University Policies, George Mason University

General Policies

University Policy Number 1103

Subject: Space Utilization and Scheduling

Responsible Parties: All University Departments and Activities

Procedures: Not Applicable

Related University Policies: Not Applicable

I. SCOPE
II. POLICY STATEMENT
III. RESPONSIBILITIES
IV. DEFINITION OF USERS
V. SCHEDULING PRIORITIES
VI. SCHEDULING RESTRICTIONS
VII. MAJOR AND MEGA EVENTS
VIII. FACILITY SPECIFIC PRIORITIES
IX. FEES AND SUPPORT COSTS
X. PARKING
XI. OPEN SPACE
XII. ROAD RACES
XIII. CONDITIONS OF USE
XIV. APPLICATION APPROVAL
XV. AMENDMENTS AND ADDITIONS
XVI. EFFECTIVE DATE AND APPROVAL

I. SCOPE

This administrative policy applies to all George Mason University faculty, staff, students, university contractors, and organizations outside of the university that use university facilities. It further applies to all locations, owned, leased or controlled by George Mason University.

II. POLICY STATEMENT

George Mason University facilities are intended primarily for the use of its students, faculty and staff to advance the educational mission of the university. No use is permitted which is inconsistent with the mission of the university or which results in undue competition with local commercial enterprises. Likewise, facilities may not be used to further causes that are averse to the well being of the university. Facilities may not be used for profit, with the exception of university employees and recognized organizations running specially approved projects and programs. Any funds raised in connection with activities conducted in university facilities may not be destined to purposes that are exclusively religious or political in nature, with the exception of recognized university student groups.

III. RESPONSIBILITIES

The responsibilities of the university departments and individuals charged with monitoring, scheduling, providing support services and the day-to-day administrative coordination of this policy are set forth in this section.

The Office of Events Management encompasses the Offices of Events Coordination and Conferencing, and Scheduling. The Office of Events Management is responsible for coordinating campus events for the university community, working with outside groups using campus facilities and assisting campus personnel in planning meetings which use campus resources.

The Director of the Office of Events Management is responsible for the following:

· Overseeing scheduling and events coordination.

· Actively pursuing external users for space on campus.

· Ensuring that all university events are entered into the university’s scheduling database.

· Overseeing the university’s scheduling calendar and establishing workable plans for conflicts or tight scheduling.

· Warning users of potential conflicts.

· Communicating problematic events for decision to an advisory board consisting of the Provost, the Senior Vice President, the Vice President for University Relations, and the Vice President for University Life and the Chief of Staff.

· Communicating the entire university schedule to the following offices: Information Services, Media Relations, Publications, Community Relations and any other offices which need this information and are not part of the events management team.

· Overseeing special university events.

· Coordinating space requirements with the Office of the Registrar.

The University Scheduling Coordinator is responsible for maintaining communication with all persons scheduling spaces, support services and when required, the actual users. The University Scheduling Coordinator:

· Maintains the master schedule of the events for all George Mason University locations.

· Ensures the dissemination of all necessary event information to the appropriate university departments.

· Ensures that all schedulers and users comply with the policies and procedures of this document.

· Serves as Chair of the Events Scheduling Coordination Group and schedules meetings of that group as needed.

Event Coordinators will oversee the set-up of all major events and attend the event to ensure that all goes well. A Conference Administration Coordinator will be assigned to an event sponsored by an off-campus user or when a member of the university community hosts a university-sponsored event off-campus. The Conference Administration Coordinator will coordinate all University support requirements associated with the event.. On-campus users may also use conference administration coordinators if their events have special requirements.

Student Activities will coordinate events scheduled by student organizations that involved the use of university space and/or services with the Office of Events Management. Student Activities will also advise and assist those student organizations in planning and conducting events as appropriate.

Individuals, departments charged with scheduling university spaces governed by these policies and procedures are responsible for the following:

· Scheduling university space in accordance with the policies and procedures set forth in this administrative policy.

· Submitting, at a minimum, the names of the events, name of the responsible individual, place of the events, date(s), and times to the Office of Events Management to be entered into the master event schedule and calendar. Information must be entered or submitted by use of the Scheduler Plus system.

· Scheduling only their respective spaces.

