Siena College. Guidelines for Scheduling and Facilities Usage

Transcription

1 Siena College Guidelines for Scheduling and Facilities Usage Office of Conference and Events Services Office of Campus Programs and Student Activities Sarazen Student Union Siena College (518) Approved by Cabinet: March

2 Guidelines for Scheduling and Facilities Usage Table of Contents I. College Mission page 3 II. Facilities Mission. page 3 III. Definitions page 3 IV. Guidelines for Scheduling College Facilities & Services A. General Policies page 4 B. Outdoor Areas... page 5 C. Posting Policy page 5 D. Safety and Security... page 6 E. Facilities Management & Technical Needs. page 7 F. Dining Services. page 8 G. Alcohol Policy page 8 H. Smoking Policy.. page 9 I. Political Activities.. page 9 J. Children on Campus.page 9 K. Insurance and Liability Measures... page 10 L. Holidays.. page 10 M. Rental of Facilities & Services to Non-College Organizations... page 10 V. Scheduling Procedures. page 10 VI. Fees. page 12 VII. Summer Usage. page 12 VIII. List of Facilities page 14 IX. Appendences Appendix A: St. Mary of the Angels Chapel Policy 33 Fiddlers Policy New Residence Hall Policy page 21 Appendix B: Siena College Speakers Policy.page 23 Appendix C: Definition of Events...page 25 2

3 I. College Mission Siena College is a learning community advancing the ideals of a liberal arts education, rooted in its identity as a Franciscan and Catholic institution. As a learning community, Siena is committed to a student-centered education emphasizing dynamic faculty-student interaction. Through a blending of liberal arts and professional education, Siena College provides experiences and courses of study instilling the values and knowledge to lead a compassionate, reflective, and productive life of service and leadership. As a liberal arts college, Siena fosters the rigorous intellectual development of its students through a healthy exchange of ideas both inside and outside the classroom. It provides opportunities to develop critical and creative thinking; to make reasoned and informed judgments; to appreciate cultural diversity; to deepen aesthetic sensibility and to enhance written and oral communication skills. It develops in each individual an appreciation for the richness of exploring knowledge from a variety of perspectives and disciplines. As a Franciscan community, Siena strives to embody the vision and values of St. Francis of Assisi: faith in a personal and provident God, reverence for all creation, affirmation of the unique worth of each person, delight in diversity, appreciation for beauty, service with the poor and marginalized, a community where members work together in friendship and respect, and commitment to building a world that is more just, peaceable, and humane. As a Catholic college, Siena seeks to advance not only the intellectual growth of its students, but their spiritual, religious and ethical formation as well. To this end, Siena is composed of and in dialogue with people from different religious and cultural traditions; fosters a critical appreciation of the Catholic intellectual heritage in conversation with contemporary experience; provides ample opportunities for worship and service; explores the moral dimensions of decisionmaking in business and the professions; and affirms the dignity of the individual while pursuing the common good. II. Facilities Mission Siena College aspires to utilize its campus facilities in a thoughtful, balanced manner. First and foremost we strive to support constituencies within the Siena Community to further the goals and objectives as outlined in the College s planning priorities. Whenever possible, Siena will provide meeting, conference and recreational facilities to external organizations whose goals and objectives complement the mission of Siena College. III. Definitions For the purpose of these facilities guidelines, the College is defined as: 3

4 A. Student organizations officially recognized and chartered by the Student Senate. B. Siena College schools, departments, administrative units, faculty, staff, administrators, the Board of Trustees and affiliated college organizations. IV. Guidelines for Scheduling College Facilities and Services A. General Policies 1. College properties shall be used only in accordance with its mission and federal, state and local laws and shall not be used for the purpose of organizing or carrying out any unlawful activity. 2. All activities and programs occurring on or in college facilities should not contradict the College s mission, including but not limited to its Franciscan and Catholic principles. 3. Siena College community members who schedule outside speakers must observe the Siena College Speaker s Policy (see Appendix C). 4. College facilities are provided primarily for the support of the educational functions of the College and the activities necessary for the support of these functions. College functions take precedence over any other activities in the use of college facilities. 5. All persons on college property are required to abide by college policies and regulations of the Board of Trustees and shall identify themselves upon request to college officials or appropriate college employees acting in the performance of their duties. Violation of such policies or regulations may subject a person to possible legal penalties; if the person is a student, faculty or staff member of the college, that person may also be subject to college discipline. 6. The name, insignia, seal, logo or other college or departmental indicia may not be used by college and non-college groups or organizations without prior approval of the appropriate college authority. 7. Public expression in the form of freedom of speech and advocacy may be exercised in college facilities at such times and places and in such a manner as to assure orderly conduct, the least possible interference with college responsibilities and mission as an educational institution, protection of the rights of individuals in the use of college facilities, and reasonable protection of persons against practices that would make them involuntary audiences. 8. The college reserves the right to review and determine all requests for permission to utilize designated college facilities or services. When conferred the college shall determine the time, place, and mode of presentation without controlling the viewpoint of a speaker. 9. In accordance with the April 2, 1985 revision, the college will not allow privately sponsored activities to be held on campus or to use its insurance and liquor license. Privately sponsored events include, but are not limited to, bridal showers, wedding receptions and cocktail parties scheduled by individuals associated and non-associated with 4

