91´«Ã½

Rules and Regulations

Use of the University Chapel

The University Chapel may be reserved for special events by sponsored groups or internal groups. For group definitions, please review the .

Event Types

Campus Programs: The University Chapel Auditorium is a space for events of varying types including panel discussions, lectures, and performances. The Department of Institutional History Museum and Galleries (IHMG) coordinates usage of the space. Contact IHMG at historymuseum@wlu.edu or 540-458-8379.

Private Events: Weddings, memorial services and funerals may be held at the chapel given the conditions listed at the links below are met. The University Events and Conference Coordinator coordinates usage of the space for these types of events. Requests and inquiries follow an alternative reservation process and should be directed to the Events and Conference Coordinator (540-458-8698; 8:30 a.m.-4:30 p.m., Monday through Friday). 

All events must abide by the rules and regulations for use of the University Chapel as well as those stated in the University’s .

Guidelines

All event organizers who wish to reserve the University Chapel Auditorium must read and understand the guidelines associated with the use of the building:

1. All events must respect the integrity of the space as a campus event venue, historic landmark, and museum. Activities that could damage the building or its contents, or endanger the safety of event attendees are forbidden. Before, during, and after events, please refrain from blocking exits, entrances, and throughways to not create any hazardous conditions (e.g., fire hazards), and to not compromise the site’s safety or function.
2. Permission to use the University Chapel does not imply endorsement, sponsorship, or support by the University of the views, opinions, programs, or activities of the speakers, presenters, or organizers.
3. No Internal Group or Sponsored Group using University Chapel for any event shall discriminate on the basis of race, color, religion, national or ethnic origin, sex, pregnancy, child birth or related medical conditions, gender identity, gender expression, sexual orientation, age, marital status, disability, military status, or genetic information.
4. Available Areas: Activities in the University Chapel are confined to the Auditorium on the main floor. There is no access to the lower level during special events which includes the Chapel Galleries, Lee’s office, Lee Family Mausoleum, or the bathrooms. 
   Bathrooms are only available in designated buildings along the Colonnade. In addition, there are no dressing or “green room” facilities available in the University Chapel.
5. Equipment: The University Chapel auditorium stage is furnished with an historic lectern  and nothing can be placed on the lectern other than notes for the speaker. The lectern may be relocated by IHMG staff depending on the event need to several locations on the stage, or to either side of the stage if unused. 
   
