Scheduling Policies and Considerations
There are many things to consider before booking space for your event: Who is coming? What space would be most appropriate for your event? Are there other annual events happening that same day that might conflict such as Commencement, Finals, etc.?
Call our office first so that we can assist you with choosing the right location, avoiding conflicts with other University events, etc.
The majority of event spaces are scheduled by University Scheduling. Other offices are responsible for scheduling some other spaces at Brown that you may want to consider. Again, we can assist you in choosing those spaces even though we may not reserve them. Please review the listing of on-campus spaces and who schedules them for more information.
Capacities of commonly used space are provided starting on page 11 of the Fire Safety for Events Program [PDF].
Please keep the following in mind:
~~Reserving the room only gets you the room. The next step is to contact the appropriate event services.
~~Brown credit-bearing courses take precedence over other University events and conferences. Exceptions to this policy can only be made by contacting the Office of the Dean of the College first before booking your space.
~~Having potential dates and times in mind when you look for space is very helpful, but do not solidify a date until you are sure that space is available!
~~Instead of asking for a specific space, please ask for assistance in finding a space that meets your needs -- many popular rooms are tied up by small events that could easily be accommodated in other spaces.
~~Cancel your reservation! Space is limited, so please free up space when you no longer need it.
~~Be sure you know what the standard set-up is. If you stop by to look at the room, don't assume the set-up you see is the one that is always there.
~~Be respectful. If your organization hosts an event and the room is damaged, you are accountable for the damage.
~~If you are having an outdoor event, you'll need to identify a rain location or a rain date.
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In an attempt to address the growing need for student-related dance spaces, groups may request practice time beyond their groups’ regular hours 5 business days in advance. Each group should designate 2 liaisons who contact the USO office by phone, in person or by email (on Mondays or Fridays) for the upcoming week. The liaisons may identify the additional time needed and reserve space.
If space is needed for a dress rehearsal for an on-campus event, you may be able to book space in advance. Please be in touch with our office as early as possible to discuss your options.
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Availability of space will commonly impact your ability to plan an event. Having potential dates in mind when you look for space is very helpful, but do not solidify a date until you are sure that space is available!
While it is not comprehensive, it is good to check the University's Events Calendar for other events that may conflict with your event. You should also post your event as early as possible so that others will know about your event when scheduling.
You should also keep the following major events in mind:
- First-Year Orientation: the week leading up to Labor Day
- Family Weekend: mid-October
- Fall Festival: Late October, typically the last weekend in October [contact the Student Activities Office for more information]
- Third World Center's calendar of cultural weeks and months
- Women's History Month: March [contact the Sarah Doyle Women's Center for more information]
- Pride Month: April [contact the LGBTQ Resource Center for more information]
- A Day on College Hill: mid-April
- Spring Weekend: Late April, typically the weekend right before Reading Days begin [contact the Student Activities Office for more information]
- Commencement: Memorial Day weekend
Building Hours: Please keep in mind that not all buildings are always open. While it may be possible to arrange to have a building openned, there may be additional costs or security concerns.
Quiet Hours (in and near Residence Halls): All members of the University Community have a right to reasonable peace and quiet during normal hours of rest. Creating undue noise or disturbance in or adjacent to residential units is prohibited between 12 midnight and 7 AM on weekdays and between 2 AM and 9 AM on Saturdays and Sundays.
Closing Time (for student events): All events and activities held on Sundays through Thursdays must close by 12 midnight. Friday and Saturday events and activities must close by 2 AM.
Alcohol Service: Alcohol service must end at 1 AM for events that qualify for a Class F license (events where alcohol will be served and money will be collected at the event for any reason).
Outside Music: City regulations do not permit outdoor music after 12 midnight.
Set-up and clean-up: Be sure to reserve the time required by Catering, Facilites, Media Services and others to set-up and clean-up before and after your event.
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The University greens are a valuable natural resource. It is intended that they be enjoyed by all, in addition to being a show place and forum. Scheduled events/activities must be in keeping with community standards of decorum. In addition, use of the greens can neither result in damage to the greens nor should there be undue disruption of the normal course of University life. Please keep in mind that the greens are living and, as such, we work to distribute events over the University's many green spaces to avoid overuse of any one space; effort is made to limit the use of the main historical greens -- Lincoln Field, the College Green (commonly referred to as teh Main Green), and the Front green -- to those events requiring their use.
• LENGTH OF RESERVATION: Usual reservation time is 1 day for an event and 1 to 3 days for exhibits/displays; large exhibits are limited to 2 days. No events involving encampments on main historical greens or residential quadrangles will be permitted.
• GREEN REQUESTS DURING UNIVERSITY EVENTS: Requests during major University event programs (Orientation, Family Weekend, ADOCH, Commencement, etc.) must be approved as part of that program.
• SPACES THAT MAY NOT BE RESERVED: Except during a major University event program, the center of the Front and College Greens, except for the area immediately under the trees in front of Sayles Hall, are for general/informal use only. Exceptions may be granted if a tent is required [i.e. the center of the College Green between the trees in front of Sayles and University Hall and the center of the Front green between University Hall and the Van Winkle Gates cannot be reserved].
• SPONSORSHIP REQUIREMENTS: The activity or event must be sponsored by a University department or recognized student organization. Commerical activity or vending is not permitted. Please be sure passers-by can identify the sponsoring group either by having event organizers present or indicating the sponsorship on a banner or other material.
• RESPECT FOR NEIGHBORS AND SURROUNDING ACTIVITIES: Activities may not disrupt other scheduled events (inside or outside the buildings), including classes. Sound and crowd noise should be kept at the minimum level required for the activity at all times. All requests are reviewed for potential impact on other activities and the neighborhood. City ordinance and University quiet hours restrict the scheduling of outdoor events after 11:59 PM Sunday through Thursday and 1:00 AM on the weekends.
• WEEKDAY DAYTIME SOUND/NOISE CONSIDERATIONS: On weekdays, no amplified sound or high levels of noise are permitted during the day on the College or Front Greens until classes have concluded in the surrounding buildings. Amplified sound may be requested on other greens during the day on weekdays from 12-12:50 PM; however, if any complaints are received, the sound must be immediately turned off. As no classroom or administrative offices are located on Wriston Quad, reasonable noise levels, including amplified sound, may be requested at any time.
• CLEAN-UP AND VEHICLE ACCESS: Traffic, including emergency vehicle access, may not be impeded. No damage may be done to the trees, grass, or sprinkler systems. Clean-up must be assured and complete.
• LIMITS OF A RESERVATION: Once your reservation is confirmed, no other reservation for a formal event will be made for the same green space area without your approval; however, your reservation does not guarantee that there will not be informal activities in the area. If you are reserving a popular space (like the College Green) and the weather is nice, you may have to contend with significant levels of ambient noise. Please plan accordingly. Public Safety can certainly assist you if any informal activities are creating a significant disruption to your event.
• ADHERENCE TO THESE AND OTHER UNIVERSITY POLICIES: The University has guidelines for Political Activities and for Protests and Demonstrations. If you are making a request for use of a green space for a purpose that could be, in any way, construed as a Political Activity or a Protest or Demonstration, you must review these policies and confirm that your event will conform with these policies.
• APPROVAL OF REQUESTS: Requests for usage of University Green Spaces require several approvals. We cannot guarantee that requests received less than 7 days in advance will be processed in time. Approval does NOT include any equipment or set-up; these must be arranged separately with Facilities Event Support (401-863-7820).