Event Management Handbook for Longwood University

Purpose and Objective

This handbook is designed to create a central location for all policies and procedures related to scheduling and management of events on the Longwood University campus. It is designed for use by Longwood University’s Office of Conferences and Scheduling. It replaces all previous scheduling handbooks.

This handbook has been developed by the Office of Conferences and Scheduling.  Questions may be directed to Conferences and Scheduling at 434-395-2228. The Longwood University Graphic Standards Manual and Style Guide has been used in the production of this handbook. Its continued use in later revisions of this publication is expected. The most current updates to this handbook will be maintained at www.longwood.edu/scheduling.  Facility  REQUESTERs on the Longwood University campus are expected to know and follow these procedures.

Sections of this publication may be excerpted (BUT NOT PARAPHRASED) for REQUESTERs’ information at the discretion of the Office of Conferences and Scheduling and the Office of the Vice President for Student Affairs.

This handbook describes how REQUESTERs can gain access to and use Longwood University facilities. Policies, regulations and procedures related to all use of facilities are also provided for easy reference in this handbook. If you excerpt for reprinting, be sure to reprint them in their entirety.

Office of Conferences & Scheduling

Mission Statement

The Office of Conferences and Scheduling works to further Longwood University’s mission to transform capable men and women into citizen leaders, fully engaged in the world around them, by combining its human and physical resources to meet the educational and social needs of the institution, its guests and its surrounding community, while attracting quality students through conference services. 

I.                   Definitions

The Definitions provided below are included to make clear the terms used throughout this document.

Resource Providers – (i.e. Ancillary Services) special services associated with facilities usage for which a charge may be assessed. Services may include, but are not limited to, catering, janitorial/housekeeping, audio-visual, technology and special equipment, room setup, administrative fees, parking, housing and security.

Longwood University Community - currently enrolled students and currently employed faculty, staff and administration.

Registration Fee - a fee charged for multiple events in concurrence with each other (conference)

Business day - a weekday (Monday through Friday) that does not fall on a holiday, and a weekday (Monday through Friday) when the University is open.  In some policies on campus, business day may be defined differently, and if so, that definition would apply to that policy only. For the purposes of this handbook, or when the term is not defined, please use the definition here.

Facilities - includes all buildings, land and physical property of Longwood University.

“REQUESTER” - is an individual, organization or agency—internal or external—responsible for an event held in Longwood University facilities. The term is capitalized in this Handbook to indicate the formal relationship and responsibilities of the  REQUESTER.

Scheduling - The Office of Conferences and Scheduling – also referred to as CONFERENCES AND SCHEDULING - is a REQUESTOR’s first point of contact for scheduling events. (Student organizations’ first point of contact should be an appointed or elected member of that organization – appointed or elected for the purpose of scheduling and/or organizing events.)

Public Space – is any space on campus other than a student’s own residence hall room. Residence Halls, common rooms, lounges, classrooms, meetings rooms, etc. are all considered public spaces.

Student Organization - (Internal REQUESTER) an active student organization approved by the SGA and registered with the Student Union, using the requested facility for Longwood University activities with appropriate authorization to provide a Longwood University budget code to which all charges associated with usage may be billed. The Student Organization REQUESTER category is for student organization activities (events and activities involving members of the Longwood University community) ONLY.  Events requiring a registration fee or admission fee by the sponsoring student organization may be required to have a contract. Contact the Scheduling Manager to determine which category the contract will fall under as outlined herein.

Campus Based - (Internal REQUESTER) a Longwood University department using the requested facility for Longwood University business with appropriate authorization to provide a Longwood University budget code to which all charges associated with usage may be billed. The Campus Based REQUESTER category is for campus departmental business only. The department planning an event must be able to show that all the participants are members of the Longwood University community or that the event/activity is a requirement of the department as it relates to their mission. If the above criteria are not met then a contract may be necessary. Contact the Scheduling Manager to determine which category the contract will fall under as outlined herein.

Sponsored REQUESTER - an organization or group whose affiliation with Longwood University derives primarily from the participation of a member of the Longwood University community, but whose organizational purpose does NOT necessarily advance or support the educational, research or public policy mission of Longwood University, and whose membership is made up of a majority of NON-Longwood employees. This REQUESTER type is considered an External REQUESTER.

