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Department of Music

Department of Music

Ewell Hall Scheduling

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 Recital Hall theater. Due to this problem, events are never scheduled at the same time in these two rooms.

Priority Guidelines:

1. Official Academic Classes and non-official classes
2. Official Department of Music functions
3. Senior Recitals or honors projects
4. WM affiliations
5. non WM functions

Note: This policy concerns scheduling of rooms between 7:00am-11:00p.m. Monday - Friday, and on weekends, excluding summer and interim breaks. Faculty members may bump any previously scheduled users in an emergency situation only (e.g., to make up a class that was cancelled 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.

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 $25 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 .

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: The department is responsible for the maintenance and tuning of all pianos. There is a $65 charge for each tuning. Please notify Kristi Millett (221-2157) in the Department of Music at least one week before your event to arrange for piano tuning. Ewell Recital Hall has one permanent Steinway grand piano. Occasionally another grand piano, on loan from the Piano and Organ Outlet, will also be available; this 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.

Receptions: Permitted in the grand lobby areas only. No food or drink is permitted inside the theater or classrooms. Trash should be placed in proper receptacles.

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.

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.

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.