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Centralized Scheduling Policy

The University has implemented a centralized process for the reservation and use of campus space. Please review this policy before requesting space.

Rates will be made available once finalized.

Statement

Sound accounting and costing practices dictate that the charges to departments and organizations, both internal and external, for the use of campus facilities fully reflect the cost associated with the use of that space and the provision of associated services.

Purpose

The purpose of this policy is to establish guidelines and procedures for the consistent and fair use of campus space in support of The Richmond Promise.  The University of Richmond seeks to balance its mission of instruction, scholarship and co-curricular activities with its commitment of service to the broader community of which it is a part.  UR facilities exist for the primary purpose of education and use by faculty, staff, students, and affiliated organizations and constituencies.  When space availability allows, the University is committed to making its facilities available to groups and organizations outside the University whose purpose is consistent with the University’s mission and The Richmond Promise.  The University attempts to maximize the use of these facilities and services to meet these commitments.  Consequently, to maintain good stewardship of these resources, fees may be charged to generate revenue or recover reasonable and necessary costs of facilities operation.

Protocol

All facilities are property of the University of Richmond.  Specifically there is no departmental or individual “ownership” of space.  The University reserves the right to decide which activities may or may not be held on campus and to establish fair and reasonable charges for the use of these facilities.

Campus facilities are scheduled in this order:

  1. University Academic classes and activities
  2. University Sponsored Events including athletic competitions and student events
  3. University Co-Sponsored Events and activities in partnership with an external constituent/client
  4. Events sponsored by Non-University/External clients/constituents
Scope
  1. University Organizations.  This policy applies to the University of Richmond and all of its Affiliates.  As used in this policy, the term “Affiliates” means organizations or entities in which the University owns a controlling interest or has the right to elect the majority of the entity’s governing board.  
  2. Space: All space owned or leased by the University where both on and off campus events can be held will be considered University Space for scheduling purposes.
  3. Event Definitions: Types of events are described as Academic and University Sponsored Activities; University Co-Sponsored Events; Non-University and Partnership Events; and Non-University External Events.  Detailed descriptions are found in Exhibit A.
  4. Facility Classifications: Campus spaces have been described in Exhibit B.  These include classroom, meeting, recreational, as well as, recommendations for future facility scheduling.
  5. Event Categories:  The description of events types are found in Exhibit C.
  6. An Events Evaluation Committee will review and approve or disapprove major or controversial event requests based on event content and relevance to the Richmond Promise.
  7. An Events Logistics Committee will be charged with assessing availability of logistical support for proposed major events based on competing commitments.
Policy

1. Space will be centrally scheduled to insure consistency, fairness, and thorough communication.

2. All University employees, faculty and agents are responsible for following the appropriate steps in booking and reserving space.

3. All events will be booked in the University’s centralized reservation system.

4. Events will consistently be defined by the appropriate categories.

5. Appropriate fees and associated costs will be charged for the expense incurred providing events for campus departments, their guest organizations, partners or off campus groups or organizations as outlined in the schedules attached to this policy.

6. No campus department or organization will turn down or accept a major University event without referring the request for consideration to the Events Evaluation Committee for consideration and ruling.

7. The Events Evaluation Committee will consult the Logistic Events Committee where appropriate as part of the event consideration process.

8. Appropriate occupancy and fire code laws will be followed in the use of all campus space.

9. Mission specific space will not be booked for other purposes without consultation with the hosting department. Examples of this type of space include: the Modlin Center, Weinstein Center for Recreation and Wellness, the Jepson Alumni Center, the Heilman Dining Center, The Cellar, the Robins Center and Robins Stadium. Areas responsible for the rental of their space as part of the budgeting responsibility will be compensated by the requesting department if non-priority use has a negative financial impact.

10. Usage fees and associated costs will be determined based on the actual cost to prepare, clean and reset the space, labor rates, local space rental rates, space amenities and size.

11. No fee waivers will be issued, but departments may elect to fund the rental and service fees for community partners and co-sponsored events.

12. The Event Evaluation Committee is responsible for reviewing and approving or disapproving major or controversial event requests based on event content and relevance to the Richmond Promise. Committee membership will be updated annually to include all appropriate campus areas. General Council should provide guidance on how best to review requests from external groups in conjunction with our Non-Discrimination Policy. Committee membership includes representation from:

  1. President's Office
  2. Business and Finance
  3. Communications
  4. University of Richmond Police Department
  5. Office of the Chaplaincy
  6. Student Development
  7. Common Ground
  8. Center for Civic Engagement
  9. Provost's Office
  10. General Counsel
  11. Campus Services
  12. Athletics

13. An Events Logistics Committee will convene as appropriate to assess the availability of logistical support based on facility and staffing demands and/or competing commitments for major events. Membership includes representation from:

  1. University of Richmond Police Department
  2. Technology and Media Support Servies
  3. Campus Services/Dining Services
  4. Events, Conferences, and Support Services
  5. Modlin Center for the Arts
  6. Communications
  7. University Facilities
  8. Athletics

14. University vice presidents, deans, and senior campus leaders or their appointed designees are responsible for approving departmental partners and budgeting for appropriate funding of fees and related expenses.