5 the college. All events must be sponsored or hosted by Siena College, and its recognized organizations. B. Outdoor Areas 1. Any person or organization wishing to use outdoor college property must first contact the scheduling coordinator in the Office of Conference and Events Services. All requests will be reviewed as outlined in Section V. Scheduling Procedures. 2. Use of outdoor college facilities for overnight camping is strictly prohibited unless prior permission is granted by the Office of Campus Programs. Camping includes staying overnight in a vehicle. 3. Amplified sound may be used at outdoor events only with the prior permission of the Office of Campus Programs. If the amplified sound interferes with classes, scheduled events, normal business of the college or the general public, the event planner will also be required to contact the appropriate affected offices to gain permission. 4. Due to the large number of underground utilities any structure or activity that requires breaking of ground in any way must be preapproved by the Assistant Vice President for Facilities Management. 5. Tents are not allowed on campus without the prior approval of the Assistant Vice President for Facilities Management. C. Posting Policy 1. Except as expressly permitted in this section, no printed material may be on, attached to, or written on: any structure or natural feature of the college facility such as the sides, doors, windows of buildings, the surface of light posts, monuments, sculptures, waste receptacles, trees, rocks, benches, free standing signs or statues. No printed materials may be placed on vehicles except by members of the Siena Public Safety staff for official notices. 2. Sites available to members of the campus community only include all departmental bulletin boards located in office and classroom areas. Posting is only allowed on bulletin boards, not on walls or other areas. Permission of the appropriate department or administrative unit is required. Chalking is prohibited. 3. Residence Halls & Townhouses: Prior permission/approval of the Director of Residential Life is required. Materials to be approved are to be left with the Residential Life office a minimum of three business days prior to the requested posting date. If approved, Residential Life will coordinate the distribution. Siena clubs and organizations may be required to post the items and remove them at the end of the authorized posting period. 4. Material authorized for posting will be limited to that which complements the mission of the College, reflects a responsible expression of an opinion or idea, and will not result in a disruption or interference with the orderly operation of the college. Material that is threatening, harassing or sexually explicit is prohibited. In cases 5

6 where there is some question of whether material meets these guidelines, the Director of Campus Programs, in consultation with the Vice President for Student Affairs or designee, may request the individual or group to modify their content before approval for posting is authorized. 5. Non-College Organizations a) Non-college organizations may not post or distribute materials on campus without the express permission of the Office of Campus Programs. b) Upon approval, all materials will be stamped as such and will include the date materials must be removed. Posting is only allowed on bulletin boards, not on walls or other areas. c) Non-college organizations will be limited to a maximum of 10 flyers posted on campus per event. d) Only those requests that complement the mission of the college will be approved. e) Program planners are responsible for removing posters at the conclusion of the event. f) Sites available for posting to the general public include the following: Sarazen Student Union, Marcelle Athletic Complex, & Serra Dining Hall. g) Non-college organizations are prohibited from posting in campus academic buildings. Postings approved by Campus Programs and Student Activities may be submitted to the Director of Residential Life for permission to distribute in the residence halls and townhouses. If approved, Residential Life will coordinate the distribution of the materials. D. Safety and Security 1. Special Events. Event planners must coordinate all security needs for their scheduled event with the Director of Public Safety. The final decision for security needs is at the discretion of the Director of Public Safety. When Public Safety needs can be met through the use of regularly assigned personnel, there will be no additional charge to the organization. If an event requires Public Safety in addition to regularly assigned personnel, the costs will be met by the event planner and billed accordingly. 2. Building Security. Events held in buildings after normal business hours require prior approval from the appropriate administrative unit head. The event planner will contact the Department of Public Safety to arrange for the building to be unlocked in accordance with the building policies. Immediately upon conclusion of the event, it is the event planner s responsibility to contact the Office of Public Safety and 6

7 arrange for the facility to be secured. It is the event planner s responsibility to pay for any additional costs that may be associated with opening the building for the event (i.e., a staff member may be required to be present at the entrance in order to control access afterhours). E. Facilities Management and Technical Requests 1. Facilities Management Requests: a) It is the responsibility of the sponsoring organization to confirm with the Scheduling Coordinator any facilities operations requests at the time a reservation is made (at least five business days prior to the event). b) Requests must be made at least five business days prior to the event to ensure accommodation. Late requests may not be accommodated and requests made less than 3 business days prior to event will not be supported. c) Additional costs associated with the event, as determined by Facilities Management, will be billed directly to the event planner upon conclusion of the event. d) Facilities Management services include the following: room setup (seating, tables, staging, etc.), electrical, housekeeping and grounds requests. Events requiring support in off-hours could be subject to overtime rates. Also, full scale or large event venues could incur overtime rates due to their size, complexity and requirements e) For events requiring extensive set up and breakdown, the Scheduling Coordinator will consult Facilities Management and other stakeholders (i.e. Dining Services) to determine if the event can take place in the requested space, at the requested time. 2. Audio-Visual Requests a) College Organizations. Individual program planners are responsible for contacting the Standish Library Audio-Visual Services department to arrange for all audio-visual needs at least five business days prior to the event. There may be a fee for delivery of equipment which will be charged to the appropriate departmental budget. There are no rental fees for college organizations. b) Non-College Organizations. Requests for audio-visual equipment must be made through Conference & Event Services at the time the event is confirmed (at least five business days prior to the event). Fees associated with these services will be billed directly to the sponsoring organization. 3. Telephone and Computer Requests a) College Organizations. Individual program planners are responsible for contacting the Office of Information and Technology Services for all telephone and computer related needs at least 10 7