External  REQUESTER - an individual (or a group of individuals), organization, association or business not affiliated with Longwood University.

II. General Regulations on the Use of Longwood University Facilities

1. Smoking in Longwood University facilities is prohibited.  Effective June 2008, Longwood University will become a smoke and tobacco free campus.

2. All events held on Longwood University property must comply with federal, state, and local laws.

3. Academic classes are the first and foremost priority for academic space assignment at Longwood University. The Registrar’s Office formulates the schedule for all recognized Longwood University courses and labs during the academic sessions. Classrooms will not be scheduled for non-instructional purposes prior to the formulation of classes for each semester or term, except for Signature, Presidential, and Annual Events. The Registrar’s Office reserves the right to make changes to academic space assignments at any time. Events approved through the Office of Conferences and Scheduling may be moved to accommodate changes in the class schedule. Non-academic space is scheduled through the Office of Conferences and Scheduling. Requests must be submitted appropriately through the web-based form and are scheduled based on room appropriateness and on a first come, first served basis. Conferences and Scheduling has the final authority on scheduling all non-academic requests and has the right to deny requests dependent upon circumstances.

4. No program may be held on Longwood University property without express authorization from Longwood University.

5. Facilities REQUESTERs may not advertise an event or contract for food or other services prior to confirmation from CONFERENCES AND SCHEDULING that the requested space is available and the event has been approved.

6. Facilities REQUESTERs shall:

A.     adhere to all scheduling guidelines;

B.     follow all guidelines regarding the use of the facilities and the posting of publicity related to an event;

C.     ensure compliance with all University policies and guidelines, federal, state and local law during the conduct of an event; and

7. In addition to the requirements in paragraph 6, each external or sponsored REQUESTER shall also:

A.     enter into a contract with Longwood University for the use of the facilities;

B.     provide proof of Public Liability Insurance with limits of not less than $250,000 per person, $1,000,000 per occurrence, and $50,000 property damage, if applicable.

8. The Office of Conferences & Scheduling may move an event to a different location without notice. Longwood University is not responsible for any costs incurred by a REQUESTER resulting from a change in location.

9. During an event scheduled outside the regular operating hours of a facility, only those directly involved or attending the event may remain in the facility.

10. Events using outdoor sound amplification may be held only during pre-approved times not interfering with regular University functions.

11. Non-academic, commercially oriented use of Longwood University facilities for the exclusive benefit of private, profit-making individuals, groups or organizations requires specific advance approval from the Director of Conferences and Scheduling or the Scheduling Manager in the event of the Director’s absence.

12. Virginia State Agencies are not required to place a deposit for facility reservations, but must initiate payment immediately following receipt of billing for the event.

13. REQUESTER shall submit an application for operating a concession (fundraisers, sales & vendors) to the Student Union at least fifteen (15) business days before an event. Applications must be approved by the Director of the Student Union & Involvement in accordance with the On-Campus Solicitation Policy before a REQUESTER may advertise an event, product, or service.

14.  The dispensing of alcohol must be in accordance with Longwood University’s Alcohol Beverage Policy, which is available from the Office of Conferences & Scheduling, ARAMARK or the Student Union.

15. Campus-based or student organization REQUESTERs wishing to cancel a reservation and / or resources must notify Scheduling by replying through email, referencing their event confirmation number, at least five business days before the scheduled event. Failure to do so will result in the assessment of ancillary charges and possible probation of future events.

16. To request periodic use of Longwood University facilities, requests for space must be submitted to the Office of Conferences and Scheduling no less than fifteen (15) business days prior to the first occurrence of the event start date. Late fees and surcharges may be charged to any group not meeting this requirement. Under extraordinary circumstances, exceptions may be granted to this timeline.

17. Any movies scheduled through the Office of Conferences and Scheduling for public spaces must have proof of copyright permission before the movie can be shown.

18. No food may be taken into an ACADEMIC space. Other facilities may have controlled catering (by ARAMARK catering only) in lobby areas but food and beverage items may not be brought into the academic space. ARAMARK is responsible, along with REQUESTER, to ensure that catered food items are not brought into the academic space. Food waivers will not be approved for food in any academic space

19. Any room whose set-up is changed by a group will be charged extra fees for moving the furniture around and not returning it to its original set up.

