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Policy: XV.I.1

Issued: May 22, 1998

Owner: Rotunda Administrator

Latest Revision: January 7, 2000

USE OF THE ROTUNDA

This policy has been migrated to the standardized format.
See
https://etg07.itc.virginia.edu/policy/policydisplay?id='PRM-007'


1.0 Purpose

This policy describes the general guidelines for use of the University Rotunda.

2.0 Policy [Top]

2.1 Background

While it is very important to regard the Rotunda as an active, working building, the building's special characteristics and historical significance dictate that its usage be carefully considered. There is heavy demand by University groups for the Rotunda facilities. The demand far outstrips the availability of space in the building. Several thousand visitors come to see the Rotunda in a typical month. Admissions officials arrange for prospective students to make their first official contact with the University in the Rotunda. Because of the irreplaceable and fragile nature of the Rotunda interior, it must be used in ways that will not shorten the useful life of the structure.


2.2 Procedure for Reserving Space in the Rotunda

Reservations may be made by contacting the Rotunda Administrator (924-1019). Reservations will be made in accordance with the guidelines set forth in this document, and in accordance with University regulations.


2.3 General Principles Regarding Use

Space in the Rotunda may be reserved for dignified occasions, within the guidelines, by University departments, groups primarily controlled by faculty, staff, or the Alumni Association, Student Council, recognized student groups, or University contracted independent organizations (CIO). Any event held in the Rotunda must be related to the University's primary mission. Assignment of spaces shall be content neutral. Because of the heavy demand, it will be the responsibility of the Rotunda Administrator to make the facilities available to as many requesters as possible, avoiding overuse by any group. The Rotunda will not be used for private parties (e.g. wedding receptions) nor will it be used for events requiring the collection of admission fees. No displays of corporate sponsorship are allowed in the Rotunda. No fundraising is allowed in the Rotunda with the exception of functions associated with University Development. The Rotunda is a smoke-free building. Any exceptions to these policies must be approved by Rotunda Administration prior to the event.


2.4 The Dome Room

The Dome Room is the most fragile of the Rotunda facilities. Of special concern is the heart pine floor, which is fragile and irreplaceable. Special care must be taken in the use of this room. Such events as seated dinners and lectures would be appropriate uses; however, cocktail parties, receptions, and dances are not permitted. Refreshments may be served only at seated meals.


2.5 Use of the North and South Porticos

Events that do not conflict with inside users may be held on the North or South Porticos of the Rotunda provided that they are dignified occasions and are in compliance with Lawn Use regulations. Alcoholic beverages may not be served on the Porticos while the University is in session. Reservations must be made through the Rotunda Administrator.


2.6 Security Provisions

The Dome Room and other Rotunda space may be used before and after the normal hours of operation only if official Rotunda personnel are present. Users will be billed for the cost of these employees on an hourly basis. A modest use fee will also be assessed. The use of candles in the Rotunda is restricted to oilless candles in the Dome Room during catered dinners. Candles are to be placed in holders on dinner tables by catering staff. Candles are not to be carried when lit. Because of very limited fire escape routes, there is an absolute limit on the capacity of the Dome Room as set by the State Fire Marshal in conjunction with the University Safety Officer.

The occupant capacity for the rooms in the Rotunda are:

 
Seated
Standing
Dome Room - Dinner
105
N/A
Dome Room - Lecture
124
Plus 16 (total = 140)
Board Room
40
N/A
Lower West Oval Room
48
Plus 12 (total = 60)
North Oval Room
12
Plus 6 (total = 18)

These occupant capacities are strictly enforced.

All events are to end and all guests must vacate the premises by 10:30 p.m. This curfew is strictly enforced.


2.7 Catering

University Dining Services must provide and serve food and beverages for all Rotunda events. Food and drink may be served only in the Lower West Oval Room and the Dome Room. Food service in the Dome Room is limited to seated dinners only. No food or beverages may be transported between floors.


2.8 Special Equipment and Furnishings Requirements

Furnishings, tables, chairs, and heavy equipment will be moved only by qualified University employees trained to do this without hazard to floors, walls, stairs, and other furnishings. Heavy equipment such as pianos (except for lightweight electronic models and harpsichords) are not allowed in the Dome Room.

Conference/audiovisual equipment and musical 'instruments are to be arranged by the user. Any equipment must be approved by Rotunda Administration prior to the event. The Rotunda Administrator must be notified of any equipment (i.e. conference/audiovisual equipment, musical instruments, etc.) being brought into the Rotunda for use during an event, and approval must be granted.

Moving of any furniture or antique furnishings to accommodate meeting needs by a user is strictly prohibited. The Rotunda Administrator should be consulted in advance for any special arrangements that may result in furnishings having to be moved. If furnishings are to be moved to accommodate the event, the Rotunda Administrator is responsible for coordinating the move. The user will be charged for all costs associated with the move.


2.9 Responsibility of Users

Because of the high demand for use of the Rotunda, all requests for its use must have a sponsor. A University of Virginia department, a contracted independent organization, or a UVA related foundation may serve as a sponsor. A representative of the sponsor must be present during the event and will serve as the liaison with Rotunda and other University staff.

Users will be required to agree in advance to pay for any damage done to the Rotunda as a consequence of their event. Users will also be responsible to avoid disturbing other users who may be assigned to other rooms in the Rotunda. Any violations of this agreement may result in the loss of future Rotunda use privileges by the sponsoring organization. Student organizations are also subject to possible referral to the University Judiciary Committee.


2.10 Visitors

During the time the Rotunda is open to the public (usually 9 a.m. until 4:45 p.m.), Dome Room events will not normally be closed to the public. The oval rooms, if reserved, may be used for meetings to which the public is not invited. The public is not invited into the Rotunda after the normal closing hours.


2.11 Students Wishing to Study in the Rotunda

Students are encouraged to use the alcoves in the Dome Room for study whenever the room is available during normal hours of operation, subject to normal regulation by the Rotunda Administrator.


2.12 Luncheons

Except for official University-wide functions, the Dome Room will not be used for luncheons. Luncheons may be scheduled in the Lower West Oval Room.


2.13 Frequency of Use (Dome Room)

The Dome Room may be used for dinners no more than three times a week, and on an annual average of no more than ten times each month. No activity may reserve the Dome Room for more than two consecutive evenings.


2.14 Environmental Control

The columns, curved woodwork, and some of the antique furnishings require rigid humidity control. Even brief deviations from the specified humidity levels cause cracking and in some cases rapid deterioration. The Rotunda is equipped with an elaborate system for maintaining optimum temperature and humidity levels in all seasons. The system requires that all windows be kept tightly closed, and that all doors except the lower level entrance doors be kept closed. The glass doors overlooking the South portico should also be kept closed.

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]

       Previous version in effect from 8/17/98 to 1/7/00 available in policy archive.


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