The following policies and procedures describe which spaces individuals have access to and for what purpose, as well as how to gain that access. Every effort has been made to meet the needs of all students as equitably as possible while preserving the integrity of our facilities.

RESERVATION REQUESTS
Reservations are granted to university groups and individuals on a first come first served basis as often as needed and upon confirmation. Priority is given to music faculty and music majors. Every effort is made to match the first choice, but the Department of Music reserves the right to adjust space to accommodate as many requests as possible. We can provide space for activities to the extent that space is available.

University Recognized Student Organizations* actively participating and contributing to music life on campus (performing, collaborating with department ensembles, community engagement), with an affiliation to the Department of Music (required: music faculty advisor/director and permission from full faculty), may schedule a series of dates for one semester at a time in Denison Rehearsal Hall, Denison Classroom or Haydn Hall, Room 207. Student organizations are not to take the place of academic ensembles (MUEN) offered by the Department of Music. Rehearsal rooms can only be used for departmental activities. No outside activities will be booked in music spaces during orientation and the first week of each academic semester. Regardless of the number of sub-groups, a single student organization is permitted a max of 3 hours of rehearsal time per week during the regular academic semester. For example, if an organization as 3 sub-groups, each group is able to book 1 hour of rehearsal per week.

All reservations must be made online at least 4 business days in advance.  Before requesting a space, please review our Department of Music Facilities Guidelines and check our Room Schedules to confirm availability.

To request a classroom, complete the online Classroom Request Form. Complete all fields when sending reservation requests. All requests must include set-up/tear-down time. Requests become official once you receive a confirmation by email from the music office.

Accepting Spring 2019 reservation requests starting December 10, 2018
Accepting Fall 2019 reservation requests starting July 10, 2019

Rooms Available for Academic Courses/Activities:
– Haydn Hall, Rm. 207 (capacity 15-17 with free-standing desks/tech/piano)*
– Haydn Hall, Rm. 311 (capacity 15-17 with conference room table/tech/piano)
– Haydn Hall, Rm. 312 (capacity 15-17 with modular furniture/tech (no computer)/piano)
– Harkness Classroom (capacity 40 with free-standing desks on risers/tech/piano/small stage)
– Spartan Rehearsal Hall (capacity 75+ for large ensemble rehearsals) >>> academic ensemble rehearsals only!


Rooms Available to Department of Music Faculty and Music Majors:
– Haydn Hall, 15 & 19 (HPP Studio)
– Haydn Hall, 10 (Music Education Resource Room)
– Wade Rehearsal Hall (capacity 75+ for large ensemble rehearsals)*
– Denison Rehearsal Hall (capacity 50+ for mid-size and small ensemble rehearsals)*
– Denison Classroom (capacity 15-20 in desks, speakers/screen, booked for small ensemble rehearsals and individual practice)*

* available to University Recognized Student Organizations for rehearsal(s)

BUILDING OPERATING HOURS

Haydn Hall
M-F, 8:00AM-6:00PM | Active Hours, 6:00-10:00PM
Sat./Sun., closed | Active Hours, 12:00-10:00PM
The following rooms are left open 24/7: HY 209, HY 210, HY 211, HY 212, HY 207, HY 311, and HY 312.

Denison Hall 
M-F, 8:00AM-6:00PM | Active Hours, 4:00-10:00PM
Sat., 8:00-12:00PM (CYWS rehearsal only) | Active Hours, 12:00-10:00PM
Sun., closed | Active Hours, 12:00-10:00PM
Note: Denison Hall will be staffed with building monitors during Active Hours. Students must have card access to gain entry. Please be sure to check-in upon arrival.

Harkness Chapel & Classroom
M-F, 8:00AM-9:00PM
Sat./Sun., closed
(special events as scheduled)
. . . . .

Denison Hall Active Hours
These hours fall outside of normal operating hours and can be booked by reservation for additional rehearsals/practice.  This means Denison locks M-F at 5:00PM, but remains active with music ensembles, students practicing and student organization rehearsals, until 10:00PM. Active Hours are provided in Denison M-F, 4:00-10:00PM and Sat/Sun, 12:00-10:00PM. A building monitor will be working and students must have after-hours privileges to access the building during these hours.  A reservation must be made by submitting the Classroom Request Form.