· Certain operations are required to enter event information in a timely manner onto Scheduler Plus directly. They are the Patriot Center, Athletics, the Center for the Arts, Arlington Campus Operations, Prince William Campus Operations, and Physical Plant.

The Major Events Group monitors the application of this policy and recommends changes in policy or procedure. The members of this group are listed in Appendix I. The Major Events Group is specifically charged with:

· Identifying and resolving problems and conflicts associated with event scheduling and management focusing on long-term planning.

· Developing logistical strategies for managing major, multiple, simultaneous events.

· Decisions not settled within the core group should go to the Auxiliary Enterprise Management Council for resolution.

· Recommending policies, procedures, and communication networks to improve the management of university events.

IV. DEFINITION OF USERS

Primary users are university-recognized student organizations, its colleges, schools, departments, centers and institutes.

Secondary users are groups sponsored by university-recognized student organizations, faculty, staff, and its colleges, schools, departments, centers, and institutes.

Tertiary users are individual students, faculty, staff and outside organizations whose aims and objectives are in concert with the mission of the university and that are not otherwise associated or sponsored as described above in paragraphs IV A and B.

V. SCHEDULING PRIORITIES

To protect the primary users of university facilities, the priorities described in this section are to be observed in approving reservations and scheduling the requested space. No university facility, other than as described in Section VIII, shall be scheduled in a manner that effectively eliminates its use for academic programs. Scheduling of facilities for use by non-university individuals or groups shall be consistent with the education mission and initiatives of the university. The President, or his designee, must approve programs or projects that appear inconsistent with the mission and initiatives of the University, before they are considered for scheduling.

A. First priority is given to university activities necessary to the advancement of the educational mission of the university (i.e. academic classes and co-curricular activities as determined by the academic calendar.)

B. Second priority is given to events sponsored by approved or recognized student organizations, faculty and staff, colleges, schools, departments, centers, and institutes that have the university community as the primary targeted market or directly support a major university initiative.

C. Third priority is given to events sponsored by those individuals or groups listed in Section IV above directed at either the external community or paid participants.

D. Fourth priority, to the extent that facilities and support services are available, is given to other university-related activities not afforded a higher priority or to outside organizations whose mission and goals are congruent with the academic and service mission of the university.

The following chart incorporates the above user definitions and priorities and indicates how far in advance of an event an organization/individual may reserve space.

	1st Priority	2nd Priority	3rd Priority	4thPriority
Primary User	3 Years	1 1/2 years	1 year	NA
Secondary User	NA	1 year	9 months	3 months
Tertiary User	NA	6 months	6 months	3 months

VI. SCHEDULING RESTRICTIONS

Except for first priority activities, no individual or organization will be allowed to schedule more than three events per week. Additionally, for other than first priority activities, the total number of hours any individual or organization may schedule will not exceed a total of ten hours per week. Requests for exception to either the number of events or the total hours scheduled per week must be submitted in writing to the Director of the Office of Events Management at least 30 days in advance of the time period for which the exception is requested. The request may be acted on by the Director or forwarded to the Major Events Group for a decision.

Additional scheduling restrictions apply to major and mega events and are set forth in Section VII.

The University retains the right to cancel or reschedule an event due to unforeseen conflicts or other prudent reasons. When an event needs to be rescheduled or cancelled, the event sponsor will be given as much advance notice as possible.

Outside organizations. Any event that is cosponsored with, or otherwise involves, an external group not affiliated with the University requires the submission of a written justification that demonstrates a clear connection between the event and the mission of the group affiliated with the university. The primary contact with the university regarding logistical support of the event will be a representative of the on-campus group. Representatives from both the on-campus group and external group(s) will be required to be present from beginning to end of the event. The names of those individuals and appropriate contact information must be provided at the time the reservation is made. The cosponsoring university department is responsible for the payment of user fees in the event the external group fails to meet its financial obligations to the university.

If an individual, department or student organization violates the criteria for hosting events with external groups, that individual, department or organization will be billed for use of the space. Additionally, the university reserves the right to deny an individual, department or organization use of space for a semester or more if the event were to be consciously misrepresented, to include the revocation of any reservations made prior to the misrepresented event. Repeat violations could result in a long-term ban on the use of space.

