**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                       UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL


TITLE:  USE OF THE ROTUNDA                         POLICY:  XV.I.1x 

                                                                   

        
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 use be carefully
considered.  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 not to shorten the
useful life of the structure.  

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.

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.  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, the Rotunda
Administrator will make the facilities available to as many
requestors 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 exception to these policies
must be approved by the Rotunda Administrator prior to the event.

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 affairs 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.  

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.

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 the 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 Marshall in conjunction with the University
Safety Officer.

RESERVATION FEE SCHEDULE

Potential users of the Rotunda should contact the Rotunda 
Administrator to obtain a current reservation fee schedule.


The occupant capacity for the rooms in the Rotunda are:

                               SEATING        STANDING

Dome Room - dinner               105
Dome Room - lecture              124          Plus 16 (total = 140)

Board Room                        40

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.

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 dinner only.  Guests are not
allowed to walk with food or beverages in hand from on floor to
another.

SPECIAL EQUIPMENT AND FURNISHINGS REQUIREMENTS

Furnishing, tables, chairs, and heavy equipment will be moved only
by qualified University employees trained to do so without hazard
to floors, walls, stairs, and other furnishings.  Heavy equipment
such as pianos (except for lightweight 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.

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 lost of future Rotunda use privileges
by the sponsoring organization.  Student organizations are also
subject to possible referral to the University Judiciary Committee.

VISITORS

During the time the Rotunda is open to the public (usually 9:00
a.m. to 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.

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 regulations by the Rotunda
Administrator.

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.

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.

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 lover level entrance doors be
dept closed.  The glass doors overlooking the South Portico should
also be kept closed.

ISSUED BY:                                                08/17/98 

Director of Major Events       15.9.1.1