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Policy 5101

Use of University Facilities

I. Purpose

The purpose of this policy is to establish policies and guidelines which govern the use of Longwood University owned facilities to ensure they are used in a manner consistent with the mission of the institution and requirements of the Commonwealth of Virginia. Facilities for the purpose of this policy include all buildings, land and physical property of Longwood University.

II. Definition

  1. Internal Groups: For the purpose of reservations, internal groups are defined as those departments with a Longwood account and those student organizations recognized by the Office of Student Affairs as official Longwood student organizations.
  2. External Groups: All groups not meeting the qualifications for internal groups will be considered external and will be required to pay room rental fees and all other associated fees for resources and services.

III. Policy

  1. Facilities Purpose: The primary purpose for the existence of the University's facilities is to provide an environment where faculty can teach and do research and students can be challenged to learn from their instructor, books, and living environment. However, as a public service, the institution makes its facilities available to the general public for lectures, workshops, institutes, conferences, meetings, and other programs. All requests for use of these facilities must be submitted a minimum of fifteen (15) business days in advance. The following policies relating to the use of facilities have been adopted within this context. Priority is given for use of campus facilities in the following order:
    1. Educational Programs;
    2. Non-academic activities of the University;
    3. Activities or events sponsored by organizations not affiliated with Longwood.
  2. Liability: The requestor shall assume responsibility for liability for injury to Longwood employees or damage to Longwood property in conjunction with the use of Longwood facilities. The requestor shall agree to hold Longwood harmless for any and all liability relating to the requestor's employees or guests. Formal evidence of insurance coverage may be required where the nature of the event presents a serious loss situation. Additional information regarding liability is provided in the Event Management Handbook
  3. Denial of Use of Facilities: Longwood University reserves the right to deny use of its facilities if that use is not in the best interest of the institution or if the event conflicts with or upsets the balance of the academic calendar.
  4. Designated Marches Location: Marches may take place on streets and sidewalks of the campus between the hours of 10:00 A.M. and 4:00 P.M., Monday - Friday, when school is in session. Plans for an event of this nature must be submitted to the Office of Conferences & Scheduling thirty (30) days in advance. Limitations may be placed on the time, place, and manner of such an event in order to serve the interests of safety, to prevent disruption of the educational process, and to protect the rights of others. Groups are encouraged to confer with local authorities regarding off campus marches or demonstrations.
  5. Determination of Associated Costs: Requestors of both internal and external events are required to contact the Office of Conferences & Scheduling to confirm event fees prior to establishing entry or event attendance fees and publication of events to determine the total cost of all space and resource requirements.
  6. Reservations Not Coordinated Through the Office of Conferences & Scheduling:
    1. Longwood Bed & Breakfast: Reservations - 434-395-2617
    2. Longwood Center for the Visual Arts: LCVA Director - 434-395-2206
    3. Residence Halls: Contact the appropriate REC
    4. Longwood Health & Fitness Center: Director - 434-395-2356
  7. Associated Scheduling Policies Include: Policy 5102, Use of Lancaster and Ruffner First Floor Public Space and Policy 5103, Use of Lankford Student Union.

Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, March 28, 2008