   The Chapel is equipped with a projection system, handheld and lavalier microphones, a large lectern with a stationary microphone, W&L-branded armchairs for stage seating, and lighting options. Requests for any of these items must be made on the appropriate IHMG reservation form and on the 25 Live date reservation request (see section 6 below).
6. Scheduling Process:
   • Requests for date and location must be submitted online via .
   • Once IHMG has approved the date and event reservation on 25Live, organizers must submit either the IHMG or as well as receive approval from the Office of Student Affairs for major events (greater than 50 in attendance).
     • Office of Student Affairs Major Events Requirements: Submit requests for an Internal Group or Sponsored Group at or above 50 anticipated attendees event use in University Chapel must be made at least four (4) business weeks prior to the date of the Major Event and approved received for the event to be confirmed. Such events may include, but are not limited to public lectures, First Year Orientation, Parents Weekend, 91´«Ã½ Reunions, and other events anticipating a crowd over 50. Additionally, the department or organization must provide at least two ushers to help the audience find available seats. The University has provided a complete in the Facilities Use Policy.
     • Coordination with the Office of Public Safety is also required as officers must be present in the Chapel at all times during events. The number of Public Safety officers present is correlated to the amount of event attendees so best estimates of predicted attendees are helpful. After Public Safety grants event approval and the event organizer has provided proof to the IHMG, the event is considered confirmed.
7. Access to the University Chapel: 
   • Rehearsals, Walkthroughs, & Vendor Deliveries: Advanced requests to open the University Chapel at the faculty or staff member’s request should the need arise are permissible. The IHMG coordinates access to the Chapel outside tour operating hours for set-up or breakdown of necessary furnishings or décor. A member of the IHMG staff or OPS security officer must be present. During the event, a member of the IHMG staff and OPS officers remain in the Chapel at until the event concludes, and Security secures the building.
   • The requesting organization is responsible for ensuring compliance with University and Chapel policies. For non-University functions hosted during times in which the University is not open (evenings and weekends) or weekdays in which the chapel is closed (Mondays and Tuesdays), there will be a required additional fee for Public Safety Officers to be present. Additionally, internal departments or organizations may be subject to security personnel fees at the discretion of Public Safety.
   • Events may occur during University Chapel operating hours; special events will receive exclusive use of the facility at these times. The Chapel will close to the public 30 minutes before the scheduled rental period unless otherwise requested and reopen to the public during normal operating hours after the event if possible.
   • University activities are a priority and scheduling in the University Chapel is subject to change during the year. IHMG will do its best to inform event organizers and the public of any University, IHMG, or community event that may coincide with requested event dates, or place unusual demands upon the University Chapel’s appearance or accessibility. Though unlikely, unusual circumstances may disrupt reservations made months or years in advance.
   • The University Chapel is unavailable during all University holidays and severe weather closures. 
8. Backup or Alternate Location: Internal and External event organizers who wish to use the University Chapel auditorium as a backup venue for an event scheduled elsewhere must make arrangements to reserve the University Chapel prior to the event date using the same process as other event organizers, including approval of Student Affairs and Public Safety with special notation of the space’s reservation as an alternate. Without this prior reservation and completion of the reservation process with IHMG, Public Safety will NOT open the University Chapel under any circumstances. If the organizer no longer wishes to reserve the University Chapel as an alternate location, notice must be provided as soon as possible.
9. For Internal Group Events, the individual signing the Reservation Request Form, and related/affiliated groups, will be held responsible for all matters related to the event. A representative is REQUIRED to be present at the event, preferably the primary contact. That individual and related/affiliated groups are responsible for leaving the premises in good condition and cleaning up the auditorium including all trash, discarded programs, or abandoned property.
   
   For Sponsored Group Events, the external organization to which the permit is issued shall be liable for any loss, damage or injury sustained by any person whatever, including but not limited to by reason of negligence of the person or persons to whom such permit shall have been issued, and shall be liable for damage to the museum property and also responsible for cleaning up trash generated by activities allowed under the permit. The organization to which the permit is issued must obtain all appropriate and commercially reasonable insurances including but not limited to liability insurance with at least one million ($1,000,000) of coverage, and upon request provide a certificate of liability and damage insurance with at least one million dollars ($1,000,000) of coverage naming 91´«Ã½ as an additional insured.
10. Clean-Up: Event organizers have the responsibility to ensure that the space is left in the condition in which it was found prior to the scheduled use. Clean-up should take place immediately after the scheduled event. Make certain that someone is assigned responsibility for this duty. If the building is left in disorder by any group, W&L or other, a clean-up fee will be charged to the group responsible for the event. Full charges will be assessed for any damages to the University Chapel or its furnishings requiring repair or replacement.
11. University Chapel Occupancy: All events in the University Chapel are limited to no more than 520 persons (400 downstairs, 120 in the balcony). If the audience exceeds this number, the organizing department or group must consider providing an overflow alternative if one is deemed necessary.
    • Main Floor: The main floor of the auditorium can accommodate about 350-400 guests comfortably. Guests may enter through either door in the vestibule to evenly fill seating throughout the space. Please note that the University Chapel has no center aisle.
      