20 LCVA artwork and Longwood University displays will not be touched or moved for any reason under any circumstances.  If artwork/display placement is in direct conflict or jeopardy either by position or by content, consideration will be made to move the event by the Office of Conferences and Scheduling.  Violation of this policy results in significant fines assessed by the Director of the LCVA and/or the Office of Conferences and Scheduling.  Student Organizations violating this policy may be subject to fines, probations and registration holds.

21. DECORATIONS:  No tape may be affixed to any wall or building surface.  Nothing may be hung from a ceiling or a wall.  No glitter or open flames may be used on the Longwood University campus. No permanent alterations may be made to any wall, ceiling or building surface.

III. REQUESTER Process:

1. Student Organization  REQUESTER: To request the periodic use of Longwood University facilities, no fewer than fifteen (15) business days before the intended date of the event, a student organization  REQUESTER shall:

Contact his/her organization’s elected/appointed event coordinator who will in turn complete and submit an online request for space and required resources to the Office of Conferences and Scheduling or to the Lankford Student Union depending on the space needed.

2. Campus-Based  REQUESTER: To request the periodic use of Longwood University facilities, no fewer than fifteen (15) business days before the intended date of the event, a campus-based  REQUESTER shall:

Complete and submit an online request for space and required resources to the Office of Conferences and Scheduling;

·        Grant-funded programs which fall under the Campus Based  REQUESTER category must receive confirmation prior to grant submission. Costs associated with grant funded programs will include, but are not limited to, ancillary fees and administrative fees. Specific costs will be provided by the Office of Conferences and Scheduling at the time the reservation is made.

3. Sponsored  REQUESTER: To request the periodic use of Longwood University facilities, no fewer than fifteen (15) business days before the intended date of the event, a sponsored  REQUESTER OR the Sponsor shall:

Complete and submit an online request for space and required resources to the Office of Conferences and Scheduling to:

·        determine the availability of the requested space and the estimated fee for its use and for payment of any ancillary services or associated costs;

·        complete and satisfy the terms of any contract required by Longwood University;

·        determine if liability insurance requirements must be met; and

·        Provide any required deposits.

4. External  REQUESTER: To request the periodic or one time use of Longwood University facilities, no fewer than thirty (30) business days before the intended date of the event, an external  REQUESTER shall:

Complete and submit an online request for space and required resources to the Office of Conferences and Scheduling to:

·        determine the availability of the requested space and any estimated fees for its use and for payment of any ancillary services or associated costs;

·        complete and satisfy the terms of any contract required by Longwood University;

·        determine if liability insurance requirements must be met; and

·        provide the deposit requested for the estimated fees and charges.

IV. Usage Fees

Information regarding current facility descriptions and applicable usage fees may be obtained from the Longwood University Office of Conferences and Scheduling. The following pricing is applicable for the 2007 - 2008 academic year.

V. Scheduling Guidelines:   How to Schedule an Event

1. All requests for space must be submitted through the online request form at www.longwood.edu/scheduling by all REQUESTER types. Within 48 hours of receipt of request the Office of Conferences and Scheduling will:

a) Either confirm or deny the request;

b) Reply via email from within the R25 system with a confirmation and an event number

2. The REQUESTER is responsible for informing the Office of Conferences and Scheduling of any and all ancillary services required (for example, public safety, food service, audio visual) and for ensuring that resource staff has adequate information to assist with the event. The REQUESTER is responsible for ensuring that all services are available and that unneeded services are cancelled at least five (5) business days before the date of the event.

3. The REQUESTER and the Office of Conferences and Scheduling will be guided in all fees and rules for the event by the Policy on Facilities Use, which can is found in this Handbook.

a) Review cost estimate of event with REQUESTER if applicable

b) Determine if contract is required by Longwood University or desired by REQUESTER and write a contract for the event;

c) Schedule facilities and resources;

d) Coordinate the event among ancillary services / resource providers (e.g., catering, parking, campus police, housekeeping, grounds management, etc.);

VI. Facilities Available for Rental

The campus of Longwood University has seen dramatic improvements over the past few years with the completion of major construction and campus beautification projects.  The Office of Conferences and Scheduling maintains the most up-to-date listing of facilities available for use. Contact the Office of Conferences and Scheduling via email at scheduling@longwood.edu to check for the latest modifications.  The largest and most prominent venues are also featured on the Conferences and Scheduling web page at www.longwood.edu/scheduling.  Occupancy numbers are estimates and may change based on additional set-up and presentation needs. Audio-visual equipment is available in most facilities.  Not all of Longwood University’s facilities are available for rental or use by REQUESTERS.  Follow the procedures for scheduling depending on REQUESTER type.  

