Use of Campus Facilities
Recognizing the importance of a broad program of extracurricular activities in the lives of its students, faculty, and staff, The College of William and Mary seeks to encourage the widest practical use of its physical facilities by campus and non-campus groups whose educational, cultural, and athletic purposes are compatible with those of the College. The College will not interfere with the rights of individuals and groups to the free expression of their views as set forth in the College's Statement of Rights and Responsibilities. However, extracurricular events which, in the College administration's determination, limit or interfere with the academic program of the College or are likely to damage or disrupt College facilities or activities may not be scheduled.
The use of all facilities of the College shall be in accordance with all applicable laws and College policies, including the policies on noise and disruptive conduct.
General Policy and Scope
The scheduling of activities and events shall be done in a manner and under procedures that assure the primary use of facilities and areas in ways which, in the determination of the College's administration, enhance the educational, social, cultural, recreational and intellectual environment of the students, faculty and staff of the College. The College does not regulate or discourage speech based on its viewpoint.
These policies and procedures apply to the scheduling of events and activities, other than those related to regularly scheduled courses and seminars, in all College facilities -- all buildings, grounds, and other spaces of the College, both indoors and outdoors. Demonstrations, rallies, vigils, and other group free speech exercises, as well as distributions of literature such as leafleting and pamphleting, must be scheduled under the procedures below. Door-to-door distribution of literature in College buildings is prohibited with the exception of official College communications.
General Standards Governing Scheduling and Use of Facilities
- 1. Groups desiring to use College space and facilities shall submit requests through the Scheduling Office as far in advance as practical. Any requests not received sufficiently in advance to permit needed inquiries, evaluation and consideration, may, where appropriate, be denied for that reason.
- 2. Activities of the College itself have precedence over all extracurricular events. Activities of recognized College organizations and groups shall have priority over those of other users.
- 3. Only designated facilities are available for scheduled events; for example, the following facilities are not available for scheduling: faculty and staff offices; department libraries, museums, lounges and special collection facilities; and laboratories and class rooms during periods of regularly scheduled academic use. The Scheduling Office can provide information about which facilities are available for a planned activity or event. It can also assist students and others with information about restrictions on use of certain facilities, such as the Sunken Garden, the Sadler Center and the Campus Center, the Crim Dell Meadow, and the Wren Building.
- 4. No activity or event shall be scheduled for an unsuitable location, considering size, accommodations, traffic, noise, time, relationship to nearby areas and activities, and other relevant facts and circumstances. Where, by reason of location, time, size, or nature, a particular activity can be reasonably undertaken with due regard for health, safety, and protection of College property and functions only by the observance of special precautions or arrangements, approval of use of a facility or location shall be appropriately conditioned.
- 5. Recognized student organizations may invite or sponsor non-College speakers, performers or groups to conduct activities or events on campus. The outside speaker, performer or group may be given permission to use specific College facilities through a written contract under terms and conditions that protect the College's institutional interests. Such groups may not state or imply College sponsorship of the organization or its program without written authorization. Each sponsoring organization, in requesting to use College space or facilities, shall be under a duty to assume self-regulation at events and activities to assure that applicable laws, regulations, and College policies are observed. Failure to observe such laws, regulations, and College policies shall justify revocation of permission to use facilities and space, both as to activities in progress and future activities, and may result in institutional discipline.
- 6. The College reserves the right to deny the use of its facilities to any non-College organization or individual seeking to rent or use College space. Only designated facilities are available for such use. Rental or usage fees will be charged, and additional contractual obligations will apply.
- 7. Events will not be scheduled during the reading or examination periods.
- 8. Routine utility and maintenance costs associated with activities of recognized College groups, such as utility costs, will normally be absorbed by the College where insignificant in amount. Individuals or groups whose use of space and facilities entail added costs to the institution shall be accountable for such expenses, and may be required to pay as a condition of use. Examples of such expenses include the cost of providing platforms, special fixtures and equipment, or the assignment of significant maintenance or security personnel. All users are responsible for costs of damage, repair and clean up arising from their use of College facilities.
- 9. Organizations and individuals conducting activities for profit (charging admission or the like) shall be charged commercially comparable usage fees to be established by the Assistant Vice President for Student Affairs. An activity shall not be regarded as conducted for profit where all net proceeds are for the use of a charitable organization, or where designed to only cover or defray expenses, or where the group sponsoring the event derives substantially all proceeds from members. Also, all activities of recognized student organizations shall be regarded as non-profit if net proceeds are for the exclusive use of such an organization.
Administration of the Scheduling System
The Assistant Vice President for Student Affairs is the Administrator of the scheduling system. The Administrator shall maintain a schedule of all events and activities to which space and facilities are allocated. Scheduling requests should be submitted to the Administrator through the Scheduling Office. The Administrator shall make all inquiries necessary to evaluation and disposition of such requests.