15. All off campus groups will sign the University legal agreement provided and will comply with University insurance requirements, deposit requirements and event guarantee deadlines.

16. The Events Evaluation Committee will review and approve or disapprove major or controversial event requests based on event content and relevance to the Richmond Promise.

17. The Events Logistics Committee is charged with assessing availability of logistical support for proposed major events based on competing commitments.

18. A Space Use Matrix and Event Fee Structure based on the realistic cost of the space will be developed and made available on the Events Information Website for planning purposes.

19. Off campus businesses operating for profit on campus will contribute to the overhead operational costs of campus services associated with the use of campus space, such as clean up, parking, utilities and trash removal.

Procedure

Scheduling Protocol:

1. All reservations must be scheduled through the University’s centralized reservation system and centrally approved/processed by the University’s Events, Conferences and Support Services Department.

2. Schedulers for Priority Use Facilities and specified schedulers for singular spaces, such as designated departmental conference rooms, may be scheduled directly using the centralized reservation system.

3. Additional reservations for these spaces are scheduled by the University’s Events, Conferences and Support Services Department in collaboration with the department operating the space.

4. Last minute requests or changes to scheduled events involving set ups, audio visual equipment, catering or security/parking must be approved by phone or e-mail by University Events, Conferences and Support Services and may involve added charges.

5. All authorized schedulers should consult with the University Events, Conferences and Support Services Department before rejecting an external group’s request that might benefit the University through goodwill or expanded educational opportunities for the campus community. Events, Conferences, and Support Services will consult with the Events Evaluation Committee for a ruling.

6. Event contracts, approved by General Counsel and provided by Events, Conferences, and Support Services must be in place for all Non-University External Events and University Co-Sponsored Events.

Space Classifications:

  1. The definition of space is attached to this policy as Exhibit B, Space Classifications.
  2. The definition of space may be amended from time to time by the University’s Event Evaluation Committee. Proposed changes, additions or revisions to the space definitions should be submitted to the Director of Events, Conferences and Support Services.
Exhibit A: Event Definitions

University Academic Activities      

Are those activities directly related to the instructional mission of the University such as credit earning classes and programmatic activities resulting from academic coursework; may include conferences.

University Sponsored Activities

Are those activities directly related to the life of the campus community beyond the classroom and include intercollegiate athletics, cultural, social, recreational, and student programming activities.  Eligible programs under this category may be scheduled or sponsored by faculty, staff, administrative offices, approved student organizations and conferences.  To fulfill UR Downtown’s mission, non-profit events scheduled in this area will be considered University Sponsored Activities.

University Co-Sponsored Events

Are programs, conferences, camps, workshops, resource development activities and/or meetings involving two entities: a University academic department, administrative unit, approved student organization and an external organization.  In the case of sports camps, the second entity is the head coach of a sport.  Co-sponsored events must be consistent with the University’s mission.

Non-University External Events

Are the programs and activities organized by individuals, organizations or groups not part of the organizational structure of the University who request to use University facilities for the benefit of their own programs.  Examples of Non-University External Events include weddings, fundraising events that do not benefit the University, non-University performance events, and meetings sponsored by business, government, individuals and nonprofit organizations. Except as noted for Priority Use Facilities, all Non-University External Event requests are submitted to the office of University Events, Conferences and Support Services.

Partnership Events

Are those events and activities sponsored by organizations which have an affiliation with the University.  Community partners have been identified by the University as external organizations that are integral to the institution’s relationship to the community.

Exhibit B: Space Classifications

Academic Facilities

University classrooms, auditoriums, studios and laboratories, which have the capacity and amenities for holding academic courses within the University of Richmond. Academic courses and related activities have first priority in academic facilities and are scheduled by the Office of the Registrar. Requests for reservations during times when an academic facility is not scheduled for courses or academic activities are taken on a first-come, first-served basis by the Registrar and the University’s Events, Conferences and Support Services department.

Priority Use Facilities

Certain facilities are used or booked directly by the specific department to meet the primary facility function.  For example, the Robins Center Arena’s primary function is intercollegiate athletic practices and competitions.  A student sponsored concert would only be scheduled in the arena when not in use for its primary function. Requests for additional reservations beyond the primary facility function are scheduled by the University’s Events, Conferences and Support Services department in collaboration with the department housing and/or operating the facility. Additionally, if the area needs to be reset, operations moved to another location, or if staff is required to be in attendance during the event, special usage fees may apply to cover these costs.

