In order to create the greatest opportunity for the Ithaca College community to utilize the Clark, Klingenstein, and McDonald Lounges, the following policy statement has been developed and approved for implementation for the Fall 2007 semester.
The Clark, Klingenstein, and McDonald Lounges are in high demand on the Ithaca College campus for many special events each year. As a result, the lounges are often not available when desired for various campus constituencies. Since the Campus Center lounges are unique spaces on campus, have multipurpose setup and audiovisual capabilities, and are in close proximity to catering facilities, they are most appropriately used for banquets, larger meetings with food, and receptions (that are too small for the Emerson Suites).
These three lounges are also the spaces on the main lobby of the Campus Center that are used for studying, and as locations for faculty, staff and students to relax and congregate. In order to facilitate the greatest opportunity for the Campus Center lounges to be fully utilized by the campus community, the following guidelines and polices should be followed:
Clark, Klingenstein, and McDonald Lounge Reservation Policies:
As with most facilities on campus, the Clark, Klingenstein, and McDonald Lounges can be reserved for Ithaca College-sponsored events 18 months prior to the date of the event. Events sponsored by external clients can be reserved 14 months prior to the date of the event. The purpose of this policy is to assure that College-sponsored events have the first opportunity to schedule facilities. Exceptions to this policy must be approved by the director of campus life services.
The Campus Center lounges should not be used for classes or class presentations.
The Campus Center lounges should not be reserved on a long-term, recurring basis for weekly or biweekly meetings. Exceptions may be made by the Office of Conference and Event Services on a case-by-case basis when a lounge would be an appropriate location for recurring meetings.
The Campus Center lounges should not be reserved for more than two consecutive days for any one event (including rehearsals). Exceptions will be made on a case by case basis for appropriate programs (i.e. multi-day conferences, summer orientation, etc.).
The Campus Center lounges should not be used for rehearsals unless it is for a production that is being held in the lounges. Rehearsals for productions being held in the lounges are limited to one rehearsal per event. All other rehearsals will be scheduled in other, more appropriate facilities.
The Campus Center lounges should not be reserved for an entire day and night for any program unless necessary and approved by the Office of Conference and Event Services. The scheduling coordinator will reserve the appropriate setup and teardown time for each event in consultation with the client (generally two hours prior to and after each event).
If history indicates that the event being scheduled does not warrant use of the Campus Center lounges (due to low attendance or inappropriate use), the Office of Conference and Event Services reserves the right to schedule an alternate, more appropriate facility.
The Campus Center lounges are often reserved in anticipation of a program or speaker that is not yet confirmed. If there are other clients who later request use of the lounges on the date in question for a confirmed program, the Office of Conference and Event Services will contact both clients to try and negotiate a date change. In these cases, the existing (unconfirmed) reservation may need to be canceled or moved to allow space for the confirmed program. Whenever possible, the conference and event services staff will try to reserve an alternate date for the unconfirmed program/canceled reservation.
Clients should cancel their reservations for the Campus Center lounges in writing (to roomres@ithaca.edu) as soon as they know that their program is canceled.
The Office of Conference and Event Services reserves the right to determine whether a program is appropriate for use of the Campus Center lounges. If it is determined that the Campus Center lounges are not appropriate, a more suitable location will be suggested and the lounges will not be reserved. It is the responsibility of the Office of Conference and Event Services to assure that the lounges are used appropriately in order to better meet the needs of all departments and organizations on campus.
https://www.ithaca.edu/intercom/article.php/20070719141417860