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Student Policy and Procedure



24.020:  Use of Templeton-Blackburn Alumni Memorial Auditorium


Status:Approved on June 4, 2012Signatures and dates
on archival copy
Effective:when approved 
Initiated by:Ryan Lombardi
Associate Vice President and Dean of Students
 
Endorsed by:Pam Benoit
Executive Vice President and Provost
 
Approved by:Roderick J. McDavis
President
 


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I.   Overview

This policy provides for the consistent allocation of space and time among the various competing uses of Templeton-Blackburn Alumni Memorial Auditorium.

Templeton-Blackburn Alumni Memorial Auditorium, as referred to in this policy, includes the main auditorium and stage, as well as the other interior spaces of the facility, including the Chaddock-Morrow Alumni Room, the East and North Main lobbies, and the North Mezzanine.

The purposes of Templeton-Blackburn Alumni Memorial Auditorium are:

  1. To host programming that enhances the educational and cultural objectives of Ohio University and the southeastern Ohio communities.

  2. To also serve as a venue for public or community events, when available, and in accordance with the policies and procedures contained herein.

The use of the facility shall generate revenue through the establishment of fees and the payment for all services provided by the staff of the Event Services Office and the Division of Student Affairs to sustain the operation of equipment, the facility, staffing, and operational needs. A list of all rental and equipment usage fees is available in the Office of Event Services.


II.   Policy Cross-Reference

Policy 01.025 provides an umbrella policy for all facilities usage. Issues not addressed in this policy may be addressed there. For the purposes of Policy 01.025, Templeton-Blackburn Alumni Memorial Auditorium is an auxiliary facility.

Policy 24.016 applies to the use of the West Portico and other exterior spaces of the Templeton-Blackburn Alumni Memorial Auditorium. This policy applies to the interior spaces of the Templeton-Blackburn Alumni Memorial Auditorium.

Policy 20.095 describes the process for establishing and changing fees for facility use.


III.   Management

Event Services shall be responsible for the scheduling, supervision, facilitation, and administration of all programs, classes, and events scheduled in the Templeton-Blackburn Alumni Memorial Auditorium.


IV.   Use Priorities

Please contact the Office of Event Services to identify the most current scheduling practices for the Auditorium. The Auditorium will fall under the Major Event scheduling process coordinated by Event Services. The following list is in order of decreasing priority:

  1. All contracted Performing Arts Series programs.

  2. All Kennedy Lecture and Frontiers in Science programs.

  3. All College of Fine Arts classes, other academic classes.

  4. College of Fine Arts Programming Events, Honors Convocations and other University special weekends (i.e., Dad's, Mom's, Sib's, etc.) and special weeks (i.e., Communications Week, etc.), and Presidential Requests.

  5. Major student programming units (i.e., UPC, BSCPB).

  6. All other departments or colleges and registered campus organizations.

  7. All non-University organizations.


V.   Scheduling Set-up and Tear-down Time

The Performing Arts Series programs scheduled shall include the day prior to the event. Other events may request the day prior to their scheduled event, subject to space availability. Certain programs may require additional days prior and subsequent to the public performance dates. These requests will be directed to the Executive Director of Event Services.


VI.   Alternatives

The staff of the Office of Event Services reserves the right to recommend alternative spaces for user requests depending on expected size of audiences, technical needs, scheduling concerns, and appropriateness of program in facility.


VII.   Reservations

Reservations will be accepted based on the major event scheduling process coordinated by the Event Services office.


VIII.   Staffing

  1. All staffing, to include house manager, technical director, stage manager, ushers, stage hands, and security, shall be in the quantity, and quality, deemed necessary by the Event Services staff for the protection and orderly maintenance of the facility and program.

  2. All organizations or departments requesting the use of the auditorium at a time when normal custodial services are not available shall be responsible for the associated costs of needed custodial services.


IX.   Ticket Office

The Ticket Office will be operated solely by Event Services:

  1. All organizations or departments, charging admissions for a scheduled event, shall use the auditorium ticket office. There will be a 4% surcharge on gross receipts. Night of event staffing costs will also be charged to sponsoring organization.

  2. A 3.5% charge card fee will be assessed on all applicable charge card purchases and reimbursed by the sponsoring organization.

  3. All organizations or departments utilizing the auditorium ticket office shall have a University account for the deposit of all receipts unless prior authorization is approved by the Executive Director of Event Services.


X.   Cancellations

In the event of the cancellation of an event, the organization or department shall be responsible for all expenses incurred by the staff of Event Services prior to cancellation, including the associated costs of refunding of tickets if applicable.


XI.   Concessions

  1. Events which include merchandise concessions shall either provide for the staffing of such concessions or be charged for staffing costs. There is a house fee of 20% of gross sales for all merchandise concessions, unless otherwise determined by signed artist contract.

  2. No food or drink of any kind shall be sold or given away in the Templeton-Blackburn Alumni Memorial Auditorium without the express approval of the Executive Director of Event Services.


XII.   Recording and Photography

The use of cameras and recording devices shall not be permitted, unless approved by the event promoter, University Communication and Marketing, and Event Services.


XIII.   Advertising

Organizations or departments sponsoring an event must first receive clearance from University Communications and Marketing, Event Services, and the presenter (or his or her representative or agent), before posting any advertisements (print or electronic media), to assure all information is correct.




Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Vice President for Student Affairs

  2. Director of Facility Planning and Space Management

  3. Budget Director


Forms, References, and History


A.   Forms

The following forms are specific to this policy:

  1. The Application for Scheduled Event Form is available from the Office of Event Services.

  2. The Technical Information Form is available from the Office of Event Services.


B.   References

The following items are relevant to this policy:

  1. Policy 01.025, "Use of Ohio University Facilities."

  2. Policy 24.016, "Use of Outdoor Space on the Athens Campus."

  3. Policy 20.095, "Approval of Fee Rates."


C.   History

Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/24-020/.

Prior versions of this policy were approved on:

  • April 30, 2003

  • August 17, 1987

  • October 31, 1969



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Administrative Policy Manual

Dick Piccard revised this page
(http://www.ohio.edu/policy/24-020.html)
on May 7, 2013.
policy@ohio.edu

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