8 business days prior to the event. All fees associated with special requests are the responsibility of the appropriate department. b) Non-College Organizations. Requests for telephone and computer related needs must be made through the Conference & Event Services at the time the event is confirmed (at least 15 business days prior to the event). Fees associated with these services will be billed directly to the sponsoring organization. F. Dining Services The college s contracted food service shall have the exclusive right to provide food and beverage service on campus. Organizations may only request a waiver directly from the Dining Services Office. 1. Campus Organizations. It is the responsibility of individual program planners to directly contact the Dining Services Office at least five days in advance to arrange for catering needs. Campus organizations will be billed directly by the Dining Services Office. 2. Non-campus Organizations. Upon confirmation of the scheduled event (at least five days prior to the event), Conference & Event Services shall contact the Dining Services Office to arrange for catering needs. The organization will be billed for catering services by Conference Services. 3. Immediately upon conclusion of the catered event, it is the event planner s responsibility to contact dining services to arrange for pick up. G. Alcohol Policy New York State explicitly forbids the sale of alcoholic beverages unless the seller holds a State Liquor License. The college liquor license is the responsibility of our food service vendor who is solely responsible for the sale and distribution of alcohol at all college sponsored event. Therefore, anyone who disregards the policy to include the following, risks legal prosecution by the State of New York and/or action by Siena College: 1. The legal alcohol possession and procurement age in New York State is 21. Anyone who gives an alcoholic beverage to a person under 21 is in violation of the law and is subject to prescribed penalties. Siena expects all members of the college community to comply with the law. 2. The law prohibits the serving of alcohol to anyone who is intoxicated. 3. Under no circumstances may alcoholic beverages be served or given, directly or indirectly, to anyone under the legal possession or procurement age. 4. No alcoholic beverages may be sold anywhere on the Siena campus except by the Sodexho Food Service Corp. Strategies such as the sale of tokens, tickets, or any article which may be redeemed for 8

9 alcoholic beverages are the equivalent of paying money and are prohibited. 5. No dispensing or consumption of alcoholic beverages is permitted outdoors or in public areas except under the direct supervision of Sodexho. 6. No privately obtained alcoholic beverages may be brought into an organized event. 7. Advertising for events shall not emphasize the availability of alcoholic beverages. 8. Alcoholic beverages may not be served at an event without specific approval of the Office of Campus Programs or the Office of Conference and Event Services, to be confirmed in writing. No service of alcoholic beverages will be approved unless ALL persons attending are 21 years of age or older. 9. Any organization or group that fails to comply with these regulations may lose its privilege of serving alcoholic beverages at events and/or the right to schedule facility use at Siena. H. Smoking Policy Smoking (the burning or carrying of a lighted cigar, cigarette, pipe, or any other matter or substance which contains tobacco) is prohibited in all campus buildings. I. Political Activities 1. Political campus organizations shall have access to selected college facilities on the same basis as all other campus organizations. 2. All political organizations are to be assessed applicable costs of the use of facilities and campus services. 3. Non-college political organizations may request rental of college facilities. The college s senior staff shall review all requests from noncollege political organizations. J. Children on Campus Use of College facilities for programs for nonstudent minors under the age of 18 requires special attention. Generally, for programs where children will be residing on campus for more than four days, the NYS Department of Health s regulations governing children s camps will apply, and the event organizer should be aware of the state and county mandates. The Office of the College Counsel should be consulted in the planning of such programs, since regulations and requirements are regularly revised. For programs other than children s camps, to prevent behavioral issues, and to provide a structured system to respond to any emergencies, all groups requesting overnight accommodations for individuals under the age of 18 must provide chaperones, paid for by the sponsoring group or organization. These chaperones must be provided with emergency 9