Priority Use Facilities include:

        Jepson Alumni Center                           Robins Stadium       

        Modlin Center for the Arts                    Think Tank/CCE

        Media Resource Center                         UR Downtown

        Robins Center                                        Heilman Center

        The Cellar                                              Passport Cafe

        Canon Memorial Chapel                       Athletic Practice Fields

        Perkinson Recital Hall

         Residence Hall lounges

        Sarah Brunet Hall

        Recreation and Wellness Facilities to include:

        The Weinstein Center for Recreation and Wellness,

        Millhiser Gymnasium, Intramural Fields, Tennis Courts,

        Challenge Discovery(High Rope), and the  Pool  

On occasion, special conditions may be tied to the use of a space. An example would be the small conference rooms in the Heilman Center’s dining rooms which would, except under certain circumstances, involve a meal related meeting only.

Requests for reservations for the Chapel are scheduled by the University’s Events, Conferences and Support Services department in collaboration with the office of the Chaplain and must reflect the sanctity and significance of this facility.

The Prayer Room in the Wilton Center is open to all University students, faculty and staff and is not centrally booked for events.

General Use Facilities

All other facilities are considered General Use Facilities and are scheduled centrally by the University’s Events, Conferences and Support Services department. General Use Facilities include meeting rooms, conference rooms, public areas such as atriums or lounges, and outside facilities such as patios and greens.

Future Facilities

Future Facilities and newly renovated facilities will be considered General Use Facilities and scheduled centrally by Events, Conferences and Support Services.

Summer Scheduling (Mid May-July 31)

During the summer, Academic Related Activities take precedent followed by Priority Use of all General Use Facilities by conferences and camps.

Exhibit C: Event Categories

University Sponsored Events

Meetings and other events using University facilities which are classified as University Activities are exempt from paying room rental fees, but may be subject to support service charges for events occurring after standard business hours and on weekends. These may include custodial support, grounds, kitchen access, logistical services, media services or public safety fees. Standard business hours are defined as Monday through Friday, 8:30 am to 5:00 pm.  Some areas may provide support before or after these times or on weekends reducing some fees. Specific questions on service availability should be requested at the time of scheduling. Athletic camps, summer conferences, and non-profit UR Downtown events are considered University Sponsored Events.

University Co-Sponsored Events

Meetings and other events using University facilities are classified as University Co-Sponsored Activities when the University is providing financial support and receiving recognition as a sponsor.  These co-sponsored events will be charged rental rates and will be responsible for the cost of support services outside of standard business hours. Additionally, where possible, the Jepson Alumni Center, UR Downtown, and WRWC should be the first areas scheduled for hosting these events based on availability and suitability.

Non-University External Events

Facility usage fees will be based on the type of space, the length of usage, and market rates. Non-University External clients will be charged usage fees based on their status as a for-profit or non-profit entity.   These events will be charged for support services at the appropriate rate.  Additionally, the Jepson Alumni Center and WRWC should be the first areas scheduled for hosting these events based on availability and suitability in keeping with the University’s mission and structure. For-profit events scheduled at UR Downtown are considered Non-University External Events and will be charged appropriate rental fees and applicable charges.

Partnership Events

Partnership Events will be charged rental rates and will be responsible for the cost of support services outside of standard business hours. Additionally, the Jepson Alumni Center, UR Downtown and WRWC should be the first area scheduled for hosting these events based on availability and suitability. Deans, Vice Presidents, the President’s Office and the Provost will determine what outside groups or organizations are defined as their Partners.

Waivers, Deposits/Cancellations

No waivers will be granted. Departments wishing to support the rental fee and/or support fees for a Non-University External client, a Co-Sponsored or Partnership Event can elect to pay the rental fee from their departmental budget at the appropriate rate. It is recommended that all campus departments be charged with requesting budgeted funds to support their expense needs to provide accountability for the cost of events supported annually.  Only Department Deans, Vice Presidents, the Provost or the Presidents Office may award Community Partner status and approve these expense charges.

A deposit, purchase order or guarantee with a credit card of up to 50% of the rental fee is due at the time of reservation confirmation for all External Campus clients, including Community Partners.  Exceptions may be made for long standing clients with an acceptable record of prompt payment.

This deposit will be forfeited, or a fee charged for events cancelled less than 30 days in advance.

All External Campus Clients and Community Partners will be liable for the remaining balance of the rental fee if the cancellation is received less than 7 days prior to the event date.

If the event is rebooked and successfully completed within 90 days the deposit or fee will serve as a credit against the event.

All clients will be liable for any expenses incurred by the University. Other costs, such as signage, special rentals or food may also be charged if not recoverable.

Further Guidance on Event Planning

All questions, concerns or requests for changes concerning this policy should be directed to the Director of Events, Conferences and Support Services:

Elizabeth Chenery
(804) 289-8959