Scheduling and Events Addendum

WHO MAY REQUEST A SPACE RESERVATION

Academic classes have first use priority in Rhodes College facilities. The College Events office will consider the following list when scheduling space (other than regularly scheduled academic classes) on Rhodes campus: 

• College Events: Open Rhodes, Opening Convocation, Homecoming activities, Commencement activities, Family Weekend, Lecture Series, Etc.
  • Definition: An event is termed a “college” event if its basic intent is to provide to the College community as well as the greater Memphis community an educational opportunity representative of the educational mission of Rhodes. (Example: Springfield Lecture Series)
  • Scheduling: It is strongly recommended that no departmental or large student organization/body event should conflict with a college event.
  • Support: Due to the obvious public relations implications of a “college” event the sponsors of such events can expect active participation by Communications, Physical Plant, College Events and Campus Safety in publicity, announcements, mailings, and physical setups for the event. Normally, an administrative officer of the College or a faculty/staff member is designated to host the event, and this person is active in presenting the event. Advanced planning for a “college” event requires the coordinated efforts of many persons. Scheduling should occur a year or more in advance and support planning should begin three months in advance of the date of the event.
• Departmental Events: Career Services Fair, Meet the Firms, Admissions Preview, Admissions Open House, Intramural and Club Sport Usage, Physical Education Classes, etc. 
  • Definition: A “Departmental” event has the basic intent to enhance/enrich/augment the academic program of the sponsoring department. (Example: The English Department’s Pearce Shakespeare Lecture) Though the event may well appeal to students, faculty, and others outside the academic department, its usual audience is within a department. In most cases a “departmental” event will relate to the program of the major in the department or to current developments in major-related fields. The general nature is more informal reflecting the fact that it is an extension of an academic program, not a special event sponsored by the College at large.
  • Scheduling: It is strongly recommended that no departmental or large student organization/body event should conflict with a college event.
  • Support: The sponsoring department has full responsibility for organizing and implementing the event. The sponsoring department is responsible for all logistical arrangements and planning should be done with a smaller audience in mind. Classrooms and seminar rooms should be reserved appropriate to the anticipated audience. It is likely that a mid-afternoon to late-afternoon time schedule is preferred. The presentation might even take the place of a regularly scheduled class. Though spontaneity may be valued in arranging for “departmental” events, it is expected that at least two weeks notice be given.
• Student Activities Events: Concerts, Lectures, Dances, etc.
  • Definition: These events are those supported by the Rhodes Activities Board (RAB) for the student body.
  • Scheduling: No departmental or large student organization/body event should conflict with a college event.
  • Support: The sponsoring organization has full responsibility for organizing and implementing the event. Sponsoring organization is responsible for all logistical arrangements and planning.
• Student Organization-Sponsored Events: Dances, Social Events, etc. must be coordinated with the Student Activities Office. 
  • Definition: Events planned and supported by individual student organizations for their members and guests
  • Scheduling: No departmental or large student organization/body event should conflict with a college event.
  • Support: The sponsoring organization has full responsibility for organizing and implementing the event. If off campus guests are expected, Campus Security must be included in event planning. The sponsoring organization is responsible for all logistical arrangements and planning.
• All Other Events:
  • Definition: Activities that are sponsored by trustees, faculty, staff and/or students but which are not Rhodes activities, may request to rent space with the following qualifications: There must be no conflict with the use by the academic community.
  • The use must be occasional and not regular/on-going
  • The request of an off-campus group (except groups contracted by The College Events) must include an agreement that at least one member of the Rhodes faculty, a Rhodes student or a member of the Rhodes staff will attend the meeting/event, to assume the responsibility for the care of the facility, and to assure that the meeting/event is conducted in an orderly and responsible fashion.
  • Special services required from Physical Plant (such as Housekeeping, Grounds or Maintenance), Campus Safety, Information Technology Services, Meeman Center, etc. may incur fees.
  • Normally the venture should be not-for-profit. The meeting(s) should not be advertised or publicized in such a way that suggests that Rhodes endorses the purpose of the meeting or the organization. All public announcements of such meetings shall include the statement: “Facilities for this meeting are provided as a service by Rhodes College. This service in no way implies College sponsorship or endorsement.
  • Trustees, faculty, staff and students will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.
    A. Scheduling: No scheduled event in this category should conflict with a college event.    