Decisions regarding the level of discipline to be administered in the event of a violation of this section of the policy will be made by the members of the appropriate university advisory board.

Special equipment or construction. Events involving the use of equipment or activities not inherent in the normal use of a facility or area, such as the set-up of tents or other structures , bonfires, pyrotechnical devices or other devices that may pose a danger to life, limb or property require special review and may require permits from local or state officials. All such proposed activities or uses must be made known at the time of the application to Student Activities or Events Management. Members of those offices will provide guidance in how to obtain the appropriate approvals. Those approvals must be obtained prior to the scheduling of the event.

VII. MAJOR AND MEGA EVENTS

Major events usually involve a large number of attendees and are more complex in nature than routine meetings or activities. Many aspects of such events, including special audiovisual requirements, parking, catering, and security must be arranged in advance. Major events require more detailed guidance and coordination from either one or both of the offices of Student Activities and Events Management. All individuals or organizations anticipating hosting a major event need to contact the appropriate university office(s) well in advance of the anticipated event date. Very large or complex events, or those involving important guests may be considered “mega events” and are addressed specifically in the following paragraph. Because of limited venues that can support major or mega events, organizations may only sponsor two major or mega events per semester. Written requests to exceed this limit may be submitted to the Office of Events Management for consideration as an exception by the Major Events Committee.

Mega events share the following characteristics: 600 or more attendees, external guests, major media exposure and the involvement of multiple departments and or agencies in the planning and execution of the event. The University will agree to hold such an event only if it meets the following criteria:

· The event advances the university’s strategic plan by showcasing George Mason as an intellectual or societal leader.

· Develops good relationships for fundraising and partnerships.

· Identifies George Mason as a catalyst for discussion of significant regional issues.

· Contributes to the university’s academic mission.

· Attracts favorable publicity for the university for more than its role as a venue.

The university will most likely not support a mega event if it significantly disrupts academic programming, if it is unclear how the event will be funded or if the costs to the university cannot be fully covered.

Before a major or mega event can be approved, there are special authorizations that need to be obtained. As a rule of thumb, the larger the event, the greater the number of authorizations required. The steps to follow to obtain special authorizations are contained on the Major Events Checklist. As indicated above, additional reviews and criteria have been established for mega events. For example, at a minimum a group consisting of the Provost, the Chief of Staff and the Vice President for University Relations will review any proposed event classified as a “mega event”. That group will determine if additional actions need to be taken by the requesting organization(s) and make the final decision regarding the event.

A copy of the checklist is attached at APPENDIX II. Copies of the checklist can be obtained at either Student Activities or Events Management. Student organizations must begin the process at Student Activities. All other organizations should contact the Events Management Office. The applicant must describe the event completely and accurately so that a member of Student Activities or the Office of Events Management can provide specific guidance on completing the checklist process. Questions regarding an event should be referred to the Office of Events Management at 993-2853.

When the checklist is complete, it must be returned by the date indicated to the Office of Events Management. At that time, space for the event will be confirmed. Failure to return the completed checklist with all required authorizations by the date indicated will result in the automatic cancellation of any space being “tentatively” held for the event. No advertising, promotion or planning for an event is permitted until the event manager receives the completed checklist and approves the event. Events expected to draw 250 or more participants will require ticketing and staffing by the on-campus group. Tickets may be sold or issued in advance, or at the door, up to the capacity of the room.

When a Major or Mega event must be cancelled, the event organizer must provide the Events Management Office with a minimum of 30 calendar days advance notice. Notification within 30 calendar days of the scheduled event will most likely result in a forfeiture of all deposits.

VIII. FACILITY SPECIFIC PRIORITIES

A. Arlington Campus Facilities. (703-993-8140)

· First priority is to accommodate university credit courses or programs.

· Second priority is noncredit programs, conferences, and community events.

B. Athletic facilities - Fairfax Campus (703-993-3225)

1. Physical Education Building

· First priority is given to the schedule of classes.

· Second priority is given to intercollegiate athletic events and practices, intra-murals, club sports, and free play.

· Third priority is to other student- and university-sponsored events.

· Fourth priority is to programs that do not have the university community as their primary audience.

· Fifth priority is to community groups.

