Student Organization Scheduling

Who can request space?
Hamline University registered or chartered student organizations are able to reserve campus facilities. Go to the Student Activities page for more information about becoming a registered organization.

Students wishing to reserve classroom space for studying or group project work, must have their instructor make a reservation under their department.

The one exception to this rule is the honors defense, which individual students may request by submitting the online form. The student’s major and faculty advisor must be included.

Who do I contact to request space?
For most classroom and event space, contact Classroom and Space Management at 651-523-2474 or space@hamline.edu or use the online request form. Student event requests are sent to Student Activities for approval before CSM schedules the event.

For athletic facilities, contact Jim Rubbelke, athletic coordinator at 651-523-2304 or jrubbelke01@hamline.edu. Athletics will forward the approved request to CSM for scheduling.

For the Bush Student Center Pool, contact Frank Vaccaro, aquatic director, at 651-523-2276 or fvaccaro01@hamline.edu. Athletics will forward the approved request to CSM for scheduling and contact you when approved. Please include information about the size of group and ages of attendees to determine lifeguards. There may be charges for this facility and/or for lifeguards.

For Sundin Music Hall, contact Silvester Vicic, director, at 651-523-2197 or svicic01@hamline.edu. Fees apply for this space.

For the Anne Simley Theatre, contact Bill Wallace, theatre director, at 651-523-2405 or bwallace@hamline.edu. Costs are associated with this venue.

What is the timeline for requesting event space?
Please remember that scheduling space should be one of the first tasks completed when planning a meeting or event. For a regular meeting or small event without setup, two business days are requested. For larger events, two weeks notice is required. For more complex events, such as those that involve bands, rented games, port-a-potties, or special permits; at least two months notice is recommended. The farther ahead you plan, the more likely you are to get the space that you want and the resources you need.

When can an event be advertised?
An event should not be advertised until an event confirmation has been received and reviewed. The requested space may not be available, and other events will not be "bumped" out of a room.

Is it important to read the event confirmation?
It is critical to review the event confirmation for errors in date, time, space, setup, etc. If you find a mistake contact CSM immediately. It is also important that the event requestor understand any specific expectations that are included on the confirmation.

Can an organization reserve space for a weekly meeting?
Yes, but space is limited. Due to the many organizations and departments that need space, the amount of facilities, and the full schedule of night courses; student organizations are allotted one on-going series reservation. These spaces are scheduled one semester at a time and groups may have to be flexible about meeting dates, times, and/or spaces. To eliminate double-booking, only one person per organizations should request space.


 

SPECIAL EVENT PLANNING

Outdoor Events
Outdoor events need to be planned at least two weeks in advance. Click here for a map showing the locations of reservable outdoor space [coming soon]. This map also notes the locations of grills (Sorin Residence Hall, Manor Residence Hall, and the Bush Memorial Library Patio). Only 1 to 2 outdoor events can accommodated per day, so please plan ahead and have a back-up date.

When scheduling an outdoor event, a rain site back up is required unless the event will be cancelled in the case of poor weather. On the day of your event, the group contact will need to contact Patrick Opondi, hospitality manager, at 612-554-1778 at the time indicated on the event confirmation to confirm the event location. If the call isn’t made, the requested equipment will not be delivered to the event site. The availability of tables and chairs is based on other events that are happening on campus that day. The maximum that can be reserved is 1 rack of chairs (36) and 1 rack of tables (10). Please include all relevant information (a.m. vs. p.m., setup needs, catering needs, media needs, if playing music, etc.)

Amplification is only allowed on Tuesdays and Thursdays during the convocation hour, 11:20 a.m. to 12:40 p.m.

Films
If a film is to be shown for an event that is open and advertised to the public (or University community), the group must request the film via a form through the Student Activities office. If the film is to be shown in a class or small event for a specific group of people (and not advertised), copyright issues do not apply and the group, faculty, or staff members to not need to order the film through the Student Activities office.

Art Shows
Yes, the walls of the Giddins Learning Center Art Gallery are a an ideal place for an art show. The space can be reserved through CSM, and the event confirmation will include instructions and options for hanging the art. The event requestor will need to contact Facilities Services to discuss installation of the art, which needs to be coordinated and approved two weeks prior to the start of the display. There are various methods of hanging that must be used to avoided damage to the plaster. No tape or other adhesives are allowed.
When requesting space, make sure to ask for the Art Gallery Walls and if there will be a an opening and/or closing reception. CSM will also schedule the set-up and tear-down for the show.

Tabling
"Tabling" (elections, information, etc.) can be done in Sorin Residence Hall Lobby, Bush Student Center Lobby, and the Giddens Learning Center Lobby. Any tabling that may be noisy (singing, cd playing, etc.) must be done in the Bush Student Center Lobby. All table requests go through the CSM office.

Stages
There are two non-movable stages; one in the Bush Student Center HUB and the other in the Bush Student Center Ballroom. There isn't a stage available for the Klas Center, Kay Frederick Room. It is possible to rent a stage, but the organization must work with CSM to assure that the size is appropriate and that the reservation includes enough time for equipment delivery and pick up. Stages usually rent for at least $250.00. For an event like a fashion show, it is possible to set up the chairs so there is a walkway that resembles a catwalk without having to rent staging.

Hiring Security
Any security working at Hamline University must be hired through Hamline Safety and Security Services. Allow at least three weeks notice to arrange for police officers through the City of Saint Paul. All costs (which the group may be required to pay in advance) are incurred by the student organization.

 

EVENT SPACES AND SETUP INFORMATION

Reservable Public Spaces
Reservable public spaces include the Bush Student Center Lobby, the Giddens Learning Center Lobby, and the Sorin Residence Hall Lobby. Requests for any of these spaces are restricted and will be assessed individually to consider courses and events happening near those locations.

Reservable Non-classroom Spaces

Meeting locations
 

• Bush Memorial Library Conference Room
• Drew Residence Hall Conference Room
• Sorin Residence Hall Bailey Room (must order catering through ARAMARK)
• Giddens Learning Center Faculty Lounge

• Sorin Residence Hall dining rooms A and B (must order catering through ARAMARK)
• Klas Center
• Kay Fredericks Room
• Bush Student Center Ballroom
• Bush Student Center HUB
• Manor Residence Hall Lounge (not accessible, cannot be used for events that are open the public)

• Bush Student Center Lobby
• Sorin Residence Hall Lobby
• Giddens Learning Center Lobby

• Giddens Learning Center 100E
• Drew Science Center 118
• Bush Student Center HUB
• Bush Student Center Lobby

Classroom Setups
Classrooms have a standard setup. Rooms can be rearranged if necessary, but must be returned to standard setup after the meeting or event.

Policies and Guidelines
Alcohol Policy
Smoking Policy
Posting Policy
Political Candidate and Campaign Policy