies may be scheduled in one day, please be prompt and considerate of others' reservation time.

OFFICIANT

It is the responsibility of the couple to arrange for a cleric or justice of the peace to officiate.

A minister, priest, or rabbi holding ordained status in their denomination or a justice of the peace is welcome to officiate at your civil union in Mead Chapel.

If the cleric performing your civil union is not licensed in the state of Vermont, by state ordinance, the cleric must write a letter stating his/her formal education, date and place of ordination, by whom he/she was ordained, as well as their present standing in the church. This letter must be signed by the cleric. The couple must write a letter requesting that this cleric be permitted to perform the ceremony. Include in the letter the date, time and location of the ceremony. Both letters should be mailed (together if possible) no later than one month prior to the wedding, to:

Addison County Probate Court

Addison County Courthouse

Middlebury, VT 05753

After you have purchased your civil union license at the Town Clerk's office, you must go to the courthouse where they will issue a permit for the cleric, and attach it to your license. Please call (802) 388-2612, ahead of time to ensure that the permit has been prepared.

MUSIC, SOUND & LIGHTS

ARRANGING FOR AN ORGANIST

Emory Fanning, the College Organist, is often available to play the organ at civil unions. If he is unavailable, the couple should contact the organists listed in the Directory. Organists generally do not attend civil union rehearsals, but will meet with couples, musicians, or soloists as necessary.

The Organ (Gress-Miles, 1970) for use within Mead Memorial Chapel is a large instrument with three keyboards and pedal board controlling 48 sets of pipes. Guest organists must have experience with such classical organs.

Mr. Fanning must be contacted directly at (802) 443-5607 regarding all guest organists as instruction for its use may be necessary.

OTHER MUSIC

Contact Mr. Fanning at (802) 443-5607 directly for any questions pertaining to musical apparatus or acoustics.

The Dragone Carillon (1986, 48 notes) located in the tower is available for qualified players. A practice clavier is located in the basement green room. Ask Mr. Fanning for further details.

SOUND SYSTEM

Microphones are located in each of the podiums on the chancel. The Chapel is equipped with a cassette player for taped music. Controls for sound are located in the cabinet just inside the sanctuary as you enter the front of the chapel. Even when locked, the on/off button can be accessed through the cut out in the cabinet. Direct specific questions regarding sound to Emory Fanning (802) 443-5607.

LIGHTS

Light switch panels are located behind the organ console and near the stairway at the rear of the chapel.

CHAPEL FACILITIES

There is one rest room for both men and women within the Chapel. There are both men's and women's rest rooms in lower Proctor Hall.  Enter the lower door of Proctor Hall which is visible as you exit the back door of Mead Chapel.

There are no facilities within the Chapel for changing attire prior to the ceremony. Please make arrangements to do so at another location.

Attendants and others may await the beginning of the ceremony in the hallway or green room located in the lower level of the Chapel.

ACCESS TO THE CHAPEL

HepburnRoad, directly behind the Chapel, will be opened at the beginning of your reservation time and will be closed at its completion. If a problem occurs during weekend hours, please call Campus Security at 443-5911.

DELIVERIES

Deliveries may be made to the Chapel via the back door. Entrance is made from Hepburn Road directly behind the Chapel.  Deliveries may take place at the beginning of your reservation time, one half hour before your ceremony. Make special arrangements with the Chaplain's office if earlier delivery is necessary.

PARKING

Couples, attendants and guests may park along both sides of Proctor Road behind the Chapel. Parking for guests is also available on Old Chapel Road at the base of the Chapel hill, at marked locations on both sides of Route 125, and directly across the road in the Adirondack house parking area.

HANDICAPPED ACCESS

Mead Memorial Chapel is accessible to physically challenged persons via a ramp attached to the side of the building.

CHAPEL STAGING

On occasion, the College must erect a chancel extension for special events. This extension is fashioned to match the decor of the rest of the Chapel and accommodates larger civil union and wedding parties.

Facilities management may require a fee for all special arrangements involving the chapel's interior. To avoid higher weekend charges, please direct all requests to the Chaplain's office at (802) 443-5626 as early as possible.

