General eligibility

  1. Lawrence University facilities in all areas are reserved first for instructional activities, including, but not limited to, scheduled classes and University convocations, ensemble rehearsals, concerts, theatre rehearsals and production, tutorials, and independent study/research.  During the academic year all campus facilities are for the primary use and enjoyment of students, faculty, administration and staff.  Scheduling of space during the academic year must be initiated by an academic department, administrative office, or LUCC-recognized student organization.
  2. When university facilities and grounds are not in use for instructional activities, they may be scheduled by university departments for campus events and activities that engage the Lawrence community and general public. 
  3. When facilities are not in use by Lawrence University for purposes listed above, these facilities may be made available on a rental basis. These clients would represent either a nonprofit or for profit group. The University reserves the right to determine the eligibility of a potential client in these categories. If the event is not co-sponsored by an academic department, administrative office, or LUCC-recognized organization, the client shall clearly stipulate in public announcements that the organization or event is not sponsored by or affiliated in any way with Lawrence University.
  4. The use of university facilities for non-instructional purposes is subject to approval of the Office of Conferences and Summer Programs.  Consideration will always be given to the relation of such use to the University’s educational mission and purposes.  Fund raisers may not be scheduled without the express approval of the Office of Conferences and Summer Programs, Development Office, and the Provost.
  5. Sponsorship of an event by Lawrence University will be at the discretion of the Office of Conferences and Summer Programs and the Provost.  The proposed event must be in keeping with the academic mission and may provide free space or staff or equipment.

Scheduling

  1. Lawrence University’s instructional activities are scheduled before any facilities are rented for other purposes.  Rental of facilities and grounds for purposes other than Lawrence University instructional activities is subject to availability.
  2. When there are multiple requests for the use of the same space, priorities are:

    • Lawrence University instructional activities
    • Other activities sponsored by a Lawrence University academic department, administrative office or LUCC-recognized student organization
    • Activities sponsored by an organization, group, or individual not affiliated with Lawrence University
  3. Space use arranged by an organization, group, or individual not affiliated with Lawrence University is subject to:

    • a rental fee
    • a written agreement to use the facilities in an appropriate manner
    • a liability clause
    • a deposit to cover cleaning and other possible restoration charges
  4. Scheduling of facilities for conference use during the academic year by organizations, groups, or individuals not formally affiliated with Lawrence University may not be done before March 1 for the following academic year (i.e., March 1, 2010 for the academic year 2010-2011) or before September 1 for the following summer. Procedures are outlined in a separate information sheet available on the Lawrence Web site.
  5. All room reservations must be made by 3:30 p.m. on the day of the event. If the request is after 3:30 p.m., Security must be called immediately at 832-6999. Failure to do so could mean the room will be not be unlocked/locked for your event. For A-V equipment requests after 3:30 p.m., please call 832-6598. Last minute A-V requests are subject to equipment and staff availability.

USER CATEGORIES

Lawrence University Instruction Related Events

Instructional activities in all areas, including but not limited to scheduled classes and University convocations, individual practice, ensemble rehearsals, concerts, theatre rehearsals and productions, tutorials, and independent study/research.  During the academic year, all campus facilities are reserved for the primary use and enjoyment of students, faculty, administration, and staff.  Scheduling during the academic year must be initiated by an academic department, administrative office or LUCC-recognized student organizations.

Lawrence University Events

When University facilities and grounds are not in use for instructional activities (see above), they may be scheduled for campus events and activities which engage the Lawrence community and general public. These events and activities must be initiated and supervised by persons affiliated with Lawrence University (i.e., students, faculty members, administrators, or staff members).

Lawrence University Private Events

An individual such as a Lawrence University employee, trustee, emeriti faculty or staff may request space for a private event. These individuals are subject to a written agreement to use the facilities in an appropriate manner, a liability clause, and a rental fee.

Educational Partners

Use of Lawrence facilities may be scheduled during the academic year and summer months with an established educational partner of the University.
Classification as an educational partner is at the discretion of the Office of Conferences and Summer Programs and the Provost. These partners will be subject to a rental fee, a written agreement to use the facilities in an appropriate manner, and a liability clause.  (Examples are:  Appleton Public Schools, Association of Colleges of the Midwest, Mielke Foundation, ArtsBridge, YMCA)

Private Nonprofit Organizations

Use of Lawrence facilities may be scheduled during the academic year and summer months with  nonprofit organizations whose status of (501) ( c ) (3)is designated by the Internal Revenue Service.  The organization requesting space rental must provide a copy of the IRS determination letter granting nonprofit status. These private nonprofit organizations are subject to a rental fee, a written agreement to use the facilities in an appropriate manner, a liability clause, and a deposit to cover cleaning and other possible restoration charges. (Examples are:  First English Lutheran Church, Mosquito Hill Conservancy, White Heron Chorale)

For Profit Organizations

Any individual or organization not meeting the Educational Partner or the Nonprofit Organization requirements will be considered a for profit organization and subject to a rental fee, a written agreement to use the facilities in an appropriate manner, a liability clause, a deposit to cover cleaning and other possible restoration charges.  (Examples are: American Express, Strategies, private parties)