2. Sports and Recreation Complex

· First priority is given to those programs congruent with the athletic and recreational nature of this facility, including intercollegiate athletic events and practices, intramural and free play.

· Second priority is given to academic classes when no other adequate or appropriate space exists.

3. Athletic fields and court areas shall follow the same priorities as the Sports and Recreation Complex.

4. Aquatic and Fitness Center (703-993-3932)

· First priority is to those programs congruent with the athletic and recreational nature of the facility, including athletic events and practices, intramural events, free play, health, fitness and recreation classes.

· Second priority is given to events sponsored by approved/recognized student organizations, faculty, staff, schools, colleges and departments that have the university as the primary targeted market.

· Third priority is given to events sponsored by non-university sponsored groups.

C. Center for the Arts (703-993-8874)

1. Concert Hall The mission of the Concert Hall is to make the arts an inescapable presence in the life of the George Mason University community.

· First priority is given to events that fulfill that mission and the educational objectives of the institution.

· Second priority is given to university groups not exclusively in the arts.

· Third priority is given to art producers and presenters.

The President or his designee must approve all applications in the second and third priority categories before they are considered for scheduling.

2. The Black Box Theater, Theater Space, Dance Studios, Orchestral and Choral Labs are designed for very specific activities and shall be used primarily for curricular and co-curricular performance programs. Other uses of these spaces must be congruent with function of the space and shall be considered on a case-by-case basis only after curricular needs have been addressed.

3. Harris Theater

· First priority is given to GMU classes and departments with curricular performance requirements.

· Second priority is given to student- and university-sponsored programs that have the George Mason University community as their primary target audience.

· Third priority is given to faculty, departments, conference services, centers, and institutes that do not have the university as the primary audience.

· Fourth priority is given to community groups.

D. Center for Innovative Technology, Training Center– Herndon (703-733-2800)

· First priority is to accommodate credit courses.

· Second priority is to accommodate university noncredit courses and seminars.

· Third priority is to accommodate non-university organizations.

E. Mason Hall (703-993-8830) Mason Hall facilities are intended to accommodate the needs of the university governing board and central administration of the university and to provide facilities to support major university initiatives. All other uses of Mason Hall facilities must be approved on a case-by-case basis.

F. Patriot Center (703) 993-3008) The mission of the Patriot Center is to provide a home for George Mason University basketball, venue for the annual commencement, and a center for entertainment and community life in Northern Virginia. Rental of the Patriot Center to non-university organizations must be reviewed and approved by the President or his designee. To accomplish the Center’s mission the following priorities are established.

· First priority is given to annual university events.

· Second priority is given to special university events.

· Third priority is given to commercial and public service events sponsored by the university's retained management firm.

G. Prince William Campus Facilities

1. Classrooms and Auditoriums (703-993-8376)

· First priority is to accommodate credit courses and university special initiatives.

· Second priority is to accommodate university noncredit courses and seminars.

· Third priority is to accommodate non-university organizations.

2. Freedom Aquatic and Fitness Center (703-993-8484) The priorities for the use and scheduling of the Center are in accordance with the tripartite agreement for the Construction and Operation of the George Mason University – Manassas - Prince William County Recreation Facility.

· First priority is to serve all residents of Prince William County, the City of Manassas and the students, faculty and staff of George Mason University.

· Second priority is given to all other users.

H. Housing. (703-993-2720)

· First priority is to provide university-enrolled students with living quarter and residence life support programs.

· Second priority is to support university-sponsored conferences, meetings and seminars.

· Third priority is given to non-university organizations for housing as a support service.

I. Student Unions and George W. Johnson Center-Fairfax Campus (703-993-2921)

· First priority is to accommodate the needs of the student or university-sponsored programs that have the university community as the primary target or that are directly tied to a major university initiative.

· Second priority is given to other sponsored events.

· Third priority is given to community events.

IX. FEES AND SUPPORT COSTS

Any organization that plans to host a function that requires the expenditure of university resources, other than the simple use of a room(s), will be required to place a deposit to secure support services. Cancellation of an event two or more business days in advance of the scheduled event will normally result in the refund of deposits. However, in the case of a “Major” or “Mega” event, notification of cancellation must be made to the Office of Events Management at least thirty (30) calendar days in advance of the scheduled date in order to receive a deposit refund.

