2.19 Policy for Use of Campus Facilities for Events and Activities

2.19.1  Scope

This policy applies to the scheduling and conduct of events and activities, other than conferences, facilities rentals for private events, and academic activities such as regularly scheduled courses and seminars. This policy applies to all buildings, grounds and other spaces owned or controlled by Ithaca College. Examples of events and activities covered by this policy include:

  • Meetings and other group activities of student organizations,

  • Speeches, performances and other events by outside groups invited by student organizations and others,

  • Demonstrations, rallies, vigils and other group free speech exercises, and

  • Solicitation and distributions of literature such as leafleting and pamphleting.

2.19.2  Policy Statement

Ithaca College property is primarily dedicated to academic, student life and administrative functions. Certain indoor and outdoor spaces are available for use for events and other organized or expressive activities. For the most part, use of these spaces must be scheduled in advance, but some of these spaces are set aside for spontaneous (unscheduled) activities, and this policy allows for spontaneous use of other spaces in specified situations.

The College will not interfere with the rights of individuals and groups to the free expression of their views as set forth in the Rules for the Maintenance of Public Order. Ithaca College does not regulate or discourage speech based on its content or viewpoint.

Door-to-door activities such as solicitation and distribution of literature in Ithaca College buildings is prohibited, with the exception of official college communications.

2.19.3  Standards and Procedures Governing Scheduling and Use of Facilities

The Director of the Conference and Event Services Office is the administrator of the campus scheduling system. The Conference and Event Services Office will maintain a schedule of all events and activities to which space and facilities are allocated. Scheduling requests should be submitted to the Campus Scheduling Coordinator in the Conference and Event Services Office.

A.  Ownership of Space:

There is no departmental or individual ownership of space except for academic activities such as regularly scheduled courses, guest lecturers, and seminars. All facilities are property of Ithaca College and must be reserved through the Conference and Event Services Office.

B.  Prior Scheduling Is Generally Required:

Except for spontaneous activities permitted under paragraph C, below, groups and individuals desiring to use Ithaca College space and facilities must submit requests through the Scheduling Coordinator at least 30 days before the event. Any requests not received sufficiently in advance to permit necessary evaluation to determine the appropriate location and applying the standards outlined in this section, may be denied. The College reserves the right to deny an Ithaca College space request if not submitted 30 days in advance.

C.  Spontaneous Expressive Activities Permitted in Certain Circumstances and Location:

Ithaca College employees(faculty, staff, and administrators), students, and recognized student organizations may engage in spontaneous or unscheduled expressive events and activities provided the activities follow the Rules for the Maintenance of Public Order.  If a spontaneous expressive activity is in violation of the Rules for the Maintenance of Public Order, disrupts Ithaca College operations or creates a safety hazard, college officials may require the activity to be relocated, rescheduled or cancelled.

A number or areas are available, on a first-come-first-serve-basis, for rallies, assemblies, demonstrations, vigils and other expressive activities. The areas designated for spontaneous expressive activities are as follows:

Outdoor spaces:

  • Vennitt Terrace (commonly called the Free Speech Rock) – This venue does not need to be reserved, but can be reserved if a group wishes to insure use of the venue.  There are some limitations on amplified sound during class times.
  • Academic Quad – All sections can be reserved.  There are some limitations on amplified sound during class times.
  • Campus Center Quad – All sections can be reserved.  There are no sound limitations.
  • All Other Outdoor Spaces – Activity can not prevent the ingress or egress into buildings and must respond to perimeter designations as identified by Public Safety.

Indoor Spaces:

  • Common areas of indoor spaces – Spontaneous expressive activity in common areas is permitted during designated business hours provided the activity does not create a safety risk or violate the Rules for the Maintencance of Public Order.  Spontaneous expressive activity in common areas is limited to Ithaca College students, faculty, and staff. 
  • The College reserves the right to modify business hours of college designated buildings to accommodate special circumstances such as extended hours for study, activity related to student coursework, and guest lectures and speakers either related to academic study or approved by the Campus Center and Events Services Office.

D.  Scheduling Priorities:

Ithaca College’s reservable spaces are scheduled on a first-come-first-served basis. Internal organizations are allowed to schedule spaces 24 months in advance, external organizations can reserve space 18 months in advance.  Ithaca College community members have priority for scheduling reservable spaces before external organizations.  The College reserves the right to relocate external organizations to meet the scheduling needs of the College community.  There may be instances where it is necessary to move a scheduled event to accommodate another event.  This will occur in consultation with both groups along with the staff from the Conference and Event Services Office.

E.  Considering Scheduling Requests:

The Conference and Event Services Office reserves the right to determine whether a requested location is suitable for an event based on anticipated attendance, required accommodations, traffic, noise, time, relationship to nearby areas and activities, security needs and other relevant facts and circumstances.

F.  Inviting Outside Speakers/Groups:

Recognized student organizations, other campus organizations, faculty, staff, and administrators may invite or sponsor speakers, performers or groups to conduct activities or events on campus. This provision does not apply to speakers who present during a class. The outside speaker, performer or group will be given permission to use specific facilities by the Office of Conference and Events Services and if necessary there will be  a written contract with terms and conditions that protect the College’s institutional and sponsorship interests.

Any organization requesting to use College space or facilities, assumes a duty to self-regulate at events and activities to ensure that applicable laws, regulations and policies and the Rules for the Maintenance of Public Order are observed. Failure to do so justifies revocation of permission to use facilities and space, both as to activities in progress and future activities and may result in further

G.  Rental and use of Ithaca College Facilities by External Individuals and Groups:

The facilities of Ithaca College exist primarily for the purpose of education and the use of Ithaca College’s faculty, staff and students.

Ithaca College reserves the right, at its sole discretion, to refuse use or rental of space to any external individual or organization. Events that do not serve to enhance the mission of Ithaca College or do not properly represent the values and standards of decorum of Ithaca College will not be considered.  The College does not discriminate on the basis of a person’s race, color, religion, sex, sexual orientation, gender identity or expression, age, marital status, military status, national origin, familial status, or disability.  The use of such classifications as part of the criteria for admission at College sponsored events or activities or public events held on College owned or College operated property is prohibited.

Events shall in no way violate the purposes, property, policies, or the Rules for the Maintenance of Public Order or regulations of Ithaca College or any other relevant New York State laws. All individuals and organizations are expected to follow the rules and regulations governing the particular facility or grounds being used.

Ithaca College reserves the right to deny the use of its facilities to any non-college organization or individual seeking to rent or use college space. Only designated facilities are available for such use. Rental or usage fees will be charged and additional contractual obligations will apply.

H.  Fees/Charges:

  • All users are responsible for costs for damage, repair and clean up arising from their use of college facilities.

  • Individuals or groups whose use of space and facilities entail added costs to the institution will be accountable for such expenses, and may be required to pay them as a condition of use. Examples of such expenses include the cost of providing tents, stages, special fixtures and equipment, or the assignment of maintenance or security personnel.

  • Routine costs associated with activities of recognized campus groups, such as maintenance, utility costs, and security normally will be absorbed by the college when insignificant in amount

I.  Compliance with Other Policies:

All events and activities must occur in compliance with applicable laws, ordinances and college policies and rules, including those related to noise, alcohol, tents, filming and photography, smoking, weapons, parking, and the Rules for the Maintenance of Public Order.

Last Updated: April 30, 2018