Scheduling Priority

The Academic Calendar prioritizes the scheduling of all College facilities.

• The initial scheduling of courses in academic venues takes priority over all other scheduling.
• Courses will not be scheduled in the public areas of the building.
• Generally, courses in Physical Education will be the only courses scheduled in non-academic athletic venues.
• Annual events listed as part of the academic calendar have first priority for scheduling of all campus facilities. (Orientation, Clifford Symposium, Campus Preview, etc.)
• The Athletics Department then has priority use of all athletic fields, Natatorium, Pepin Gym, Nelson Arena, Kenyon Arena, the Bubble and the Memorial Field House 3^rd Floor Classroom.

Scheduling Protocol

All events held in the athletics complex will be scheduled utilizing the central scheduling system of the College.

All events scheduling policies for use of venues as identified in the handbook apply.

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 requests for non-college use of athletics facilities that are not athletic in nature will be directed to the Department of Event Management.

Scheduling of events in the 3rd floor classroom for club sports and student organizations will be facilitated by the Athletics Operations & Events Manager. Event Management will schedule other events in the 3^rd floor classroom based on availability.

All other requests for events to be held in the Athletics Complex will be directed to the Dept. of Event Management. Event Management will consult with the Athletics Department for input prior to approving use of the Athletics Complex.

The scheduling of Kenyon and Lawson lounges will be done on a first-come/first serve basis. Event Management will schedule at will based on availability, but not book both lounges at the same time without input from Athletics.

On Tuesday through Friday evenings & on Saturdays Atwater Dining Hall will generally be available for catered meals & events.

All scheduling for Atwater Dining Hall is done through the Department of Event Management. Approval for use of the dining hall is required prior to arranging menu plans with Dining staff.

• Events will be approved for public areas based on the impact of the event to the space and the other activities previously scheduled in the building.

Catering:

• Small receptions only (no ability to cook in the building).
• Catering set up in the Winter Garden area only (not permitted in Reading Room or Abernethy Room).

• All classrooms can accommodate 1-2 banquet tables for light refreshments.
• Screening room refreshments will need to be set up in the Winter Garden area.

Technology:

• All classrooms are Smart Rooms. There is wireless in all public spaces of the building.
• The Reading Room and The Abernethy Room are equipped with wireless and/or wired computer access and microphones. The Abernethy Room does have stackable chairs that can be added for lecture events.

• The facility is equipped with the technology required for most presentation or lecture events.  Please note that the Reading Room and Abernethy Room are equipped to enable amplification for lectures.  However, this amplification is limited to these areas and does not project sound into the Winter Garden area.  Please plan your events accordingly.

Decorations:

• Limited to table/linen decorations, and displays on easels.
• No balloons, no stapling, taping or tacking anything to the walls.
• You may tape posters/decorations to white boards in the classrooms.

Furniture:

• If the arrangement of existing furniture is not conducive to your event, please look for an alternative space.
• Ability to remove and store furnishings from the Reading Room and Winter Garden areas is extremely limited and strongly discouraged.
• Academic department wings are not available as event space or storage.

The Bread Loaf School of English and the Bread Loaf Writers’ Conference have priority use of Bread Loaf campus for their regular academic programs in June, July & August.

The Bread Loaf Campus is then available for New England Young Writers’ Conference, Commencement, Reunion, Alumni College & Leadership Conference, Fall Family Weekend, and Homecoming.

Any time remaining may be reserved for other college-related functions at the discretion of the Department of Event Management. Decisions will be based upon assessment of the need and the feasibility of providing necessary service to support the events.

CCSRE sponsored events will be routed to the Department of Event Management for entry into the central scheduling system.

Those wishing to utilize Carr Hall for events that are not sponsored by CCSRE should contact the Department of Event Management. Events will be approved based on the impact of the event to the space and to the occupants of the Center.

Generally, Carr Hall will be available to non-Carr occupants during non-business hours, to any group that has been approved.

Following the first priority of key events identified as part of the Academic Calendar, the Language Departments have priority use of the Chateau Performance Space.

Due to scheduling challenges and noise conflicts with the Grand Salon, the Chateau Performance Space cannot be reserved for routine rehearsals. The space can be reserved for rehearsals for up to one week prior to a performance that is scheduled in the venue.

This room will be used for non-performance related events only if an alternative venue is not available.

• Annual events and regular meetings of the African American Alliance (AAA) student organization will have priority-scheduling use for Coltrane Lounge.

• AAA will provide their annual calendar for the following academic year to the Events Scheduling & Information Office no later than May 15^th to reserve the key dates for their needs.

• Following the scheduling for AAA all other events are scheduled based upon availability, including any additional needs for AAA.

• If competing events seek use of Coltrane Lounge, the event that most supports the mission of AAA will have preference for use of the space.

Atwater Lounges

Allen Lounge & Coffrin Lounge

Brainerd Lounges

Hepburn Lounge & Stewart Lounge

Cook Lounges

Forest West Lounge & Pearsons Lounge

Ross Lounges

Ross Lounge 3

Wonnacott Lounges

Gifford Annex Lounge & Gifford Basement Lounge

Each Commons has priority use of their Commons lounges

All events are scheduled through the Department of Event Management.