10 information (proof of medical insurance and emergency contact numbers) for each participant, as well as a 24-hour contact number for the individual ultimately responsible for the group. These chaperones will be required to reside on campus throughout the duration of the participants stay. The ratio of student-to-chaperone will be no more than 20:1. K. Insurance Requirements & Liability Measures Generally, programs and events sponsored by college departments or recognized student organizations (as defined in Section III. A.) do not require additional insurance coverage. Siena College requires noncollege groups using college facilities to provide a certificate of insurance which provides general liability coverage of at least $1,000,000 combined single-limit per occurrence, and names Siena College as additional insured. Furthermore, non-college groups shall provide to Siena College an indemnification and hold harmless agreement. These insurance requirements must be on file in the appropriate campus office 10 business days prior to the scheduled event. L. Holidays Generally, special programs and events may not be scheduled during college recognized holidays. M. Rental of Facilities and Services to Non-College Organizations. It is the practice of the College to permit rental of its facilities and services to non-college organizations engaged in appropriate activities, provided these activities do not interfere with the College s educational mission or daily business practices and that the organization and event complements the mission of Siena College. All requests must be made to the Office of Conference & Event Services who will coordinate the rental of campus facilities and services. Events for non-college organizations will not be confirmed until a fully executed contract is returned to the Office Conference & Event Services. The residence halls/townhouses are not available for outside rentals after the first Sunday of August. V. Scheduling Procedures A. Coordination The scheduling of most college facilities is coordinated by the Office of Conference and Event Services. Exceptions are noted in Section VIII. List of Facilities. B. Reservations 1. Events must be scheduled at least five business days prior to the scheduled event, but not more than 12 months in advance. Exceptions are major campus-wide programs as approved by the Cabinet. 10

11 2. To reserve college facilities, event planners shall contact the Campus Scheduler unless otherwise noted in Section VIII. 3. At the time a request is made the following information must be provided: event name and title, sponsoring organization, contact name and phone number, expected attendance, event start time and date, event end time and date, and a list of all resources needed by the Office of Facilities Management. (in the case of a non-college organization, 50% of the rental fee will be required). Any special plant operations needs must be coordinated as defined in Section IV. E. Any other special needs shall be coordinated by the event planner and the appropriate department as outlined in Section IV. Generally, this information must be provided at least five business days prior to the event unless otherwise noted in Section IV. C. Confirmation Confirmation of facility reservations will not be made until the event planner provides the Campus Scheduler with the required information (as defined in Section V. B. 3). All facility confirmations will be sent via to the event planner. Events shall not be publicized until the reservation is confirmed in writing. D. Adjustments and Cancellations 1) Any change requests made after the event has been confirmed cannot by guaranteed unless they are provided by the deadlines as outlined in Section IV. 2) Cancellation of confirmed events must be made to the Campus Scheduler as soon as possible, but not less than five business days prior to the event. Event planners are responsible for contacting appropriate college offices (i.e., dining services, security, plant operations, audio-visual, etc.) immediately after the event is cancelled. 3) If the event is not cancelled with at least five business days prior notice, the event planner is responsible for all associated charges. 4) Non-college organizations are subject to the specific terms of their rental contract. E. Scheduling Conflicts Office of Conference and Event Services in consultation with the Director of Business Affairs shall attempt to resolve any scheduling conflicts. The college s mission and planning priorities will be used as a guide in resolving conflicts. In the event that a conflict results from the time required for setting up and breaking down an event, the Office of Facilities Management will be consulted. If a solution, acceptable by all parties, is not achieved, the Cabinet will make the final decision. 11

12 VI. Fees A. Facility Rental College organizations are not charged facility rental fees. The College has established facility rental fees for non-college organizations. Estimated rental fees are noted in Section VIII. List of Facilities. Actual fees will be based on the requirements of each specific event. Upon confirmation of a reservation, the organization shall provide a 50% deposit of the estimated rental fee. Rental fees and associated costs are reviewed annually to determine cost increase. B. College Services All college and non-college organizations will be assessed appropriate fees for college services such as, but not limited to, room set-up and breakdown, catering, public safety, etc. The cost of services will be established by the appropriate administrative unit and determined by the particular needs of the event. C. Damages Any damage caused to Siena College property will be the responsibility of the sponsoring organization. D. Cancellation Applicable deposits and/or service charges will be billed directly to the event planner if proper cancellation notice is not given as defined in Section V. D Non-college organizations are subject to the specific terms of their rental contract. VII. Summer Usage For the purposes of these policies, summer is defined as the time between commencement and the time first-year students move in. All policies set forth in this document are in effect during the summer. However, the following additional considerations are in effect during the summer. A. Coordination The Office of Conference and Event Services will convene an annual meeting of college departments in the fall semester to prepare a tentative summer facility use calendar for the following year. The tentative calendar will be distributed to the Assistant Vice President for Facilities Management and all other affected departments. B. Scheduling Priorities & Resolution of Conflicts It is assumed all campus organizations will work together to achieve the goals of the college s planning priorities. However, in the event a scheduling conflict arises, the following priority list shall be used by the Office of Conference and Event Services in consultation with the 12

