SCHOOL OF MUSIC HANDBOOK

Room Reservation and Usage Policy
for School of Music Faculty, Staff, and Students

Rooms reserved for music-related use in the Green Center for the Performing Arts should be reserved through the Director of Publicity in the School of Music office. The Director of Publicity will make the necessary arrangements with other offices on campus for setups and entry into the campus reservations system.  All reservation requests are subject to availability of space, the schedule of events, and final approval by the Coordinator of Conferences and Campus Events.

 

Classrooms

Classrooms in the Green Center for the Performing Arts include rooms 1021, 1152, 178, 179, 1201 (Acting Studio), 1202, 201 (Dance Studio), 302, and 1302 (as of November 4, 2008).

Regularly occurring classes will be scheduled by the School of Music administrative staff.  The Dean will solicit class requests from faculty members and work with the appropriate personnel to submit a schedule to the University Registrar’s Office following normal university procedures.

Classroom usage for single occurrence events (meetings, exams, etc.) or recurring events should be scheduled through the School of Music Director of Publicity. 

Classrooms in the Green Center for the Performing Arts must be scheduled at least one week in advance.  All reservations are subject to room availability.

 

Rehearsal Rooms

Rehearsal Rooms in the Green Center for the Performing Arts include rooms 1112, 1115, 1118, 170, and 1029.

Rehearsal Rooms in the Green Center for the Performing Arts should be scheduled at least one week in advance.  All reservations are subject to room availability.

Every effort will be made to avoid scheduling events in rehearsal rooms when regularly scheduled ensembles (such as University Band or University Symphony Orchestra) will need time to set up prior and tear down after their scheduled rehearsals.

Food and beverages, with the exception of water, may not be consumed in these rooms.

Chamber Ensembles
Directors of chamber ensembles should contact the Director of Publicity within the first two weeks of the semester to schedule a regular rehearsal time and space for chamber ensembles.  These reservations will be made on a first come/first served basis.  The Director of Publicity will make room assignments based on available space and room setup requirements.  Every effort will be made to schedule chamber ensembles in spaces that will require minimum setup and movement of instruments, while avoiding conflict with scheduled events, large ensembles, or other rehearsals.

Studio Classes
Faculty members who wish to have weekly studio classes in a rehearsal space should contact the Director of Publicity within the first two weeks of the semester to schedule a weekly studio class time and space. These reservations will be made on a first come/first served basis.  The Director of Publicity will make room assignments based on available space and room setup.  Every effort will be made to schedule studio classes in spaces that will require minimum setup and movement of instruments, while avoiding conflict with ensemble rehearsals and scheduled events.

 

Recital, Concert, and Event Halls

Recital, Concert, and Event Halls in the Green Center for the Performing Arts include Kresge Auditorium, Thompson Recital Hall, and Moore Theatre. 

Reservations should be requested through the Director of Publicity.  The Director of Publicity will consult with the Coordinator of Conferences and Events, as well as representatives from the School of Music and Department of Communication and Theatre to schedule events and avoid conflicts. Usage of the halls must be scheduled at least one week in advance

Food and beverages, with the exception of water, may not be consumed in these rooms.

Kresge Auditorium

No regular (weekly) classes or lessons are to be scheduled in Kresge Auditorium, with the exception of organ lessons.

Ensembles may rehearse in Kresge Auditorium the week prior to a performance in Kresge Auditorium.  These rehearsals should be scheduled through the Director of Publicity, who will make the arrangements with the Coordinator of Conferences and Event at the beginning of each semester.

In the case of a collaborative concert featuring two ensembles that will not fit into a rehearsal room (i.e. Orchestra and Choir), Kresge Auditorium may be used for joint rehearsals.

Regularly scheduled studio classes  (with the exception of organ classes) are not to take place in Kresge Auditorium.  Studio classes may be
scheduled prior to major events and juries.

Prior to the date of the concerto competition, the Director of Publicity will post a list of available rehearsal times on the School of Music bulletin board across from the School of Music office.

Kresge Auditorium is not to be used for individual rehearsals, with the exception of organ rehearsals.

Sophomore Performance Exams and end of semester juries may be scheduled in Kresge Auditorium.  Faculty members should reserve these dates and times six weeks in advance to ensure availability.

For policies regarding the reservation of dates and/or times for recitals, concerts, recital juries, and rehearsals for said events, see the Event Scheduling Policy.

Thompson Recital Hall

Ensembles may rehearse in Thompson Recital Hall the week prior to a performance in Thompson Recital Hall.  These rehearsals should be scheduled through the Director of Publicity at the beginning of each semester.  The use of Thompson Recital Hall for regularly recurring rehearsals will be determined based on availability and the needs of the ensemble.