Haydn Hall Active Hours
These hours fall outside of normal operating hours during the business week and can be booked by reservation for additional rehearsals/practice.  This means Haydn Hall locks M-F at 6:00PM, but remains active with students practicing and student organization rehearsals, until 10:00PM. Active Hours in Haydn Hall are provided M-F, 6:00-10:00PM and Saturday/Sunday, 12:00-10:00PM. Students must have after-hours privileges to access the building during these hours.  A reservation must be made by submitting the Classroom Request Form
.

. . . . .

Winter | Spring | Summer Break
Haydn Hall
M-F, 8:00AM-5:00PM 

Denison Hall
Closed (card access only)

Harkness Chapel & Classroom
Special events only
. . . . .

EVENTS & PERFORMANCES

Harkness Chapel
This space is intended for ensemble performances, student recitals, dress rehearsals, recording sessions, as well as academic classes. It is not intended to support individual practice, lessons or other unrelated activities. Reservations must be submitted at least 4 days in advance. Cancellations must be received no less than 7 business days in advance. An event is confirmed once formal notification from the music office is received. Harkness Classroom will serve as a backstage area during performances. Additional fees are charged if holding a reception. No alcohol permitted and absolutely no food/beverages permitted inside the main chapel area. Receptions can be held in the foyer and classroom but this option must be indicated on the reservation form with confirmation given by the department. The last 2-3 weeks of each academic semester are reserved for CWRU Music events. Please be sure to include an option 1 (event date) and option 2 (dress rehearsal date) on the request form.

Steps to Book Events in Harkness Chapel

  1. Review our Facilities Policies and Rates
  2. View Harkness Chapel availability on the Room Schedules
  3. Submit the Harkness Chapel Reservation Request (must be done at least 4 business days in advance)
  4. (optional) Harkness Audio Service: Recording Request 
  5. Submit payment if required and as directed (checks can be made out to Case Western Reserve University or CWRU) 

For all other events, contact Richard Graham, Manager of Performance Facilities and Operations.

Planning in Advance

  1. Event logistics, operations, and performance/rehearsal facilities: Contact Richard Graham, Manager of Performance Facilities and Operations.
  2. AV equipment: Contact with Ken Wendt, IT Coordinator to loan AV equipment from The Core Computer Lab (Haydn Hall, Rm. 16)
  3. Poster/Program template and design: Download the program and poster templates here. Contact Ken Wendt, IT Coordinator for any basic design questions or technical support.

– These templates do not work well in Google Docs. It often distorts the text and creates issues with formatting, layout, margins, etc. Make sure to use Microsoft Word.
– All content must be provided by ensemble directors, graduate assistants or student performers, and should follow the CWRU visual branding guidelines.
– Please allow enough time for the creation of any materials in case the project needs to be elevated to the Manager of Performing Arts Marketing and Events.

4. Publicity: Email event title and program to Jennifer Wright, Coordinator of Department Operations, at least 2-3 weeks in advance (include digital event poster, images, bio, etc.).

Submit to the daily — SUBMISSIONS MUST MIRROR AND LINK TO THE DETAILS POSTED ON OUR UPCOMING EVENTS PAGE.

5. Printing posters/programs: Email the final PDF version of the document to Jennifer Wright with the quantity and formatting instructions: paper size, paper finish (standard, semi-gloss, matte), folded, stapled, color, black/white, etc. If Jennifer is out of the office any staff member can help with print orders (Ricky Graham, Ken Wendt, Laura Stauffer).

– Small jobs can usually be completed with a 24-hour notice, but larger projects require more time, so please plan accordingly.
– The appropriate ensemble budget/speedtype should be provided to cover printing costs (if unknown please ask Laura).
– Upon pickup, please make sure to turn in the itemized receipt to Jennifer Wright or Laura Stauffer.
– The department will cover printing costs for CWRU student degree recitals.
Non-degree recitals can use the program template but must provide copies. We recommend printing with CWRU Printing Services | FedEx Office (Thwing Center).  

Student Recitals
Undergraduate and graduate music majors (CWRU and CIM) can select from the predetermined student recital time blocks from the Harkness Chapel schedule. Student recitals are booked in 3-hour increments: 12-3PM (1PM start), 3-6PM (4PM start), 6-9PM (7PM start). A 2-hour dress rehearsal can be provided, schedule permitting.

