Procedures for Scheduling Events and Reserving Facilities

The procedures listed below are for the use of faculty, staff, and student organizations. Lawrence University's facilities are reserved first and foremost for instructional activities, including, but not limited to, scheduled classes, convocations, ensemble rehearsals, concerts, theatre rehearsals and productions, tutorials, and independent study/research in all areas.

How do I reserve a space on campus?

• The event sponsor must first consult the online Lawrence University Calendar to ascertain whether the proposed event is in conflict with other activities planned for that date, time, or facility.
• If the date and space are open, the event sponsor must complete a room reservation form, which can be obtained from any building secretary at a central office location.
• Submit the form to the facility/room coordinator for the space desired. The form must be completed in full, and the facility/room coordinator's approval and signature must be obtained before the event is announced to the campus or outside public.
• The facility/room coordinator will then forward the form to the office of Communications for entry in the Lawrence University Calendar.
• If the event requires special services, (e.g., food, A.V. equipment, tables, or chairs), the event sponsor must contact those offices directly for assistance. Turning in a room reservation form only means that your facility/room has been reserved.

Note: No room can be reserved until the form is received by the approving facility/room coordinator. Verbal agreement does not confirm a date.

How far in advance can I schedule an event?

Faculty, staff, and student organizations should be aware that the following events are considered major institutional events and have calendar priority:

Alumni Board meetings
Board of Trustees meetings
Commencement
Convocations
Fall Festival/Homecoming
Honors Dinner
Performing Arts at Lawrence:  Artist and Jazz Series
Reunion Weekend
Scholarship Luncheon

Those interested in booking events for the *next* academic year are advised and encouraged to wait until after October 15th -- once the priority events have been set -- to prevent cancellation of space, etc.  Please contact the Outreach Office outreach@lawrence.edu to schedule your event on the calendar.

All other university groups may reserve dates and facilities between October 16 and March 1 of the preceding academic year. Community groups may reserve dates after March 1 for the next academic year.

It is recommended that event sponsors check calendar availability at least four weeks in advance of their planned event. If ticketing is necessary for an event, the event sponsor must notify the university box office and fill out a box office service contract no later than four weeks prior to the event.

What if my group is hiring an outside entertainer, speaker, or service provider that requires a contract?

• The event representative must submit any such agreement to the executive vice president for review, approval, and signature. Only the university president and executive vice president may sign contracts obligating the university.
• The event representative is responsible for meeting all terms of the contract, including payment and any and all applicable local, state, and federal withholding taxes. (Note: Entertainers receiving more than $3,200 in fees must complete a 6% Wisconsin Nonresident Withholding Tax form. Contact the business office for more information.)

 

---

Lawrence University, PO Box 599, Appleton, WI 54912 (920) 832-7000 Contact Lawrence