13 Associate Dean of Students to assist in achieving a solution acceptable by all parties. 1. Academic Summer Sessions & HEOP Pre-Freshman Summer Program (includes instructional and residential needs) 2. Enrollment Management Activities 3. Institutional Advancement Activities 4. Siena Summer Camps (includes academic and athletic camps) 5. Big Brothers/Big Sisters Summer Program 6. Summer Conferences & Outside Rentals In cases where an acceptable solution is not achieved, the appropriate Vice Presidents shall make the final decision. C. Residential Facilities 1. Conference Services in consultation with Residential Life and Facilities Management shall assign residential facilities by November 1 to the following programs: Summer students, HEOP Pre-Freshman Summer Program, overnight camps and summer conferences. 2. Siena College sponsored overnight camps and summer conferences will be charged for use of residential facilities at 25% discount of established rental fees. 3. In order to ensure efficient use of space, services and minimize room turnover, groups will be clustered based on duration of stay and /or group type. 4. Final approval for any group assignment to the New Residence Hall will be determined by the Cabinet in consultation with the Office of Finance and Administration. 5. To facilitate the repair and renovation of the College s residential areas the following restrictions are in place. Residence Halls may only be used from the third Monday in June to the first Sunday in August. Exceptions to this restriction include summer residents, Alumni Weekend, Athletic Camps and those programs approved by the Cabinet. Townhouses may only be used from the first Monday in July to the last Saturday in July. D. Construction & Renovation 1) The Assistant Vice President of Facilities Management will communicate updates on work scheduled during the summer, on a regular basis, to an established list of offices or individuals determined by the Office of Conference and Event Services. Any office to be seriously impacted by summer construction and renovation shall receive said updates. 2) As soon as possible the Assistant Vice President of Facilities Management will notify the Office of Conference and Event Services when facilities will be unavailable due to construction and/or renovation. However, the college reserves the right to cancel events 13

14 and/or reservations due to unexpected construction or renovation projects. Every attempt will be made to accommodate and/or reschedule affected events. VIII. List of Facilities All reservation requests shall be submitted to the Campus Scheduler unless otherwise noted. Requests must be made at least five days prior to the event and not more than 12 months in advance. 14

15 Facility Ben Kuhn, OFM Alumni House Room Air Conditioning Audio-Visual Capacity Food Service Handicap Access Restrooms Seating Options Technology Restrictions Rental Fees Boland Room Y Y Y 4 5 $ kitchen, fireplace, outside patio Lobby Y N 2 Y Y N N $55.00 small lobby Notes Classrooms The use of campus classrooms, seminar rooms and laboratories is limited by the schedule of credit bearing classes. In addition, academic related activities scheduled by an office that reports to the Vice President for Academic Affairs have priority over non-academic requests. After the first week of classes in the fall and spring terms available space may be scheduled for other events through the Scheduling Coordinator. Clare Center Y 2 N Y Y 1 $55.00 Colbeth Hall Y 1,2 N Y Y 5 $55.00 Kiernan Hall Y 1,2 N Y Y 5 $55.00 Roger Bacon Hall Y 1,2 N Y Y 5 $55.00 variety of seating options; RB 202: $ Siena Hall Y 1,2 N Y Y 5 $55.00 variety of seating Foy Hall The primary purpose of Foy Hall is to serve as an academic building supporting the Creative Arts Department and the Career Center. Events scheduled in this facility may not interfere with the activities of these programs. Unavailable during theatre rehearsal East Mezzanine Y N Y 4 N and productions. $55.00 open mezzanine Lobby Y N 6 2 Y Y N 1, 3 $55.00 box office available Lounge Y Y Y 4 N Unavailable during theatre rehearsal and productions. $ not available during business hours Theatre Y Y Y 1, 2 N Typically unavailable during academic term $ $ graduated seating available (320 max) Gene & Mary Sarazen Student Union The primary purpose of the Sarazen Student Union is to provide a central campus meeting space, and a facility to support the programs and activities of the Siena campus community. Events scheduled in this facility may not interfere with these programs..com Conf. Room Y Y Y 1 5 $ Atrium Lobby Y 2 2 Y Y N 5 $ ceiling 40ft. High Commuter Lounge Y Y Y 4 5 available only to commuter events during term $ Conf. Room 241 Y Y Y 4 5 $ $ Conf. Room 243 Y Y Y 4 5 $ $ Conf. Room 315 Y Y Y 1 5 $ can be merged with rm. 243 (300 cap)or Maloney Great Room (cap 600) can be merged with rm. 241 (300 cap)or Maloney Great Room (cap 600) Del Grosso Market Place Y 2 2 Y Y N 5 $