CWRU Student Organizations
There are some instances where fees would be charged (if a reception is held, admission is charged, damage to the Chapel and/or any equipment), but for the most part student groups can book Harkness Chapel once an academic year at no cost. Our only requirement is that the event doesn’t take place during the last 3 weeks of each semester because we are busy with department concerts and events (events can be booked past the last day of class scheduling permitting).

Weddings
Celebrate your special day at Case Western Reserve University: Wedding Reservation Information and Rates

Usage Guidelines/Responsible Party
Disclaimer
The responsible party listed on the Harkness Chapel Reservation Request agrees to adhere to our Facilities Policies and Procedures, and the Harkness Usage Guidelines outlined here.  This historic and valuable building should be treated with the utmost respect. Disregarding regulations and any resulting damages will be billed to the person who made the reservation. Furthermore, the individual/group may not be permitted to use Harkness Chapel in the future. All student event staff have gone through training and regard for their authority is expected. Event staff will remain in the Harkness building at all times.

Checking the box on the Harkness Chapel Reservation Request signifies that as the person booking Harkness Chapel, you have read the Usage Guidelines and agree to be the responsible party for any security breaches or damage incurred.

Student Event Staff and Recording Services
One or two members of our student event staff will be assigned to work all Harkness events (unless otherwise noted). This is required for all events (including dress rehearsals) and is $15/hour. Recording Services can be requested by submitting the Harkness Audio Service: Recording Request. A technician will be assigned to the event. This form must be submitted in advance (approx. 3-4 weeks prior to the event). Fees are waived for degree required recitals/performances. Harkness support services are only provided during the academic year.

BUILDING ACCESS, REHEARSAL ROOMS & PRACTICE SPACE

After-Hours Access
CWRU music majors and CWRU students enrolled in music ensembles (MUEN) or applied music lessons (MUAP) can request after-hours access to Haydn Hall and/or Denison by submitting the After-hours Access Request Form. Note: After-hours access will begin the Monday after drop/add period ends in the Fall semester. All music majors and CWRU students enrolled in ensembles or lessons will automatically be activated for after-hours access to Denison Hall and Haydn Hall. During orientation through drop/add, Denison Hall operates on extended hours (8am-10pm every day).

Haydn Hall, Room 207
This room can be booked for individual practice or small student group rehearsals (max 3 hours per week). Two students per group will be given after-hours access to Haydn Hall.

Denison Rehearsal Hall/Wade Rehearsal Hall/Denison Classroom
The Wade Rehearsal Hall (WRH) and Denison Rehearsal Hall (DRH) interior doors will remain closed/locked when not being used by a CWRU music class or ensemble rehearsal. The Denison Classroom (DCR) will remain open at all times. WRH is only available to music majors unless an outside student group has some affiliation with the Dept. of Music (music faculty advisor) and petitioned the department for permission. Rehearsal times are available for student groups (3 hours per week) and must be booked in advance with the music office.

Music majors, particularly those in chamber groups/small studio groups, pianists and percussionists will be given priority when booking times to rehearse in WRH, DRH, DCR. The music office will assign building monitors to work during the Active Hours to open/lock rooms, check-in students, monitor the building (per the master schedule provided). Max rehearsal times permitted per student or group is 3 hours per week and rehearsals must end by 10:00PM.

**All students must check-in with the building monitor upon arrival.**

Note: These rehearsal rooms are busy spaces, often involving a significant amount of set-up prior to rehearsals. It is critical that all students ensure these spaces are clean and all equipment is returned to its proper location.  If the use of these spaces by students results in an unreasonable inconvenience for academic classes/ensembles, access to these rooms will no longer be allowed. Please be respectful of these spaces.

Practice Rooms (Haydn Hall 2nd Floor and Denison Modules)
Practice rooms are not open to the public. These spaces are reserved for CWRU music majors and CWRU students enrolled in music ensembles (MUEN) or applied music lessons (MUAP). Students taking lessons through the CIM Preparatory and Continuing Education Department are not given access to CWRU practice rooms/rehearsal spaces. Note: Practice rooms are open 24/7 (excludes Haydn Hall rooms during winter/summer breaks).

