Policy Information 93|Page www.kutztown.edu/thekey and activities conducted by groups for the purposes of advocating or inciting hatred against persons because of their race, national origin, religion, sex, or sexual orientation. Event/Facilities Reservation Non-University Groups 1. Non-University groups who wish to reserve University facilities can do so through the Office of Conference and Event Services. 2. Non-University groups reserving facilities must complete a state system contract, sign a hold harmless agreement, and provide insurance listing the University as additionally insured (done through the Office of Conference and Event Services). 3. University Community members who wish to reserve university facilities for non-affiliated events are defined as “external events” and must adhere to the non-university groups reservation procedures. Members of the University Community Members of the University community and registered student organizations who wish to reserve University facilities for an event, must do so through the Office of Conference and Event Services. Facilities Reservation Procedures 1. Requests to reserve University facilities for events and activities, except academic reservations (i.e., for classes and final exams) can be made online by logging into the EMS room reservation program (room scheduler). 2. The facility should be reserved as far in advance as possible but at least two weeks prior to the activity. These deadlines have been established to ensure time for such services as contacting other offices, locating alternate facilities, securing needed personnel, etc. 3. If another activity is already in the requested facility, the person making the request would not be able to select that facility and would have to choose another location through the on-line reservation system. 4. Academic reservations are the responsibility of the Registrar’s Office. When faculty members need to switch classes, the arrangements are made through the Registrar’s Office, who upon approving the revision, will make the appropriate revision in the campus wide reservation system. 5. The following guidelines apply to facility reservation requests: a. Campus activities such as marathon sessions (single events scheduled to run longer than five hours) and major concerts may be held only in Keystone Hall, Schaeffer Auditorium, Georgian Room, or the Multipurpose Room in the McFarland Student Union. Attendance is limited to the facility's capacity. b. Only one event requiring displacement of regularly scheduled classes may be held in Keystone Arena on a weekday (Monday through Thursday) in any one semester. c. Events with a high potential of music or noise may be scheduled for the Georgian Room in Old Main or the Multipurpose Room in the McFarland Student Union on Sunday through Thursday night only if the event will end by midnight. Such events may be scheduled on Friday and Saturday nights only if the event ends by 2:00 a.m. of the subsequent morning.
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