DECORATIONS

FLOWERS

Couples provide their own floral arrangements for their ceremony. Though we require that all decorations be kept to a minimum, flowers and/or bows may be hooked, clipped, or draped to the ends of the pews.  Most florists will supply the devices necessary for safe attachment.  We ask that nothing be stuck on, into or taped to the pews or any other surface within the Chapel.

FURNISHINGS, AISLE RUNNERS, CANDLES & RICE, ETC.

No fixed furnishing or ornaments in the church may be covered or removed except the cross on the altar which may be covered by the Hebrew tablet.

Aisle runners are permitted in the Chapel. The length of the aisle from doorway to altar steps is approximately sixty feet.

Due to fire laws, candles may only be used within the context of the civil union ceremony such as a "Unity Candle." Candlelight services are not permitted.

For your own protection, rice, confetti, balloons, birdseed, rose petals, etc. may not be thrown or released inside the Chapel, on the outside steps or on the sidewalks around the Chapel.

All decorations must be set up and removed completely within your two hour reservation period. Again, please be considerate of other civil union/ wedding parties.

PHOTOGRAPHS & VIDEO RECORDINGS

Photographs in the church before or after the service must be completed within the two hours allotted for your reservation.  A list of local photographers can be found in the Directory.

It is the Chapel's policy that no flash or other photographic illumination for picture taking be used during the actual ceremony.  We ask this with respect to the solemnity of your vows and the Chapel sanctuary.  You are welcome to take pictures during the processional and recessional of your service.  Please inform your guests of our policy.

Your entire service may be videotaped with a stationary camera with existing lighting only. Neither the Chapel office nor the department of Audio-Visual Services are available to do video or audio recordings of civil unions and weddings.

RECEPTIONS

LOCATIONS ON CAMPUS AND IN THE COMMUNITY

Mead Memorial Chapel has no facilities for receptions.  However, facilities are sometimes available to alumni, students, faculty or staff at various places on the College campus.  To check availability, please call the scheduling officer for each location choice.  The scheduling officer is listed in the Directory at the end of this document.

Suggestions for other reception locations in the area can also be found in the Directory.

CATERING

The College will sometimes cater receptions located on campus if the couple is or has been affiliated with the College. Call the catering office at (802) 443-5347.

Suggestions for other caterers in the area can be found in the Directory.

LODGING

Middlebury College cannot provide lodging. A list of local inns, motels and bed & breakfasts can be found in the Directory. If further information is needed, please call the Addison County Chamber of Commerce at (802) 388-7951.

FEES AND HONORARIA

COLLEGE-AFFILIATED FEE FOR MEAD MEMORIAL CHAPEL - 2 HOURS

Either of the parties is an alumni, student, faculty or staff member of the College, or a child of a faculty or staff member of the College: $200

EACH ADDITIONAL HOUR: $75

Make checks payable to Mead Memorial Chapel and send to the Chaplain's office. Full refunds are made if cancellations occur within 3 months of the ceremony.

ADDITIONAL FEES: The College reserves the right to erect the staging for special college functions. Please notify the Chaplain's office if you would like chancel staging removed or erected. Anyone wishing to change the status of Mead Chapel's interior may be subject to the fees set by facilities management.

HONORARIA CLERGY, JUSTICES OF THE PEACE AND MUSICIANS

Guest Clergy or Justices of the Peace

Clergy and Justices of the Peace are traditionally given an honorarium for their services. Honorarium varies according to the individual officiant. Frequently called upon Clergy and Justices of the Peace in the area can be found in the Directory. Checks should be made payable to the officiant performing the ceremony.

The Organist

Professor Emory Fanning, College Organist: $200.Payment must be received prior to the ceremony.  Make checks payable to Emory Fanning.

Guest Organist/Musicians

Honorarium varies according to the organist/musician. Organist choices are listed in the Directory. Permission for a guest organist must be obtained from Professor Emory Fanning as instruction for the organs' use may be necessary. Payment is made directly to the organist/musician prior to the ceremony.

DIRECTORY