16 Maloney Great Room Y Y Y 4 5 Molinari Room Y 2 20 N Y Y campus-wide special events only during term $ , 2 5 faculty, administration & board use $ built in projection screen Multicultural Center Y Y Y 3 5 priority use for multicultural programs $ fireplace; can be merged with rooms 241 & 243 (cap 600) Pandini's/O'Leary's Pub Y Y Y 4 N $ performance area & built in bar Outdoor Patio N N 2 Y N 4 N $ Std. Leadership Lounge Y Y Y 3 5 not available for special events during term $ Serra Manor J. Spencer & Patricia Standish Library This facility is only available for use by the campus community. Special permission by the President or division s Vice President is required. The primary use of the Standish Library is to support the study, research and use of library resources by students and faculty. Events scheduled in this facility may not interfere with this mission. AV Screening Rm (L26) Y Y Y 2 5 $ scheduled by library staff Bernardine of Siena Conference Room (131) Y Y Y 1 5 $ Instruction Room (L12) Y 2 42 N Y Y 2 5 reserved for day classes during term $ scheduled by library staff Instructional Lab (L29) Y 5 36 N Y Y 2 5 reserved for day classes during term $ scheduled by library staff O'Leary Conf. Rm (212) Y Y Y 2 5 $ scheduled by library staff Student Lounge (232) Y 2 7 N Y Y 3 5 not available for special events during term $55.00 Marcelle Athletic Complex The primary use of the MAC is to support the campus recreational and intercollegiate athletic programs. Events scheduled in this facility may not interfere with this mission. Aerobics/Dance Studio N 2 50 N Y Y N N $30/hr. Dedicated TV&/DVD in room Alumni Rec. Center Gym N Y Y 4 5 available only for campus-wide events (minimum expected attendance of 600) $720/side; $1440/center; $2880/entire floor must be tarped for non-athletic prg Alumni Rec. Center Lobby N N Y Y N N $ Callanan Field House N Y Y 4 N available only for campus-wide events (minimum expected attendance of 600) $18.67/hr/court; $243/court/day; $972/all courts all day floor must be tarped for non-athletic prg Natatorium (pool) N N N Y Y N N $61.00/hr extra charge for lifeguards Sarazen Conf. Rm Y 2 20 N Y Y 1 5 $

17 Residence Halls & Townhouses The residential areas are reserved for use by resident students and for programming by the residence life staff during the academic terms. The use of residence facilities during the summer will be determined by the Director of Residential life. All residence hall rooms/lounges are restricted to residence students during the academic year. Cushing Village Townhouses Y N N Y Y N % Summer Use: available 1st Monday in July - last Saturday in July Double:$55 Single: $60 Per person/night MacCloskey Square Townhouses Y N N Y Y N 5 Summer Use: available 1st Monday in July - last Saturday in July Double:$55/$60 Single: $60/$65 Per person/night MacCloskey Square Commons Y Y Y 3 N $ Non renovated/renovated Hennepin Hall Lobby N 2 2 N Y N N $55.00 Hennepin Hall Lounge N N Y 3 N $ Franciscan Values Lounge N 25 3 $110 Hennepin Residence Hall N N N Y Y N 5 Double: $35 Single: $40 Per person/night Overnight athletic camps may use facility through the first full week of August. Hines Hall Lobby N 2 2 Y Y N N $55.00 Hines Residence Hall N N N Y Y N 5 Summer Use: available 3rd Monday of June - last Saturday of July only (see note) Double: $35 Single: $40 Per person/night Double: $55 Single: $60 Triple:$50 Padua Hall Y N Y Y N N Per person/night Overnight athletic camps may use facility through the first full week of August. Plassmann Hall Lobby N 2 3 Y Y N N $55.00 Plassmann Hall Lounge N Y Y 3 N $ Double: $35 Plassmann Res. Hall N N N Y Y N 5 Summer Use: available 3rd Monday of June - last Saturday of July only Single: $40 Per person/night Overnight athletic camps may use facility through the first full week of August. Ryan Hall Lobby N 2 2 Y Y N N $55.00 Ryan Hall Lounge N Y Y 3 N $

18 Ryan Residence Hall N N N Y Y N 5 Summer Use: available 3rd Monday of June - last Saturday of July only Double: $35 Single: $40 Per person/night Overnight athletic camps may use facility through the first full week of August. Snyder Hall Snyder Hall Massry Dining Hall Rooms Snyder Hall Rooms Snyder Hall Lecture Theater Room Double: $75 Single: $80 Per person/night 250 See Appendix A for usage policy $120 -$ See Appendix A for usage policy $55- $ See Appendix A for usage policy $55 Rm. 165: 35 pers. :$125 Rm. 166: 35pers.: $125 Rm. 167: 125 pers.: $500 Rm. 168: 55 pers. : $200 Can be divided into 1,2,3 or 4 sections Rm.159: 20 pers. : $150 Rm. 160: 10 pers : $55. Rm.: 161: 10 pers. : $55 Can be divided into 1, 2 or 3 sections Snyder Hall Lobby 60 See Appendix A for usage policy $240 Roger Bacon Hall The primary purpose of Roger Bacon Hall is to support the academic mission of the college. Events scheduled in this facility may not interfere with this mission. Y Y Y 2 1 credit bearing classes first priority; see "Classrooms" for additional $188 RB 202 Lecture Hall restrictions; no evening classes St. Francis House St. Mary of the Angels Chapel The primary purpose of St. Francis House is to support the activities of Institutional Advancement. Events scheduled in this facility may not interfere with these programs. Event planners must call campus security to secure the building after normal business hours. Conference Room Y Y Y 1 furniture must remain in room $120 Yates Room Y 2 70 N Y Y 4 $ St. Mary of the Angels Chapel is the principal worship space of the faith community of Siena College. As such, use of the Chapel is restricted to liturgical, theological or spiritual matters. As Siena College is a Catholic College, it is deemed inappropriate to host lectures and seminars of a non-religious nature in such a sacred space as the Chapel. Chapel N N 250 N Y Y 2 N see appendix A for usage policy St. Francis Room N Y Y 3 N see appendix A for usage policy Lonnstrom Dining Hall The primary purpose of Serra Hall is to provide an appropriate dining area for the College's residence students. Events scheduled in this facility should not interfere with this mission. Lower Dining Level Y Y Y 4 N may not be used during peak dining times $ Main Dining Room Y Y Y 4 N may not be used during peak dining times $ President's Dining Room Y Y Y 1 3 use by President's staff or by permission of the President s Office n/a scheduled by President's office 18