Regularly scheduled studio classes are not to take place in Thompson Recital Hall.  Studio classes may be scheduled prior to major events and juries.

Prior to the date of the concerto competition, the Director of Publicity will post a list of available rehearsal times on the School of Music bulletin board across from the School of Music office.

Thompson Recital Hall is not to be used for individual rehearsals.

Sophomore Performance Exams and end of semester juries may be scheduled in Thompson Recital Hall.  Faculty members should reserve these dates and times six weeks in advance to ensure availability.

For policies regarding the reservation of dates and/or times for recitals, concerts, recital juries, and rehearsals for said events, see the Event Scheduling Policy.

Moore Theatre

DePauw Opera may reserve Moore Theatre for rehearsals and performances.  These reservations should not conflict with events in the Department of Communications and Theatre.  For guidelines regarding the scheduling of the DePauw Opera, see the Event Scheduling Policy.

 

Conference Room (GCPA 1133)

The conference room in the Green Center for the Performing Arts may be scheduled through the Administrative Secretary (for meetings involving the Dean of the School of Music), the School of Music Faculty Secretary (for faculty committees and other faculty meetings), or the Director of Publicity (for all other meetings). 

Classes are not to be scheduled in GCPA 1133.

 

Recording Studio (GCPA 1138)

To reserve time in the Recording Studio, contact the Director of Publicity.  After consultation with the Recording Arts Specialist, a time will be scheduled.

mitc Lab (GCPA 1151)

To reserve time in the mitc Lab, contact the Director of Publicity.  After consultation with the Coordinator of the Music Instructional Technology Center, a time will be scheduled.

Electronic Piano Classroom (GCPA 1027)

To reserve time in the Electronic Piano Classroom, contact the Director of Publicity.  After consultation with the Director of Keyboard Studies, a time may be scheduled if the request is approved.  The Electronic Piano Classroom has regularly scheduled hours during the semester.  Contact the Director of Keyboard Studies for specific details.

 

Great Hall

To reserve the Great Hall for music events, the following criteria must be met:

  • The reservation request should be made at least 30 days in advance.  If the event to be scheduled is a concert or recital, the concert should be scheduled as stated in the Event Scheduling Policy.
  • At the time of the reservation request, a detailed description of the event and necessary setup must be submitted electronically to the Director of Publicity.  A committee will look at the proposed event to determine if the Great Hall may be used.
  • Due to safety regulations, the audience or event size may be limited.
  • The Great Hall is to be used “as-is.”  No furniture is to be moved out of the Great Hall for an event. Staff will assist in moving pianos into the Great Hall and setting up seating.
  • Events in the Great Hall cannot disrupt the normal activity in the Green Center for the Performing Arts.
  • Set up time for the event or rehearsal is normally limited to one hour.  Tear down time is normally limited to 30 minutes.
  • All requests must fall within the university guidelines for usage of the Great Hall and Rotunda A, as listed below:
    • Reservations should be limited to those events related to the School of Music, the Department of Communication and Theatre, Admissions, and Development/Alumni Relations.  These events should also be related to the mission of the program or department they represent.  All other outside requests will be reviewed for approval.
    • Proposed events should not restrict maximum use of offices, library, lounges, classrooms, or rehearsal spaces by students, faculty members, or staff members.
    • Proposed events should not disrupt classes, study areas, normal traffic flow, or library users.
    • The Great Hall/Rotunda A should not be scheduled separately when events in adjacent large performances spaces (Kresge Auditorium and Moore Theater) are scheduled to occur. 
    • Proposed event set up/tear down should not be disruptive to traffic, users, and classes.
    • Proposed event will be able to use existing lighting only.
    • Proposed event should submit any sound amplification request in advance to be reviewed and approved.
    • Proposed event should not include any long-term set up.
    • Proposed event setup should not in any way interfere with egress.
    • Proposed event setups will be limited to those already determined by Facilities Services to be in accordance with fire code.  Set up arrangements will need to be made with Facilities Services in advance.
    • Proposed event should have technical needs approved by the Technical Director for the Green Center for Performing Arts in advance

Green Center Gardens

  • The reservation request should be made at least 30 days in advance.  If the event to be scheduled is a concert or recital, the concert or recital should be scheduled as stated in the Event Scheduling Policy.
  • At the time of the reservation request, a detailed description of the event and necessary setup must be submitted electronically to the Director of Publicity.  A committee will review the request and event description to determine if the Green Center Gardens may be used.
  • Due to safety regulations, the audience or event size may be limited.
  • Events in the Green Center Gardens cannot disrupt the normal activity in the Green Center for the Performing Arts.