Event Scheduling Policies
The purpose of this policy is to regularize scheduling procedures across campus, making it possible to:
·Facilitate appropriate use of space for events
·Enable sharing of space to support the needs of the College
·Permit opportunity to assess events for the feasibility to support all service needs
·Permit assessment for conflicts of interest with regard to attracting the intended audience
This policy also considers:
·Prioritization for use of specialized venues
·Prioritization for events based on the core mission of the College
·Impact events may have on building operations
This policy applies to all College Space.
OWNERSHIP OF SPACE
All space at Middlebury College belongs to Middlebury College. The College will allocate and reassign space to best support and further the College’s academic mission and priorities.
Space allocation will be assigned by the Space Committee and implemented for use for events under this policy.
The Space Committee will approve scheduling policies for all space.
ASSIGNMENT OF SPACE
Although some venues will be designed to support a specific College purpose, that designation does not imply control or ownership of the space. Whenever possible, the space will be made available for appropriate events.
Do not publicize, sign contracts, make airline/hotel reservations, or other commitments until your event date has been approved and a space has been assigned. Your event is confirmed only when you have received an “R25” Event Confirmation.
The Space Committee will conduct an annual review of these policies to insure they meet the current needs of the College.
Generally, the Department of Events Management will schedule all events. The exceptions to this practice are:
The Assistant to the President will schedule all uses of Hadley House.
Mahaney Center for the Arts
The MCFA Operations Manager will schedule only those events that are hosted by the departments that reside within the Center. All other events requests should be directed to the Department of Events Management.
The Scott Center Administrative Program Coordinator will schedule only those events that are hosted by the Scott Center, weddings held at Mead Chapel, and memorial services held at Mead Chapel. Memorial services will not be scheduled until first approved by the Department of Events Management.
Peterson Family Athletics Complex
The Athletics Operations and Events Manager will schedule only those events that are hosted by the Athletics Department, and the non-college athletic events scheduled on behalf of our community friends and neighbors. All other events requests should be directed to the Department of Events Management.
President’s Dining Room
The Assistant to the President will schedule all events held in the President’s Dining Room.
The Department of Events Management has the authority to deny an event if the event will create an unreasonable conflict for a previously scheduled event, or if the ability to provide the necessary service support to facilitate successful events will be compromised.
It is required that the feasibility of scheduling of space and provision of necessary services be assessed as the first step in event planning.This applies to venues scheduled by others as well as the events scheduled through the Department of Events Management. An appropriate, available space will be scheduled based on the feasibility assessment. An empty space is not an available space unless the event itself can be supported appropriately.
The Department of Events Management will mediate and seek to resolve potential conflicts and, when necessary, the Vice President for Strategy and Planning will make the final decision.
Approval of funding, mailing of invitations, dissemination of marketing materials, etc. are not driving factors of events scheduling. If the appropriate venue is not available and cannot be made available, the event will be required to be held at an alternative date, time or not at all.
Venues will not be scheduled unless there is a specific event planned for that venue. Blocking out large periods of time to hold space in an effort to create flexibility for one area is not permitted. Exceptions to this practice in any venue must be approved by the Department of Events Management.
Course Scheduling will schedule room and time assignments for
- regular class meetings
- examination schedules
- midterm and final examinations held outside the regular class time
- film screenings required for courses
- make-up classes
- review sessions
- lectures or guest speakers that are scheduled outside of regular class time and that are open only to class members
Consult with Course Scheduling website http://www.middlebury.edu/academics/resources/scheduling for specific guidelines regarding the scheduling of courses.
The Department of Events Management will schedule any other academic activities or non-academic events organized by academic departments, such as: lectures and guest speakers that are open to the campus or the public (not limited only to a class), symposia, job talks, and meetings (including department faculty meetings).
The Academic Calendar prioritizes the scheduling of all College facilities.
The initial scheduling of courses in academic venues takes priority over all other scheduling. Language Schools scheduling needs have priority during the summer months.
Regular academic year courses will not be scheduled in the public areas or lounges.
Events will be approved for public areas of buildings based on the impact of the event to the space and the other activities previously scheduled in that building. Events in these areas will be approved by the Department of Events Management. When the event may impact building residents, Events Management will consult with the Operations Manager for input prior to approving use of those venues. Event approval decisions are finalized by Events Management considering the feedback received from the Operations Managers.
Annual events listed as part of the academic calendar have first priority for scheduling of all campus facilities. (Orientation, Clifford Symposium, Campus Preview, etc.) Any events not related to the specific programming for these annual events will not be scheduled without the prior approval of the Department of Events Management.
Should service costs result from the need to alter spaces in venues where sharing is necessary as part of key annual events times, those costs will be shared equally between those using the space.
SCHEDULING POLICIES FOR ALL VENUES
All courses & events held in academic venues will be reflected in the central scheduling system of the College.
The scheduling policies regarding blackout dates for events apply to all College facilities. Annual Date Restrictions are found in the Policies section of the Event Management web site: http://www.middlebury.edu/offices/business/scheduling/scheduling_policies/date_restrict
All venues will be shared for the purpose of supporting the core mission of the College.
• All attempts to locate events in the venue best suited to the event and the expected audience will be required.
• If the arrangement of existing furniture is not conducive to an event, or the venue is not appropriate to the event due to specialized flooring, technology, laboratory use, etc., the event must be scheduled in an alternative & appropriate space.
• If all appropriate venues requiring the least amount of service impact for Facilities Services and Media Services are otherwise unavailable, the event must be scheduled at an alternative time when those venues are readily available.
SCHEDULING POLICIES FOR ACADEMIC VENUES
Academic venues are those rooms identified as an academic space for the purpose of the routine scheduling of courses.
Priority Guidelines used by the Course Scheduler
• Courses with special or technical needs, such as lab equipment or computer labs, or video conferencing, will receive priority for rooms with equipment that meets those needs, and will be scheduled first.
• Number of students enrolled will determine the size of room in which course is scheduled.
• Particular room style needs (seminar, lecture, auditorium) will be considered next.
• Where needs are identical, preference for a particular room or time slot will be given to departments that adhere to the scheduling guidelines stated above.
Coordination of scheduling events in academic venues
• When Course Scheduling completes the term’s scheduling, a two-week waiting period will be permitted to allow for necessary adjustments to the schedule for that term.
• Following that two-week period, the Department of Events Management will then schedule events in academic venues according to availability.
Some campus venues are intended for specific purposes and may not be available for general use. Please visit the link above for a list of these venues.