(A campus map can also be downloaded from the Scheduling homepage at www.longwood.edu/scheduling/scheduling)

Brock Commons, a beautiful pedestrian promenade named after benefactors Macon and Joan Brock (Class of 1964), was officially opened on April 24, 2004. Brock Commons has become the central focal point for Longwood, uniting the campus community around a safe, pedestrian-friendly environment, while creating an outdoor, collegial ambiance for students, faculty, staff, and visitors.  Adjacent to Brock Commons are broad lawns, 11 tennis courts, four athletic fields, and numerous late-20th century buildings, including the Greenwood Library, the Lankford Student Union, residence halls, and various academic facilities.  The University has six auditoriums ranging in size from 96 to 1,065 seats.

Health and Fitness Center (44), a brand new 80,000 square foot which opened in August 2007,  features a wide range of amenities including an indoor track, basketball and racquetball courts, a climbing wall, work-out rooms, juice bar, and the latest weight, exercise and training equipment.

Lancaster Hall (13):  The recently remodeled Lancaster Hall houses the President’s Office and the offices of Administration and Finance, Student Affairs, and University Advancement.  Public use of the facility is guided by Longwood University Policy 1402 (which is featured in this handbook).

Ruffner Hall (10): Longwood’s signature building, Ruffner Hall, with its beautiful Rotunda, was rededicated on April 23, 2005 and replicates the university’s most beloved building, dating to the 1880s, which burned on April 24, 2001 while undergoing a $12 million renovation.  The original eight paintings on the interior of the Rotunda dome, created in 1905 by the Italian-born artist Eugene D. Monfalcone of Richmond, have been returned to the dome following an extensive restoration that was underway prior to the fire. The historic Joan of Arc statue, known affectionately as “Joanie on the Stony,” was also recently restored and returned to its place of honor on the main floor beneath the Rotunda. The bigger-than-life sculpture is a reproduction of the famous 1870 original created by French sculptor Henri-Michel-Antoine Chapu. The statue was a gift from the Class of 1914 and symbolizes Joan of Arc as the patron saint of Longwood.  Ruffner Hall was reconstructed in the classic style based on the original blueprints and drawings from the state archives in Richmond. The 83,143 square foot building houses 22 classrooms, four academic departments and the offices of the Vice President for Academic Affairs and the Dean of the Cook-Cole College of Arts and Sciences. Use of the Rotunda and other non-academic spaces is restricted and must have the approval of the Dean of the Cook-Cole College of Arts and Sciences.  Ruffner Conference Room seats 30 around a large oval conference table, has built in technology and is conference call capable.

The Chichester Science Center (15) opened fall 2005 and is named for state Senator John H. and Karen Williams Chichester.  The Center is a 71,804 square foot facility that includes 23 classrooms and laboratories, 47 faculty offices and additional research space for both undergraduate and graduate research projects. The new building features a state-of-the-art, climate-controlled environment, with safety ventilation systems and hazardous materials safeguards along with a high-tech infrastructure for classrooms, laboratories, and distance learning facilities. A greenhouse and herbarium, housing the world’s largest collection of Virginia plant specimens, is located on the roof.  The Chichester Science Center is also home to a 96 person capacity state of the art lecture hall with tiered seating and contains two lovely lobby areas suitable for receptions featuring LCVA artwork.

Classrooms:  Academic classes have first priority in all academic space on campus.  Nearly all of the 100+ academic spaces are ADA accessible and are equipped with Visual Presenters, Internet Access and Whiteboards.  Longwood has classrooms that seat 20 to 110.

Computer Labs/Training Rooms:  Typically are equipped with the same technology as found in the classrooms.  Average seating per lab is 24.

