Lewis and Clark College
Policy and Procedure

Subject: Use of Campus Grounds
Division: Campus Services
Department: Campus Events and Visitor Services
Original Effective Date: January 1997
Approved By: Executive Council
Approval Date: January 15, 1997

Purpose:

Requests for outdoor events on campus by members of both the internal and external community have increased dramatically. The most often requested areas are the Manor House terrace and lawn, reflecting pool and below the outdoor pool to flagpole. Limited facilities to accomodate large groups, increased requests and the difficulty in determining whether or not a request for an event should be approved necessitates a policy for ground use.

Outdoor events impact service providers. The main areas of concern to those providers are: 1) actual costs to departments, 2) accessibility to lower campus, and 3) event supervision. The following guidelines have been approved and implemented to address those concerns.

Policy Statement:

It is the responsibility of all persons within the Facilities Services who schedule projects to notify an area's occupants and users one wekk in advance of a project start date of scheduled activities which may adversely affect an area's function. All building occupants should be notified of emergency repairs as soon as is reasonably possible. All care will be exercised to minimize the disturbance of building occupants or an area's users while simultaneously maximizing the efficiency and effectiveness of facility maintenance, renewal, modificaion, or emergency processes.

Procedure:

1. That College-sponsored events be clearly defined as those events tied to the curriculum or institutionally funded events which support the community life of the institution.
2. That we limit the use of grounds to College-sponsored events only.
3. That basic services for College-sponsored events be defined as set-up, take-down and media services performed during regularly scheduled work days and hours.
4. That the department/school sponsoring an event is responsible for paying for all extra services in terms of wages and equipment provided beyond basic services.
5. That we continue to enforce the policy of no more than six wedding receptions in Stamm during the non-academic year.
6. That we restrict the use of the area behind the Manor House to the terrace only but encourage the use of the lawn area between the Manor and Templeton Student Center or secondarily the Bodine/Evans/classroom building area for College-sponsored events.
7. That exceptions may be made to the above policy at the discretion of the President.