Ewell Hall Room Reservations
Please review the following Music Room Policies and Procedures before requesting a room.
Warning: Sound leakage exist between Ewell Hall band room #207 and the Ewell Recital Hall. Due to this problem, events are never scheduled at the same time in these two rooms.
Priority Guidelines:
- Official Academic Classes and non-official classes
- Official Department of Music functions
- Senior Recitals or honors projects
- WM affiliations
- non WM functions
Note: This policy concerns scheduling of rooms between 7:00am-11:00pm Monday - Friday, and on weekends, excluding summer and interim breaks. Ewell Recital Hall is not available for anything non-Departmental during the week until after 6:00pm. Faculty members may bump any previously scheduled users in an emergency situation only (e.g., to make up a class that was canceled because of inclement weather). Bumping will be done with proper notice and with an attempt to inconvenience as few persons as possible. A paid reservation will not be bumped except under extraordinary circumstances at the discretion of the Chair, Department of Music.
Booking Procedure: Every request for use of rooms must be submitted on this form to Kristi Millett, Scheduling Coordinator. You will be advised within three work days of approval or disapproval. She is responsible for programming ID cards. Rooms are available for use by reservation ONLY. Reservations may be made by students preparing recitals or Department related student activities (such as a cappella group performances). The Recital Hall is not available for casual practice, garage band rehearsal, or for other campus or non-WM activities to which the venue is not suited.
Weekend custodial surcharge: Ewell Hall has no college supported custodial service between Friday evenings and Monday mornings. In order to ensure that the facilities are clean, restrooms restocked with paper, and trash cans emptied, the Department of Music requires a $50 surcharge for events that take place Friday evening, all day Saturday and Sunday. This charge helps to pay for contracted custodial service on the weekend. Only senior recitals by music concentrators and official Department of Music events are exempt from this surcharge.
Recordings: Recording facilities are available through multimedia services on campus: contact Jeff Herrick.
Limitations of the Recital Hall: It must be stressed that Ewell Recital Hall is a small Recital Hall, not a theater. It is suitable for small recitals, poetry readings, master classes, and lectures. The stage is small, there is very little space backstage, and there are minimal lighting options for the space. The space's AV equipment is also not available for non-Departmental events. If an event is deemed unsuitable for the space, it will not be approved.
Lights: Under no condition is re-aiming the lighting permitted. Please familiarize yourself with the light panel at the back of Ewell Recital Hall stage. Lights should be turned off when leaving.
Pianos: A Yamaha grand piano is available to those who reserve the Ewell Recital Hall. A Steinway grand in the Hall may be made available by separate application and approval. Use of both pianos for the same event is not guaranteed. It is the responsibility of the individual or group renting Ewell Recital Hall to position the piano(s) on the stage and to return the instruments to their original locations after the event. If the Steinway is used, it must be locked and covered at the end of your event. The department is responsible for the maintenance and tuning of all pianos. Please notify Kristi Millett (221-2157) in the Department of Music at least one week before your event to arrange for piano tuning. There will be a charge for tuning.
Receptions: Permitted in the grand lobby areas only. The lobby is not automatically included in a reservation for the Recital Hall or any other room--it must be reserved in addition and the nature of the reception to be held there must be specified on the reservation form. No food or drink is permitted inside the theater or classrooms. Trash should be placed in proper receptacles. Furniture is never to be moved for a reception or an event.
Chairs/Props: The Department of Music has no provisions for set-ups. You are responsible for all stage arrangements, including moving of pianos, chairs, etc. Chairs and tables must be removed from the stage at the end of the event. One Grand piano should remain on the stage. Chairs in classrooms should be re-aligned. To open or close curtains on the Recital Hall stage, pull the cords. DO NOT yank on the curtains; this will cause them to fall down. There is very little space available backstage--complicated or theatrical events will not work in the Recital Hall because of this.
Doors: must be secured when leaving. If the room is left unsecured and damage occurs to the room or to its contents, those authorized individuals who used the room last, prior to the occurrence of damage can be held responsible.
Other Equipment: The use of any room in Ewell Hall by an off-campus group is by application and does not include the use of WM equipment (stands, audio equipment, musical instruments) unless approved ahead of time. Approval for any musical equipment, if available is through the Director of Orchestra or Bands and will involve an instrument usage fee. Ewell Hall AV equipment is not available to non-Departmental groups.
Agreement: I understand and agree not to hold The College of William and Mary and/or the Commonwealth of Virginia responsible for costs, expenses, fires, injuries, and/or deaths which arise from or are caused by the use of college facilities of the activity hereby applied for the applicant, its employees, agents, invitees, or independent contractors.
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