A. User Fees.

1. User fees and support services cost schedules are presented in Appendix III. Rental fees and support services costs are applicable to all users as defined in this section or as set forth in section VIII(B) of this policy.

2. User fees and support service fees shall be reviewed and, where required, revised annually. The effective dates for fees shall coincide with the university's fiscal year calendar, unless otherwise noted.

3. In accordance with the governing University polices and procedures, the Budget Officer will annually survey all service and support providers and present recommended changes in fees to the Senior Vice President. No fee change shall be implemented without the approval of the Office of the Senior Vice President. Changes in fees will be implemented at the beginning of the fiscal year.

B. Reduction or waiver of fees.

Only the President of the University, or his designated representative, may authorize the reduction or waiver of user fees.

1. Reduced user fees may be charged when both of the following conditions exist:

a. The activity is congruent with the educational purpose of the university.

b. No admission is charged except a fee estimated to cover the cost of the event, to include support services costs.

2. When the conditions listed in subsection B1 of this section are met and the event significantly advances the goals of the university, all user fees may be waived at the decision of the President or his designee.

3. Waiving user fees or charging reduced fees does not exempt the user from payment for support services and equipment.

X. PARKING

Parking structures and surface lots are provided primarily to students, faculty and staff on a daily basis. Use of facilities and lots will vary by campus due to academic demands. To the extent these structures and lots are not otherwise assigned or in use they are available to support events sponsored by university and approved non-university groups in accordance with the priorities set forth in Sections III and IV of this policy. As part of the scheduling process, groups hosting events on any campus are required to coordinate parking requirements with Parking Services. Approval for use of parking facilities will be given only when all other administrative requests for the use of space have been met. Charges for event parking will either be at the daily rate or an agreed upon fee for use by Parking Services. (See Administrative Policy 61, Motor Vehicle Parking Policies and Regulations, for additional information.)

XI. OPEN SPACE

The use of open spaces (i.e. grounds) on any campus is governed by this policy. The priority of use, conditions and restrictions set forth in earlier sections of this policy also apply to open space. In addition to obtaining approval from either the Office of University Events or the Student Activities, the use of open space must be coordinated with the following offices. Where not otherwise specified below, a request for the use of open space must be coordinated with the Director of the Physical Plant. The Director will either approve or disapprove the use or refer the requestor to the appropriate office from which to obtain a decision.

Specific areas and the responsible offices are as follows:

A. Arlington Campus – Events/Scheduling Office, 703-993-8140

B. Fairfax Campus

1. Athletic Fields. Assistant Athletic Director for Events/RSC, 703-993-3225

2. Enterprise Patio (area adjacent to Enterprise Hall towards parking lot B) Events Management, 703-993-2853

3. Finley Field (grassy areas between Finley Building and Patriot Circle) Events Management, 703-993-2853

4. Finley Quad (area enclosed by Finley, East, West and Krug buildings) Events Management, 703-993-2853

5. Housing areas. Housing and Residence Life 703-993-2720

6. Johnson Center South Plaza (area to the south east of Johnson Center towards parking lot B) Events Management, 703-993-2853. Johnson Center North Plaza (area to the north west of Johnson Center towards Robinson Hall) Events Management, 703-993-2853

7. Mason Pond Area (includes Cross Cottage and the Arts Plaza), Office of the Chief of Staff, 703-993-8703

8. Parking Lots, Garages and Decks. Special Events, Parking Services, 703-993-2716

9. Patriot Circle, to include grassy areas around the Patriot Center, Events Management, 703-993-2853

10. The Quad (area bounded by Fenwick Library, SUBI, Krug and Robinson) Events Management, 703-993-2853

11. Science and Technology Plaza (area north of Enterprise Hall, west of Science and Technology II and south of Science and Technology II), Events Management, 703-993-2853

C. Hemlock Overlook – Scheduling Coordinator, 703-993-4313

D. Prince William Campus - Coordinator of Campus Operations, 703-993-8333.

XII. ROAD RACES

Due to the unique demands that a walking or running race places on the university’s facilities only a limited number of such events can be supported per year. Applications for use of Patriot Circle or other Fairfax Campus venues to support a race must be coordinated well in advance of any proposed use date with the Office of Events Management. In addition to obtaining approval from the Office of Events Management, any proposed race to be held at the Prince William Campus needs to be coordinated well in advance with the Events/Scheduling Coordinator at Prince William Campus. Likewise races held at the Arlington Campus must be coordinated with Campus Operations at Arlington and the Office of Events Management. Final approval for use of university facilities to support a race will be made by the Vice President for Operations.