These spaces are not meant for doing homework, video conferencing, resting, etc. and are not available for breakout rehearsals (sectionals or individual parts) during a scheduled group rehearsal.

Practice rooms may be used by faculty as teaching studios upon approval by the music office. The following conditions apply: CIM studio is not available and teaching a CWRU music major in fulfillment of primary or secondary applied lessons -or- in fulfillment of a pedagogy class. Haydn Hall classrooms and Denison rehearsal rooms are NOT to be used as practice rooms or studios without prior approval from the music office. Harkness Chapel and Harkness Classroom are NOT considered practice rooms or studios. Students are not permitted to use music spaces to teach private lessons to non-CWRU students. 

Percussion
Music majors with percussion as a primary instrument will be issued access to a key. This access combination/code must not be shared with anyone else. Students taking percussion/drum set lessons or ensemble members (popular music, percussion, and jazz ensembles) can use a drum set during Active Hours by filling out the appropriate paperwork with our Manager of Performances Facilities and Operations, Richard Graham.

Music majors can use the Percussion Studio 24/7. CWRU students in ensembles or taking percussion/drum set lessons can rehearse during Active Hours (M-F, 4-10PM or Sat/Sun, 12-10PM). The building monitor on staff can provide access to the Percussion Studio, Wade Rehearsal Hall and/or Denison Rehearsal Hall (when available). To guarantee time in one of our large rehearsal rooms, please book in advance by submitting the Classroom Request Form. Availability can be viewed on our Room Schedules. Quiet Hours begin at 11PM so no rehearsals or classroom activities will be booked past 10PM (excluding Percussion Ensemble on Monday night).

Borrowing Instruments/Equipment
Our instruments and equipment are not available for public use. A policy has been put in place by the Ensembles Committee to have students complete and sign a waiver when borrowing instruments/equipment for very special circumstances. To complete this process, please contact the Manager of Performances Facilities and Operations, Richard Graham. 

Note: The appropriate ensemble director is responsible for giving permission: strings (Dr. Kathleen Horvath), winds/brass/percussion (Dr. Ryan Scherber), marching band equipment (Dr. Benjamin Helton). 

Instrumental Lockers
Please review the Instrumental Locker Policies to submit a request (click here for details).

GENERAL HOUSEKEEPING

  1. Music faculty and music majors have priority over departmental spaces. Additional set-up/tear-down time may be needed between academic ensembles and classes – please be respectful of this.
  2. Rehearsals must fall within the “Active Hours” listed for Denison and Haydn Hall.
  3. Practice modules are open to music majors or CWRU students enrolled in ensembles (MUEN) and/or applied lessons (MUAP).  They are not to be used for break-out rehearsals/sectionals or doing homework, video-calling, etc.
  4. Keep all rooms clean from garbage. No markings are to be made on the wall or floors and nothing is to be set on top of the pianos or percussion instruments (drinks, food, clothes, bags).
  5. Equipment available for rehearsals: stands, chairs and pianos.  Percussion and electronic/AV equipment is not available for use. Our equipment is not available for public use and must remain on site. Nothing is to be removed from our classrooms/buildings without permission.
  6. Rooms are to be put back in proper order and all equipment is to be stacked before leaving.
  7. DO NOT prop any exterior doors or windows open and make sure everything is secured before leaving.
  8. Rooms are not to be used outside of your formal booking. If you are in a room at a time that you are not to be there you will be asked to leave.
  9. If the music office receives any reports of misuse, one written warning will be given. If reports continue, permission to use departmental spaces will be revoked.
  10. University Quiet Hours begin at 11:00PM. Activities will not be scheduled past 10:00PM.
  11. Parking at the Denison loading dock is not permitted.  Only faculty with courtesy parking passes have this privilege.

SECURITY
It is VERY important that doors and/or windows are not propped open in our buildings. Do not hold the door for others.  All faculty, staff and students are to gain access by using an ID card.

In case of an EMERGENCY call Campus Security 216.368.3333
Non-emergency calls can be made to Campus Security 216.368.3300

CWRU Police & Security Services also offers CWRU Shield, a free smartphone application that allows you to report emergencies, set safety checks, and create iReports. Please consider adding this. The Safe Ride Program is available for transportation around campus and the surrounding area to the CWRU community between 7:00 p.m. – 3:00 a.m.