STANFORD DEPARTMENT OF MUSIC SPACE USE POLICY
Music Center and Dinkelspiel Auditorium spaces are scheduled by the Department
of Music. All non Department of
Music requests must go through the University Registrar’s Office (RO) as
governed by University policy.
Department of Music spaces are available for online booking to
Department of Music, other University Departments and Offices, and registered Stanford
Student Activities and Leadership groups on an “as available” basis, which may
pertain to space or staffing availability. The Department of Music reserves the right to reschedule
events and/or activities based upon the needs of its academic activities and
programs. Please see additional policies regarding your type of
Department of Music online calendar can be found at http://music-calendar.stanford.edu/virtualems.
You may request an account by
clicking on “Create an Account” on the home page. You must list all department and/or group
affiliations when creating an account or your request will be ignored.
building hours vary, but are generally between 8 AM and 11 PM. Requests made outside building hours
will be denied. Dinkelspiel
Auditorium and Campbell Recital Hall events may fall outside of
normal building hourS.
space has a specific occupancy limit based on fire and public safety
regulations. There will be no exceptions made to these occupancy
limitations. Any group that fails
to observe these limits will be denied future access to these facilities.
Ranked Priorities For Use
1. Departmental and University
use as required.
2. Music classes and workshops
as required supporting our academic mission.
3. Department of Music
rehearsals and performances.
4. Lively Arts and Stanford
5. Department of Music student
rehearsals or activities.
6. Other University and SAL
group activities deemed appropriate for the space.
1. Violation of policies may be
cause for loss of building privileges.
2. Policies listed here are in
addition to applicable University and SAL policies.
3. By submitting a request for
Department of Music space, you acknowledge that you have read and agree to
abide by these policies.
4. A building supervisor must
be present for all events in Dinkelspiel Auditorium and Campbell Recital
Hall to insure that activities are safe, properly scheduled, and that policies
are followed. The space may not be
available if an appropriate supervisor is not available.
5. Any decorations or
theatrical type sets or material brought into the building must be
constructed with flame retardant materials and treated with an approved flame
6. In booking a space, you must
be aware of the groups using the space both before and after your event. You will need to ensure that you have
reserved sufficient time for setup and take down of your event in order to make
sure that your event and participants do not intrude any group or event scheduled
prior to yours, nor extend beyond the time that you have scheduled.
7. The space used must be left clean,
clear, and ready to use when you leave.
8. In classrooms, furniture
must be returned to the classroom configuration when you leave. These are found posted on the doors of
9. The room must be left
cleaner than you found it.
10. Please cancel reservations
that you do not intend to use as soon as you know, so others may book it.
11. Our arrangement with the
custodial contractor is to provide basic services to support our programmatic
needs. Special events,
productions, or receptions require additional services that the sponsor or
booking group must arrange and pay for as part of the booking process.
12. Food and drink are generally
not permitted in Department of Music spaces. Any event that wishes to serve food or drink must make prior
arrangements with either the Technical Services Manager or the Department’s
13. At the conclusion of an
event where food is served, it is the responsibility of the person booking the
event to make sure that the space has been left clean and that all food has
been properly disposed of. All
food and disposable serving containers that are to be disposed of shall be
sealed in plastic bags and placed in the dumpster in the loading dock between
Braun Music Center and Dinkelspiel Auditorium. Food is not to be left in the building past its initial
14. The sponsor for an event is
directly responsible for all direct costs incurred to support the event
including, but not limited to, custodial, labor, equipment, and
supervision. All details relating
to how the building will be used for the event must be agreed to in advance. The Technical Services Manager is the
department’s representative for these advance discussions.
15. No banners, posters, or
materials of any kind may be tacked, pinned, taped, or otherwise affixed onto
any of the buildings’ walls, windows, or doors. Inappropriately posted materials will be removed at the
sponsor’s expense. Chalk, markers,
or paint may not be used on any of the walls, doors, or windows at any time.
16. The Department of Music
reserves the right to change booking schedules based upon the needs of the
University and the Department.
BOOKING FOR STUDENT ACTIVITIES AND LEADERSHIP
APPROVED STUDENT GROUP EVENTS
Student Activities and Leadership (SAL) Volunteer Student Organizations
(VSO) are eligible to use designated Music Department Space for rehearsals. Requests for these rehearsals may be
made directly to the Department of Music calendar. Requests for rehearsals are limited to Braun 103, Braun 105,
and Braun 106. Other rooms may be
made available by special prior arrangement. Rehearsal requests
may be made no more than 3 days prior to the rehearsal and may last no more
than 3 hours.
Dinkelspiel Auditorium or Campbell Recital Hall
1. Requests will
not be considered until after the second week of each quarter.
2. You may browse
the Music Department online calendar for available spaces, dates, and times at http://music-calendar.stanford.edu/VirtualEMS/BrowseForSpace.aspx.
If you enter a request for your
event before you complete the following steps, your request will be denied.
3. Once you have
found a potential venue, date, and time please visit the SAL Mygroups website at http://mygroups2.stanford.edu/.
4. When you have
completed the steps outlined at Mygroups, have been approved by SAL, and the RO
has approved your space request, you must then enter your request on the
Department of Music online calendar.