USE OF ATHLETICS FACILITIES

Athletics facilities are the responsibility of the Director of Athletics and all requests for use of these facilities should be addressed to the Director of the Bryan Campus Life Center. Intercollegiate, intramural and club sport events, physical education classes, individual student, faculty and staff activities and other College programs have priority for use of the athletic facilities. When not used for the foregoing reasons, the following provisions apply:

• Dependent children of faculty and staff may use the athletic facilities when there is no conflict with the users stated above. Use of the facilities is limited to posted operating hours.
• Memberships are available for purchase by persons not directly affiliated with the College.
• Guests of students, faculty, staff, and alumni members must pay a fee to utilize the athletic facilities. Guests must remain with their hosts at all times. Two guests per host are permitted. Dependent children under the age of 18 may not sponsor guests.
• Individuals or groups not covered in the preceding paragraphs will be accorded the use of the facilities at the discretion of the Director of the Bryan Campus Life Center.

USE OF THE BRYAN CAMPUS LIFE CENTER (BCLC)

Authorized Users:

• Students, faculty, staff and members may use the BCLC upon presentation of a valid Lynx Card or BCLC I.D. card.
• Faculty and staff may obtain a BCLC I.D. card for their spouses and dependent children by contacting the Assistant Athletic Director for Facilities. Children age 14 and under must be accompanied by a parent or legal guardian at all times, and thus will not be issued I.D. cards. Children 14 and younger are not permitted in the Fitness Room at any time.

Reservation of Space in the Bryan Campus Life Center (Excluding Crain Reception Hall and McCallum Ballroom). The following areas of the Bryan Campus Life Center may be reserved:

• Three basketball courts in the Multi-Sports Forum,
• Three classrooms,
• Hardin Conference Room,
• Alumni Room, 
• Two Aerobics/Activity Rooms
• The Lynx Lair

Rhodes users can request space in the BCLC through the Events Management System. Instructions are available on the College Events webpage.

For personal use of BCLC facilities, see Fees for Space and Services.

Off-campus users may contact the College Events office at (901) 843-3888. All requests for space in the BCLC are subject to the approval of the Athletics office.

Fees. In some cases, fees may apply to the reservation of space in the BCLC. For specific information, contact the Athletics office.

BCLC Outdoor Facilities. A variety of outdoor field and courts are available for events. Authorized users of the BCLC may utilize the outdoor facilities. Reservation policies are the same as those for the BCLC, with priority given to Intercollegiate Athletics, Intramural and Club Sports, and Physical Education classes.

Alburty Swimming Pool. The Alburty Swimming Pool is to be used only during posted hours of operation when pool staff is present. Unauthorized use will result in a $100 per person fine, and is a punishable trespassing offense. Violators may be prosecuted.

Crain Reception Hall and McCallum Ballroom. Reservation requests for Crain Reception Hall or the McCallum Ballroom should be directed to the College Events Office. Rhodes users can request space through the Events Management System. Instructions are available on the College Events webpage. 

On a space available basis that presents no conflict with use by the campus community (1) Trustees, Full-Time Faculty, Staff and alumni may make requests for personal use of Crain Reception Hall or McCallum Ballroom for their immediate family; or (2) current students may make requests for personal use of Crain Reception Hall or McCallum Ballroom for themselves. Such requests may be made up to six months in advance of the proposed event and should be directed to the College Events Office who will coordinate all arrangements in accordance with Rhodes’ policies and procedures. Fees will be incurred for personal and/or private use of space. Trustees, faculty, staff, students and alumni will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.

USE OF PAUL BARRET, JR. LIBRARY

The use of the Barret Library is limited to Rhodes students, faculty, and staff; the spouses and children of faculty and staff; certain friends of the College; and members of the Memphis Colleges and Schools Library Consortium. Use of the computer network is restricted to Rhodes students, faculty and staff.

The Director of the Barret Library shall develop the rules governing the use of the Barret Library by Library Consortium members.