Conference & Meeting Rooms:  A wide range of conference room types and sizes are available on the Longwood University campus with and without technology, with seating capacities ranging from 8 – 30.  Most meeting and conference rooms allow food to be served.

BEDFORD Art Building(37): Located in Bedford, the Bedford Auditorium seats 154. A small stage area fronts the room, and is fully equipped for lectures, movie viewing and slide shows

HULL Education Building (38):  Hull Hall houses the University's Department of Education, Special Education and Social Work. Built in 1996, it is home to the Orr Auditorium.   Orr Auditorium is equipped with sound and projection capabilities and seats 148.   No food or drink is permitted in the facility.

Jarman Auditorium(14): Home to the University's Theatre Department, Jarman Auditorium is a 1,065-seat auditorium with a large stage. The facility has capabilities for lighting, sound, projection and staging needs. A lobby is located directly outside of the auditorium. No food or drink is permitted in the facility.  Jarman Auditorium has special guidelines and pricing packages.  Call the Office of Conferences and Scheduling for information on reserving Jarman Auditorium.

WYGAL Music Building(36): The Department of Music is housed in the Wygal Music Building, located on Brock Commons across from Willett Hall. All music classes and most rehearsals, concerts, and recitals are held in Wygal Hall which honors the memory of Fred Orr Wygal, Acting President of Longwood College from 1962-63 and 1967.  An attractive foyer and Haga Room for receptions following recitals and concerts make the Wygal Music Building a complete facility.

John W. Molnar Recital Hall has a seating capacity of 191 persons and serves as the main facility for student, faculty, and guest recitals. With its excellent acoustics it is the perfect venue for the department's Chamber Music Series.   Students are allowed to use the recital hall and its piano in direct preparation for forthcoming performances. To schedule rehearsal time, please contact the departmental secretary. Use of food and drink in the recital hall is strictly prohibited.

The Haga Room honors the memory of Professor Pauline Boehm Haga, who served on the Music Faculty from 1968 until her death in 1984. This room, complete with kitchen facilities, serves the department for receptions, staff meetings, and on occasion is used by other campus groups. Its use is restricted and is subject to approval by the Department Chair.  Several antiques and valuable pieces of furniture are located in the Haga Room. Special care must be taken by all who use this room to protect these pieces. Cooperation is appreciated.  The Haga room is available for student use on special occasions, such as receptions after junior and senior recitals. The Haga Room has a maximum capacity of 40.

Hiner Building (21) was originally constructed in 1909 as the “Campus School” for Longwood University. A major renovation/restoration of the building was completed in 1999 providing a home for the College of Business & Economics at Longwood.  The building is ideally sited at the center of the Longwood campus and immediately adjacent to the historic central campus area. Hiner Building is located at the North end of Brock Commons pedestrian mall. The renovated Hiner Building houses fifteen classrooms, twenty-eight faculty and staff offices, a library for the Center for Economic Education, and the College of Business & Economics’ McGaughy Professional Development Center. The building features two classrooms with tiered seating for 40 students. These classrooms are furnished with instructional tables fully wired for use of laptop computers at each seat. These rooms are also designed to support distance learning methods with audio and video ties to students at remote campuses. Hiner Auditorium seats 150 and is designed to accommodate each student at instructional tables which are fully wired for use of laptop computers. With additional perimeter seating the room is able to hold up to 200 persons for occasional use. Each classroom is designed to accommodate a variety of audio and video instructional methods, with flexibility to respond to changing instructional techniques.

Grainger Building (12):  Originally built in 1903, Grainger Hall suffered severe fire and water damage in the Great Fire of 2001 and was subsequently demolished. Rebuilt in its classical style, Grainger Hall reopened to students on August 19, 2003.  The four-story, 27,694-square foot building is home to the Department of English and Modern Languages, named for Dr. James Moses Grainger.  Dr. Grainger (1879-1968) taught English at Longwood from 1908 to 1950 and was department chair for all but the first two years.  Grainger features built in technology in every classroom, and maintains wireless capabilities.

Jeffers Auditorium (19):  Built in 1968 with seating for 107, the Jeffers Auditorium is currently under renovation.  Jeffers is located in the Stephens/McCorkle building (also under renovations).