XIII. CONDITIONS OF USE

A. The use of university facilities by any group may be denied if such group or its activities interferes with or is incompatible with the philosophy, educational missions and goals of this university.

B. University and non-university agencies using George Mason University facilities are not restricted by, nor may they restrict, on the basis of race, color, sex, sexual orientation, age, religion, creed, national origin, or political persuasion.

C. University users, where applicable, and all non-university agencies shall present formal evidence of appropriate insurance coverage to ensure that the university is fully protected. The applicant will name George Mason University as an "additionally insured" in the policy during the period the applicant is using university facilities. Any insurance company will have a minimum Best rating of "A" and be licensed to do business in the Commonwealth. Questions regarding insurance coverage should be referred to the University’s Risk Manager. (703-993-2599). The following are specific provisions for which insurance may be required:

1. Liability. The applicant will indemnify and hold harmless George Mason University from any liability, damage, expense, cause of action, suits, claims, judgments, and costs of defense arising from injury to persons or personal property which arise out of any act, failure to act, negligence of the applicant, its agents, or employees. All personal property of the applicant, its employees, agents, licensees, servants, clients, members, guests, or trespassers shall be at the sole risk of said parties; George Mason University shall not be liable to any such person or party for any damage or loss to personal property thereof.

2. Property. The applicant will maintain a bond or insurance coverage to ensure repair or replacement for all George Mason University property, and the property of its employees, which may be lost or damaged as a result of the event.

3. Worker's compensation. The applicant will carry and keep in full force and effect at all times worker's compensation insurance in accordance with the state law. This provision applies to both the applicant and related organizations that hire personnel associated with the event.

4. Liens and bills. The applicant will indemnify and hold harmless George Mason University from any liability, damage, expense, cause of action, suits, claims, judgments, and costs of defense arising from any liens, bills, charges, credits, and other expenses incurred by or placed against the applicant.

Established university regulations and policies, as outlined in the George Mason University Student Handbook and the University Catalog, and as amended, apply to all activities held at the university.

XIV. APPLICATION APPROVAL

Because of the coordination required to appropriately schedule and support a function involving university resources applicants should allow adequate time to complete the process. The more complex the support request, the larger the number of attendees and the longer the event, the greater the allocated time should be to prepare and submit the application. An estimate of how long the application may take can be obtained from the University Scheduling Coordinator.

A. All applicants must complete the appropriate request form illustrated at Appendix II. Forms may be obtained from Student Activities or Events Management.

B. Forms submitted by student groups must include the signature of the group advisor.

C. Forms submitted by a staff or faculty member must include the signature of the appropriate Senior Approving Officials (see Section VII, Administrative Policy 2102, “Food and Beverages Expenditures” for a listing of those individuals). The Senior Approving Official has the responsibility of reviewing the function to assure the expenditure is appropriate and meets the provisions of this policy.

D. Approval for use of university facilities is not rendered until the appropriately authorized university official signs the university facility request form or facility specific contract.

E. Public notice of events must be approved by the Office of the Vice President of University Relations prior to publication. That office and the Office of Events Management will provide guidance regarding public notices.

F. Failure to obtain required approvals or comply with university policies and procedures as outlined in this administrative policy may result in the cancellation of the event, forfeiture of deposits and either temporary or permanent loss of facility use privileges.

XV. AMENDMENTS AND ADDITIONS

All amendments and additions to this chapter are to be reviewed and approved by the Office of the Provost and the Office of the Senior Vice President.

XVI. EFFECTIVE DATE AND APPROVAL

The policies herein are effective upon publication. This Administrative Policy shall be reviewed and revised, if necessary, annually and to become effective at the beginning of the University’s fiscal year, unless otherwise noted.

Approved:

_______________________
Maurice W. Scherrens
Senior Vice President

________________________
Peter N. Stearns
Provost

Date approved: February 24, 2003