If your event is not entered on the Department of Music online calendar,
your event will not be approved.
5. Once your event
is on the Department of Music online calendar, holding the space and time, you
will need to email the Music Department Technical Services Manager at firstname.lastname@example.org with a list the
technical needs for your event. An
estimate for the costs associated with your event will be emailed to you once
this is completed. You will need
this estimate to provide the ASSU in order to obtain a Purchase Order to cover
any costs associated with your event.
Equipment and services not available through the Department of Music may
be ordered through Stanford Event Services.
6. When you have
received your Purchase Order from the ASSU, you will need to deliver it to the
Department of Music office (Braun 101).
This must be done no later than 2 weeks prior to your event, or your
event will be cancelled and removed from the calendar.
7. You must submit
a custodial order to have the auditorium cleaned following your event. You must return a copy of the custodial
order with your Purchase Order for your event to be approved.
8. All groups are
expected to provide stage support staff, house manager, ushers, and security
for their events to prevent exceeding posted auditorium capacity. Events that exceed the posted capacity
or get out of control will be stopped and shut down.
BOOKING FOR STANFORD UNIVERSITY DEPARTMENT/OFFICE SPONSORED
you are encouraged to view the Department of Music online calendar first to
ensure that your desired time and room are not already taken, all requests for
Department of Music spaces by Stanford University Department sponsored groups
should go through the Stanford University Registrar’s Scheduling Office
(RSO). RSO information can be
found on their website at http://registrar.stanford.edu/shared/events.htm. If your event is approved by the RSO,
you will then be expected to enter your event on the Department of Music
email the Technical Services Manager your technical requirements, and provide
the Department of Music with a PTA to cover expenses associated with your
event. This can be done by having
the account approver email Scott Kepley at email@example.com with a valid
PTA. This must be completed 2
weeks prior to your event, or your event will be cancelled and removed from the
calendar. An estimate will be
emailed to the requestor once they have given the Technical Services Manager
the technical requirements for your event.
All groups are expected to provide stage support staff, house
manager, ushers, and security for their events to prevent exceeding posted
auditorium capacity. Events that
exceed the posted capacity or get out of control will be stopped and shut down.
Events scheduled through the
Registrar's Scheduling Office require full approval by the Registrar's
Scheduling Office and Stanford Events. These events are scheduled through the University Registrar's
Office according to the policies outlined on the Stanford Events web site. Events must be consistent with the
educational mission of Stanford University and intended primarily for Stanford
faculty, students, staff, and or alumni. Outside corporations and organizations must be sponsored by a
Stanford school or department and comply with the policies governing their use
of University facilities and services.
Many events are scheduled
every year by the University Registrar's Scheduling Office. Please keep the following practices in
Events are not scheduled until
the classroom assignments are finalized for the term (i.e., after the first two
weeks of each quarter); academic classes always take priority over events.
Events cannot be scheduled
until after the first two weeks of each term or during finals week. Exceptions are made for events after
5:15 p.m. on weekdays and at any time on weekends.
Non-academic events are scheduled
according to guidelines determined by the Committee on Public Events, which is
sponsored by the President's Office and Stanford Events.
UNIVERSITY POLICY FOR NON-STANFORD AFFILIATED GROUP
To use a facility on the
Stanford campus, any outside group or individual must have an official
on-campus sponsor. A sponsor
cannot be an individual; it must be either a University department or a student
organization registered and approved by the Student Activities and Leadership
If a University department is
sponsoring you or your group, only the head of the department may give the
authorization to act as your sponsor. The department head will assign a contact person who has
authority to sign forms under the department's account number. The contact person is the one who must
contact RSO (Registrar Scheduling Office) to place the request.
If a student organization is
sponsoring you, the president of the group must submit your request via Student Activities and Leadership web
An off-campus person cannot
place a request with the Registrar's Scheduling Office (RSO). You must give details of your event to
Because Stanford University is a
nonprofit educational institution with its assets and resources dedicated to
its mission of research and education, federal and state laws as well as
University practice generally prohibit it from raising money for or sharing in
funds raised for outside organizations not directly affiliated with it. This prohibition includes, but is not
limited to, religious groups, political groups, and unaffiliated nonprofit
organizations. Any such group
should seek other locations for fundraising activities.
BOOKING FOR MUSIC DEPARTMENT-AFFILIATED EVENTS
Dates are held for
Department of Music concerts the following quarter until after the second week
of the current quarter (e.g., Spring quarter dates are held until two
weeks into Winter quarter).
Concerts and recitals should be booked for the following quarter by
these dates to ensure that you get the most desirable dates. After the second week, dates will be
opened up to the rest of the department and the University.
Please provide all required
information in your request on the calendar.
Other deadlines regarding publicity for your event are available at http://music.stanford.edu/DeptInfo/recitalsInfo.html.
Scheduling two Department of
Music concerts at the same time is discouraged, to avoid musician conflicts and
splitting audiences. If such a
conflict is unavoidable, please try your best to schedule across from a very
different event than your own to minimize potential performer and audience
Faculty recitals are discouraged
in spring quarter due to volume of student recitals.
Senior Recitals take
precedence over other student concerts in spring quarter.
The Department will make its
best effort to accommodate all concert requests, however requests may not be
approved due to limited staffing or building availability.