Dorrill Dining Hall: Near the center of Brock Commons is the two-story, 60,000 square foot Dorrill Dining Hall, located across from the Lankford Student Union. This multi-purpose facility, with its curved, colonnaded portico overlooking Iler Field, is the first building on campus to utilize geothermal heating and cooling. The flexible interior design provides space for banquets, meetings, and special events.

The spacious Lee Grand Dining Room is accustomed to fine dining.  Seating 400, in banquet rounds, the Lee Grand is perfect for any major banquet or reception. Staging and Dance floor set-up is available at additional costs.  To reserve the Lee Grand, more than 150 people must be in attendance and food service through the catering department is required.

The Nance Room:  Adjoined to Lewis, Nance is perfect for small, intimate banquets, receptions, or meetings. Nance seats 150 in banquet rounds. The Nance features Internet Access, and built in LCD Projector and Screen.  Reservations for this space require food service through the catering department.

The Lewis Room: Adjoined to Nance is the smaller Lewis Room. Seating up to 48, the Lewis Room is perfect for lunch meetings and small seminars. The Lewis Room features Internet Access, and built in LCD Projector and Screen. It is small enough that normally a microphone is not needed for this space.  Reservations for this space require food service through the catering department.

The Annex: Adjoined to the Lee Grand Dining Hall is The Annex, designed for groups eating “meal-thru-the-line” or “regular menu,” but still wanting to have a private space to meet for their meal.  This room features 8’ rectangular tables and seats 80.  It does not have technology.

Lankford Hall fronts Brock Commons and is located across from the Dorrill Dining Hall. Lankford Hall is home to the University’s Student Union.  Student Union policy prohibits the hanging of any materials on walls or from ceilings. The facility includes the following rooms on the first floor.

Commonwealth Ballroom: As you enter Lankford, you step into a large open area with vaulted ceilings. This Ballroom has a capacity of 200 and is used primarily for dances and receptions.

Appomattox/Buckingham/Cumberland Rooms: This area can be used for one large event (capacity of 300) or can be split into three separate rooms. Partitions allow the Appomattox (50), Buckingham (90) and Cumberland (115) to be used simultaneously.  This space is typically referred to as the “ABC” rooms.

Amelia Room: Meeting room with a maximum occupancy of 50.

Charlotte Room: Meeting room with a maximum occupancy of 18. A large conference table sits in the middle of this room and cannot be moved or removed.

Nottoway Room: Meeting room with a maximum occupancy of 16.  A large conference table sits in the middle of this room and cannot be moved or removed. This is an interior space without windows.

Barlow Field: Located on the corner of Venable and Madison Streets; Barlow Field is home to Longwood University field hockey. Surrounded by a fence, the field is a perfect space for outdoor activities such as cheerleading, picnics, and sports.  The field will be the home to a new Longwood facilities building in the near future.

First Avenue Field: This field is used primarily for rugby. It is located on First Avenue, a two-block walk from the campus.

Iler Field: Located directly behind the Dorrill Dining Hall.  Iler field accommodates most of our bonfires.

French Pool: French Pool is located in the basement of the French Building and is considerably smaller than Lancer Pool. It is used as a secondary location for recreational swimming and swim lessons. Two large garage doors open to give the pool more of an outdoor appeal.  This pool is used extensively by the YMCA for lessons, lifeguard training and exercise programs

Iler Hall: The second of two gymnasiums on campus, Iler Gym is a non air-conditioned facility. Used mainly for an extra basketball arena, intramural activities and aerobics classes, the building is available for use in the summer, student organization dances and socials.  Iler is located on Brock Commons across from the Lankford Student Union, and next door to the Dorrill Dining Hall.

Willett Hall:  Willett Hall is a health, physical education, and recreation complex located on Brock Commons. Willett Hall includes Lancer Gym, a 3,000-seat facility. Air-conditioned and equipped with two full courts, Lancer Gym offers a fine area for basketball camps and large functions. When using this facility for anything other than a sporting event, the floor must be covered by a tarp. A charge will be incurred for this service. Permission to use this facility must be granted prior to use.

Lancer Pool is also located in Willett Hall. Used mainly for recreational swimming and swim lessons, the Olympic-size pool can be rented at an extra fee for sole use by conferences and other groups.

Burning Regulations

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