19 West Room (entire) Y Y Y 4 1 West Room (Sub - A) Y Y 84 4 Y Y 1 West Room (Sub - B) Y Y 44 4 Y Y 1 may not be used during peak dining times $ PC not dedicated to room, use lap top may not be used during peak dining times $ may not be used during peak dining times $ PC not dedicated to room, use lap top Outdoor Facilities Athletic Areas Non-Athletic Areas Please refer to Section IV. for the campus outdoor policies. The primary use of the athletic facilities is to support the campus recreational and intercollegiate athletic programs. Events scheduled in this facility may not interfere with this mission. Multipurpose hard Court 4 Y N Located near tennis courts Ryan Field Sand Volleyball Court N N located near tennis courts Synthetic Turf Field use only for intercollegiate athletic program scheduled by athletic department Varsity Game Fields N N use only for intercollegiate athletic program n/a scheduled by athletic department Varsity Practice Fields N N use only for intercollegiate athletic program n/a scheduled by athletic department Events held on the campus grounds may not interfere with the academic mission or regular business of the college. Campus wide special events only Academic Quadrangle 4 Y N during academic year $550 Lonnstrom Landing N N 4 Y $220 Clare Center Lawn events may not interfere with classes $ Colbeth Hall Lawn events may not interfere with classes $ Cushing Village Outdoors 4 Y N only campus life related programs during term $ available for picnics MacCloskey Sq. Outdoors 4 Y N only campus life related programs during term $ available for picnics McGuire Hall Lawn 4 N N $ available for picnics Parking Lots Y no special events during academic term; prior approval of Office of Public Safety call for prices Residence Quads 4 Y N only campus life related programs during term $ available for picnics Ropes Course N N call for prices Siena Hall Front Lawn N N restricted to events approved by the President n/a Notes: Audio-visual: 1=Dedicated, built-in system (computer, VCR, TV, LCD projector, screen) 2=Portable equipment may be available N=Equipment is not available Technology: 1=Network connection available 2=Multiple network connections available 3=Telephone connection available 4=Multiple telephone connections available 5=Network & telephone connections available N=Not available in room 19

20 Food Service: 1=Beverage service only 2=Light refreshments only 3=Buffet service and above 4=Full service available N=Catered food service not allowed Seating Options: 1=Conference tables 2=Theatre style (rows) 3=Lounge seating 4=All options available N=Seating not available in room 20

21 Appendix A: Facility and Scheduling Guidelines for St. Mary of the Angels Chapel, 33 Fiddlers and the New Residence Hall St. Mary of the Angels Chapel 1. Saint Mary of the Angels Chapel is a consecrated, Roman Catholic liturgical worship space located in Hines Hall on the Siena College campus. It is the principle worship space of the Roman Catholic faith community at Siena College. The Blessed Sacrament is reserved at all times in the Tabernacle located in the Chapel. As one of the three sacred spaces on the College campus (the other sacred spaces being the Friary Chapel in St. Bernardine of Siena Friary and the Holy Name of Jesus Oratory located off the Atrium in the Sarazen Student Union), use of the Chapel is restricted to Roman Catholic liturgical ceremonies and prayer. The Chapel is available to all individuals who are members of Siena College to use for private prayer, quiet reflection, and silent meditation when the Chapel is not otherwise being used for liturgy or devotional public prayer. As an institution rooted in its Roman Catholic identity and Franciscan tradition, Siena College believes it is inappropriate to host lectures, seminars, or other non-liturgical performances in such a sacred space as the Chapel. Requests for use of the St. Mary of the Angels Chapel are, therefore, restricted to the needs and liturgical schedule of the Office of the College Chaplain at Siena College. 2. The appropriateness of scheduling a non-chaplain s Office Roman Catholic liturgy in St. Mary of the Angels Chapel or use of the Chaplain s Office Lobby, outside patio, and/or St. Francis Room, whether from within or outside the College, will be determined solely by the College Chaplain who will inform the group requesting use. 21

22 33 Fiddlers House 33 Fiddler s House located on the north side of our campus consists of greeting and reception space for the exclusive use of the President/Vice Presidents and provides some limited office space which will be assigned to Development and External Affairs. 33 Fiddlers is to be considered a private home and is not available for use by the campus community. New Residence Hall Massry Commons (while school is in session) No events will be scheduled that interfere with regular dinner operations (Serving Schedule : Sunday Thursday 4:30pm 8pm) During regular dinner operations, smaller events (Floor dinners, academic events,) surrounding a meal may be accommodated, through catering, by scheduling the West Room or rooms in the New Hall. The Massry Commons may be sectioned for a small event only if that event ends by 5pm. The Massry Commons is available to schedule on Friday and Saturday and during the rest of the week prior to 3pm(take down for special set ups must be complete before 4:30pm) New Hall Lobby No events should be held in the lobby of the New Hall. A welcome and/ or refreshment table may be schedule to welcome event participants and or provide light refreshments during breaks only if the meeting rooms have been scheduled. New Hall rooms Rooms may be scheduled for multiple purposes similar to SSU New Hall Garden Level Classroom The space is available for class use during the day from 8am 4pm, not designated as a classroom space in Banner to accommodate multi use. 22

