Day Conference and Meeting Guidelines and Policies
Purpose
Various groups reserve space at St. Lawrence University during the academic
school year (Fall First Year Program Orientation - Commencement). This
policy will clarify which groups can reserve space at St. Lawrence University
and who should be charged for the use of the space.
Policy
Space will be reserved as long as it doesn't interrupt the academic and
educational mission of the University. Anyone desiring to schedule an
event on the following key University weekends must have first cleared
it by the organizers of these weekends: Orientation, Laurentian Leadership/Alumni-Homecoming
Weekends, Trustee meetings, Family Weekend, Admissions weekends and Commencement.
Non-St. Lawrence conference groups must be sponsored by a member of the St. Lawrence University community. The purpose for the event being held by the outside groups must fall under the University's Education Mission. There should be a direct connection between the outside organization requesting space and the university. The sponsor should be present at the event as a presenter or participant. The space reserved by these groups will be tentatively held up to 90 days prior to the event, since a university event has first priority for the space. Ninety (90) days prior to the event, the university will commit to a space for the group.
The University reserves the right to refuse use of space to groups for
any reason. It is further understood that all groups must gain approval
from the Conference Coordinator or the Director of Dining and Conference
Services to utilize space at St. Lawrence University.
Please note: Due to programming and space issues, non-SLU sponsored
groups will not be permitted to utilize space during the academic year.
The following groups will not be charged for use of space at St. Lawrence University.
St. Lawrence University Groups
University groups will be defined as members of academic departments and
programs, intercollegiate athletic teams, administrative offices, regular
and ad hoc University committees, recognized athletic clubs and intermural
programs, student organizations recognized by Thelmo and the Co-Curricular
Education and Programming office, students reserving space for academic
department sponsored projects (research, senior) recognized groups of
parents and alumni and Associated Colleges programs.
University groups serving their own members or members of the University Community shall have first priority for use, and it is understood that scheduling shall not interfere with the normal operational and academic schedule of the University.
University Groups as Sponsors
University groups may utilize meeting room space at St. Lawrence University
when a group intends to use the facility for instruction and/or informational
purposes from persons who are not members of the University Community.
The sponsor (Department or Office) is expected to make all necessary
arrangements. *When University groups
serve in the capacity
as host, such groups shall have second priority.
Examples: Red Cross Blood Drive, *Pitney Bowes Meetings, Housing Authority Training
Community Groups Providing Free
Services/Programming for the SLU Community
Community groups (see description below) who are providing training, services
and programming for St. Lawrence University Students, Faculty and Staff
will not be charged for space. The Conference Coordinator and Co-Curricular
Education and Programming Director must approve use of space by such groups
if the programming is specifically intended for students. These groups
will have a third priority for use of space.
Examples: Yoga classes, Renewal House Training
The following groups will be charged for use of space at St. Lawrence University:
Community Groups
Community Groups include schools, churches, civic and charitable organizations,
for-profit and not-for-profit organizations, state and local agencies,
and other groups as approved by the Conference Coordinator.
Community groups may utilize space at St. Lawrence University that such use is scheduled and approved by the Conference Coordinator. Use of space by community groups is for purposes falling under the University's Educational Mission only. This includes training sessions, certification classes, required courses, professional lectures, and other educational sessions. In every case, however, each group shall pay a room usage fee and additional costs for food if requested. Facility use by community groups shall have fourth and last priority and may not interfere with the facilities scheduled for use by University groups.
Exception: Previously not charged to use Augsbury. The following groups occasionally utilize space in Augsbury and previously have not been charged due to "low impact" on the facility.
Examples: BOCES programs, State Comptroller Training, North Country 3 R's Council
Community Groups Providing
Programming to the SLU Community at a Charge
Community groups falling under the above listed educational guidelines,
however, they charge participants for taking their program.
Example: Kaplan MCAT classes
During the academic year, the University functions at capacity at all times. Therefore, non-SLU sponsored groups may not reserve space due to the already heavy load required of our human and physical resources.
Specific programs not allowed to use space at St. Lawrence University during the academic school year:
- Dances, Banquets
- Dinner or Banquets for any Community Group
- Dinner Theatre / Theatre use by Community Groups
- Wedding Receptions (More Wedding Information)