      There is no assigned seating in University Chapel, however event organizers may request that specific rows be reserved. Placards are available upon request from IHMG staff for this purpose. 
    • Balcony: During most events, when the main floor is not filled to capacity, access to the balcony is restricted to IHMG staff, Public Safety, performers, or photographers/videographers. Dependent upon the event type, IHMG staff or Public Safety may allow seating in the balcony to optimize viewing for audience members.
    • Anticipated event head counts must include IHMG staff (minimum of 2) and Public Safety staff (minimum of 2) in those counts.
    • Once the auditorium reaches capacity, entrance into the building will be regulated by a Public Safety officer, IHMG staff member, or designated person to maintain safety.
12. Public Safety officers must always be present in the Chapel during events. The number of Public Safety officers present correlates to the expected number of event attendees; communicate best estimates of predicted attendees to Public Safety during the approval process.
    • If permission and staffing have not been arranged in advance, Public Safety has the discretion to cancel an event at any point up to and at the start time of the event.
    • Public Safety may also end an event early or request the removal of audience members/speakers who violate the University Facilities Use Policies or other .
    • The IHMG will confirm with Public Safety that event organizers have arranged for officers in the Chapel for the event, however primary responsibility coordinate with Public Safety for permission and staffing rests with the event organizer.
13. No food and drink, including bottles of water, may be brought into or consumed at any time within the University Chapel, with the exception of water provided for speakers, performers, or University staff working the event.
14. Smoking of any kind is NOT allowed in any circumstances in or around any area of the building.
15. Open flames are strictly forbidden, in any circumstances, in or around any area of the building.
16. Cell phones must be placed on vibrate upon entering the Chapel.
17. No tape, Sticky Tack, Command Strips, or the like may be used on any surface in the auditorium. Use of gaffer’s tape, painter’s tape, or other comparable products meant to stabilize cords, or technology is at the discretion of the present IHMG staff member and may be required to support safe access for all. In these instances, application to non-painted surfaces may be allowed. 
18. No flags may be displayed in the Chapel other than the University flags, which include the American flag, the Virginia State flag, the flag of the Society of the Cincinnati, and the flag of the University. Only IHMG personnel may move these flags.
19. The doors of the Statue Chamber and Lee Office remain closed for all events. The lower level of the University Chapel is always off limits to all event attendees and event organizers.
20. No furniture, fixtures, fittings, or equipment belonging to the University Chapel may be moved, including the piano. Advanced arrangements for the placement of the lectern, chairs, or other needed equipment must be made with IHMG. 
21. Connection of any additional electrical equipment (such as sound, recording, or lighting equipment) in the University Chapel must be approved in advance and vendor information provided. 
22. Outside equipment, furniture, decorations, signs, or other props may not be brought into the Chapel without advanced permission of the IHMG with the exception of flowers for programs, weddings, funerals, and memorial services, and objects used in the “activities expressly excluded from the definition of Major Event” as defined in the .
    
    If the event is being live-streamed, considerations must be made for the equipment setup in the balcony. Requests for photography, videography, and/or livestreaming must be made in advance to the . Depending on the amount of equipment and/or by request of the equipment operator, the balcony may be closed to all other seating and the general audience must be contained to the lower level (capacity of 350-400).
23. Ticketing & Admission:
    • No admission fee may be taken up at the door of the University Chapel and no sales or solicitation may be made during the event inside the Chapel Auditorium.
    • In order to ensure equitable seating opportunities and to control the crowd in a rational and fair manner any event where a large audience is expected (greater or equal to 100 attendees), it is highly recommended that free tickets, not to exceed 500, be distributed prior to the event.
    • If the performers are in the balcony, the number of seats available should be reduced accordingly. 
24. Permission to use the Chapel Auditorium does not include use of the surrounding University grounds, including the parking lot.
25. Event organizers must read the emergency exit statement which is placed on the podium so that attendees are aware of the multiple exits available to them in the event of an emergency:
    
    “Before we begin, please locate the nearest exit in case of an emergency. In addition to the door that you entered through, there are three exits in the basement at the bottom of the stairwell located behind me to my right. Thank you.”