23 Appendix B SIENA COLLEGE SPEAKERS POLICY As a liberal arts college, Siena seeks to foster the rigorous intellectual development of its students through a lively exchange of ideas both inside and outside the classroom. As a Catholic college, Siena has the responsibility to promote disciplined reflection on the Catholic intellectual tradition and constructive engagement of that tradition with diverse ideas and perspectives. As a Franciscan college, Siena strives to embody the vision of St. Francis of Assisi by sustaining a community wherein each member is treated as a brother or sister, and mutual relations are characterized by courtesy, humility, kindness, and respect. Our mission as a Catholic, Franciscan, liberal arts college requires that we entertain a full range of ideas on campus. We have nothing to fear from engaging the wider culture in an open and unconstrained search for truth. Siena should not and does not seek to insulate its faith tradition from reasonable critique nor from views contrary to Catholic teaching. Neither should Siena feel constrained from celebrating and promoting its core values. It is equally Siena s responsibility to engage and debate views in conflict with its core values, so long as the partners in that debate are respectful of the persons whose views may differ markedly from their own. Consistent with our Franciscan heritage, passionate disagreement over ideas should never degenerate into ad hominem appeals or attacks on the fundamental human dignity of one s intellectual adversaries. The challenge for Siena is to remain faithful to all aspects of its mission, especially in those situations where the various elements of that mission appear to be in conflict with each other. To this end, the following guidelines should be observed when various constituencies of the College invite outside speakers or sponsor events: As an academic institution, the College has an obligation to promote the free discussion of serious issues which may be controversial in nature. Presentations that have academic or artistic merit, including those that may be deliberately provocative, are acceptable. Presentations that are gratuitously offensive or overtly and insistently contemptuous of the values and sensibilities of the Siena College community are not. Departments and offices should act within their area of expertise and mission in sponsoring or co-sponsoring speakers or events. It should be made clear that sponsorship of the speaker or the event does not imply an endorsement by Siena College of the views expressed by that speaker or that event. 23

24 In extremely rare circumstances, the College may determine that a presentation or event should be modified in format, postponed, or even cancelled. Such decision must involve open and respectful consultation within the Siena community including the event s sponsor and must be guided by the principle that the remedy for controversial speech is more speech. Rather than restricting legitimate academic and artistic expression, the conversation could be broadened by providing an open forum after a speaker s presentation in which multiple viewpoints and voices can be heard; the deliberate inclusion of qualified speakers who can articulate alternative perspectives on the contentious issue; or the sponsorship of speakers who hold opposing views over the course of a semester or academic year. Ultimately, however, the President of the College will have final authority in making these difficult decisions. 24

25 Appendix C DEFINITIONS OF EVENTS Campus Event Includes all academic, administrative, faculty, staff, athletic and student events whose activities are directly related to the mission and life of the campus community Attendees consist of Siena students, faculty or staff conducting Siena business Sponsoring department (the one who made the reservation) will be charged labor setup/breakdown fees but not rental fees Campus Event with External Guests Event is presenting by Siena students, faculty or staff, directly relates to Siena business Attendees consist of Siena students, faculty, staff and/or external guests Sponsoring department (the one who made the reservation) will be charged labor setup/breakdown fees but not rental fees Co-Sponsored External Event for Campus Community and/or External Guests Event is presented by Siena entity (academic department, division or student organization) and non-siena entity (professional organization that directly relates to Siena community) for Siena students, faculty, staff and/or external guests (examples include: academic programs, conferences, annual meetings and retreats). The non-siena entity controls the logistics of event. A representative from the sponsoring department must be present at the event and facilitate the relationship between the non-siena entity and the Office of Conference & Event Services. Attendees consist of Siena students, faculty or staff and/or external guests Facilities License Agreement must be signed by non-siena entity Proof of Liability Insurance required by non-siena entity Discounted rental fees charged, unless this is a revenue-generating event for non-siena entity, or if admission is charged, then full rental rates will apply. Labor setup/breakdown fees will also apply. External Event for Campus Community and/or External Guests Event is presented by non-siena entity with no affiliation with any Siena department or office for Siena students, faculty, staff and/or external guests in compliance with Section IV Rental of Facilities and Services to Non-College Organizations (examples include: corporate meetings and events, seminars, conferences, continuing education programs, lectures, expos, non-siena athletic events) Attendees consist of Siena students, faculty or staff and/or external guests 25

26 Admission may or may not be charged Facilities License Agreement must be signed Proof of Liability Insurance required Full rental fees charged 26