• Each Consortium member must have current I.D. from a Consortium institution, a Barret Library card (to be updated each term), and a current signature card on file at the Barret Library;
• Library use by Consortium members must not interfere with the academic pursuits of Rhodes students and faculty;
• Current members of the Memphis Library Consortium are: Memphis Theological Seminary, University of Memphis, Christian Brothers University and LeMoyne-Owen College.

Use of Barret Library by spouses and children of faculty and staff. Spouses of faculty and staff members are encouraged to use the Barret Library. The stacks are open to them with proper identification at the Check-Out Desk. They may check books for a three-week period with the privilege of one renewal. They are subject to fines on overdue books as is the case with all patrons except members of the Rhodes faculty.

While children of faculty and staff members are welcome to use the library, it is requested that those below senior high school age be accompanied by their parents and that books be checked out in their parents’ name. Children who are in high school may register in their own names at the Check-Out Desk and will be granted limited library privileges. Since the Barret Library cannot encourage high school students throughout the city to use its facilities, faculty and staff children are requested not to bring their friends who have no Rhodes connection.

USE OF HARDIE AUDITORIUM

The first priority for use of Hardie Auditorium is as academic space. Food and drink are prohibited in the auditorium at all times. Rhodes users can request use of the space through the Events Management System. Instructions are available on the College Events webpage.

USE OF DOROTHY C. KING HALL

Meeman Center for Lifelong Learning is one of Rhodes’ most active links to the Memphis community. The Center’s objective is to involve the public in programs consistent with the educational goals of the College. Income is generated through facility use and by providing service for conferences and meetings of organizations whose activities are consistent with the College’s mission.
 
To promote the fullest utilization of King Hall, the following procedures and policies have been established for use of the building. This is not to discourage use of the building by faculty, staff and student groups, but to assure that those uses are planned in advance and are flexible enough to be consistent with the mission of Meeman Center. Rhodes users can request use of the space through the Events Management System. Instructions are available on the College Events webpage.

Priorities. The first priority for use of Meeman Center (first floor in King Hall) is for Meeman Center students enrolled in institutes, seminars, continuing education classes and meetings and receptions for clients. These uses are occasional and Rhodes College departments are encouraged to use these facilities for meetings when the space is available. Regularly scheduled meetings are discouraged from using the first floor of King Hall and those that do must be willing to move or reschedule when an income-producing client requests a space. Meeman Center is client/service oriented and may substitute another space when conflicts arise.
 
General Regulations:

• King Hall is a smoke-free building;
• All on-campus users of the building are responsible for having the room set up to meet their needs and for returning it to its original condition immediately following their event. The groups or their campus sponsor(s) are responsible for all cleanup, housekeeping charges, and damage.
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USE OF ROLLOW AVENUE OF OAKS, FISHER GARDEN AND OTHER OUTDOOR FACILITIES

Rhodes alumni, Rhodes Trustees, full-time members of the Rhodes faculty, students and staff may request use of Rollow Avenue of Oaks or Fisher Garden for private functions. Rental equipment (e.g., chairs, tables, etc.) is the responsibility of the client. A rental fee is charged for use of facilities. Contact the College Events Office at ext. 3888 for more information.

USE OF BURROW REFECTORY

Rhodes’ dining complex is a major center of student and campus life. As such, when the College is in regular session, all use of dining areas including Neely Hall (south hall of the refectory), Hyde Hall (north hall of the refectory), Goldman Hall and Rollow Hall (east and west halls of the refectory) by any groups must be approved by the College Events Office, who will coordinate with the campus dining services. Rhodes users can request use of the space through the Events Management System. Instructions are available on the College Events webpage.

On a space available basis that presents no conflict with use by the campus community:

• Trustee, Full-Time Faculty or Staff may make requests for personal use for the Refectory and its facilities for their immediate family; and
• Current students may make requests for personal use of the Refectory (e.g. Wedding Receptions) for themselves under the established rental agreement policies and procedures.

Such requests may be made up to six months in advance of the proposed event and should be directed to the College Office, who will coordinate all arrangements in accordance with Rhodes’ policies and procedures. Fees will be incurred for personal use of space. Trustees, faculty, staff and students will be charged 50% of the facility rental rate charged to off-campus individuals and groups. All other direct charges for special set-ups, equipment, audio-visual aids, food service, catering and miscellaneous fees will be charged at standard rates applicable to all clients.