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. 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.
Ewell Recital Hall
The Recital Hall is a functioning academic space as well as a
performance hall. In it our students rehearse, take private lessons,
present their senior projects, and learn that most subtle of arts:
audience interaction in performance. We host a variety of performances,
including our Ewell Concert Series, in the Hall each semester as well
as academic events. These are offered free to the public. The Recital
Hall is located in Ewell Hall on the William and Mary campus. Entry is
on the west side of the building (this entrance is labeled "Music
Department" above the door). The Hall seats approximately 130 people
and is wheelchair accessible from the east side of the building.
Booking Procedure: Every request for use of rooms must be submitted on this form to Dianne Alleman, 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.
Guidelines for community reservations: We are happy to allow groups from the community to use Ewell Hall as a venue when the schedule permits. In order to provide for the needs of our students and faculty, we have developed some guidelines for community reservations. Reservations for the fall semester will not be approved until after the fall drop/add period ends (early September). Reservations for the spring semester will not be approved until after fall break (mid-October). Reservations for the summer will not be approved until after spring break (mid-March). Due to lack of staffing in the summer months, requests for more than one day will only be approved when a faculty member is directly involved with the organization and will be available to help if needed. All summer reservations will be subject to approval by the Chair of the Music Department.
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: CHANGE: As of the fall of 2012, we once again have a Yamaha Grand Piano in the Recital Hall. This piano is unlocked and available for those who reserve the room. The Steinway Grand is kept locked, so individuals renting the room will need to arrange to pick up a key from the Music Office prior to the event if they wish to use it. It is the responsibility of the individual or group renting Ewell Recital Hall to position the piano on the stage and to return the instrument to its original location after the event. The Steinway 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 Logan Chappell (221-1071) 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 the piano, chairs, etc. Chairs and tables must be removed from the stage at the end of the event. 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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