All scheduling of the Commons Lounges will be done in consultation with the Commons Coordinator

Commons Lounges are unavailable for registered parties, with the exception of Pearsons Lounge.  To register a party see the information at this location:  http://www.middlebury.edu/studentlife/commons/partyreginfo

Scheduling Priority

The Academic Calendar prioritizes the scheduling of all College facilities.

• The initial scheduling of courses in academic venues takes priority over all other scheduling.
• Courses will not be scheduled in the public areas of the building.
• Annual events listed as part of the academic calendar have first priority for scheduling of all campus facilities. (Orientation, Clifford Symposium, Campus Preview, etc.)

Scheduling Protocol

All events held in Mahaney Center for the Arts will be scheduled utilizing the central scheduling system of the College.

All events scheduling policies for use of venues as identified in the handbook apply. http://www.middlebury.edu/administration/schedule/policies/

The MCFA Operations Manager will schedule only those events that are hosted by the departments that reside within the MCFA.

All other requests for use of the facilities will be directed to the Department of Event Management. Event Management will consult with the MCFA Operations Manager, or appropriate staff,  for input prior to approving events in these venues.

• Approval for events in public spaces will be based on the impact of the requested event to the space and the other activities previously scheduled in the building. Because the Great Hall serves as the building’s circulation hub and functions as an important student study space, requests for use of this space will face particular scrutiny. The Events Scheduling and Information Office will approve and schedule all events in public spaces.

Technology:

• All classrooms are Smart Rooms.
• See the Smart Classrooms user guide online for assistance: http://www.middlebury.edu/academics/lis/help/helpdesk/facilities/smart_classrooms/
• Wireless access is available in the Armstrong Library, Great Hall, and in the balcony areas of the 3^rd, 4^th & 5^th floors

• Most rooms can accommodate lectures without the support of amplification. The Great Hall does require amplification support, and events should be planned accordingly to allow ample time to prepare to meet this need.

Catering:

• Small receptions, luncheons & dinners are permitted in the Great Hall
• Refreshments can be served in the classrooms, following the setup guidelines identified through the Events Scheduling Office
• Furniture for events in any space must be arranged according to fire code regulations

Decorations:

• Limited to table/linen decorations, displays on easels or bulletin boards only
• Balloons, stapling, taping or tacking anything to the walls is not permitted

Generally, courses will not be scheduled in McCullough

Regular rehearsals will be approved for McCullough only when other appropriate venue options are not available. This will be approved at the discretion of the Department of Event Management.

Following the first priority of key events identified as part of the Academic Calendar, student organization events will have priority use of:

McCullough Social Space on:

Thursday evenings after 8:00 p.m.

All day Friday, Saturday & Sunday

McCullough Mitchell Green Lounge in evenings after 6:00 p.m.

Scheduling Priority

The Academic Calendar prioritizes the scheduling of all College facilities.

• The initial scheduling of courses in academic venues takes priority over all other scheduling.
• Courses will not be scheduled in the public areas of the building.
• Generally, courses in Music will be the only courses scheduled in Mead Chapel.
• Annual events listed as part of the academic calendar have first priority for scheduling of all campus facilities. (Orientation, Clifford Symposium, Campus Preview, etc.)
• Annual religious services then have priority use of Mead Chapel.

Scheduling Protocol

All events held in Mead Chapel & the Scott Center will be scheduled utilizing the central scheduling system of the College.

All events scheduling policies for use of venues as identified in the handbook apply. http://www.middlebury.edu/administration/schedule/policies/

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. However, memorial services will not be scheduled until first approved by the Events Scheduling Office.

Any exceptions to the policies that may apply to weddings will be approved by the Events Scheduling Office.

All other requests for use of the facilities will be directed to the Events Scheduling Office. Events Scheduling will consult with the Scott Center for input prior to approving events in these venues.

The Academic Calendar prioritizes the scheduling of all College facilities.

• The initial scheduling of courses in academic venues takes priority over all other scheduling.
• Annual events listed as part of the academic calendar have first priority for scheduling of all campus facilities. (Orientation, Clifford Symposium, Campus Preview, etc.)
• Priority for use of the Robert A. Jones Conference room is then given to academic lectures of an international content.
• Given space availability, and no competing needs for lectures of international content, academic lectures will be permitted use of the conference room.

Scheduling Priority

The Academic Calendar prioritizes the scheduling of all College facilities.

• The initial scheduling of courses in academic venues takes priority over all other scheduling.
• Courses will not be scheduled in the public areas of the building.
• Annual events listed as part of the academic calendar have first priority for scheduling of all campus facilities. (Orientation, Clifford Symposium, Campus Preview, etc.)

Scheduling Protocol

All events held in Wright Theatre will be scheduled utilizing the central scheduling system of the College.

All events scheduling policies for use of venues as identified in the handbook apply. http://www.middlebury.edu/administration/schedule/policies/

The MCFA Operations Manager will schedule Wright Theatre for only those events that are hosted by the departments that reside within the Mahaney Center for the Arts.

All other requests for use of the facilities will be directed to the Events Scheduling Office. Events Scheduling will consult with the Scott Center for input prior to approving events in these venues.