Contacts and Steps for Reserving Space

Contacts

Students will work with three key on-campus offices when reserving space for a performance or production.

• Conferences and Events works with Bryn Mawr faculty, staff, students, and external organizations planning events on campus, and is solely responsible for the on-campus space reservation process. Services also include space reservation, space consultation, catering information, and audio/visual/multimedia information.
  
• Student Activities is a student-centered department dedicated to individual and club development. Student Activities provides assistance with all aspects of the event planning process.  The office also provides guidance regarding artist’s contract, event promotion, catering and food, etc. Students must work with Student Activities to contract outside performers since students are not permitted to sign contracts or any binding agreements on behalf of any College affiliated group.
• The Goodhart Technical Director is an employee of the College who works The with the Director of Conferences and Events, the Arts departments, and the Student Activities Office to provide technical support to the College’s annual curricular, co-curricular and extracurricular productions, and to special College events in Goodhart. The Technical Director must sign the Agreement to use any space in Goodhart Hall.

Steps for Reserving Space

Performing arts spaces in Goodhart Hall are booked well in advance.  The sooner your group requests a space, the greater the likelihood that it will be available.

A Goodhart Hall space is officially reserved when a student group has signed an Agreement with the Goodhart Technical Director and received an email confirmation from Conferences and Events.

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Student Events

1. Determine the most suitable type of space for your event
2. Check for availability using Virtual EMS, Bryn Mawr’s calendar
3. Place a hold on the space

Contact Conferences and Events to reserve all of the time that your group will occupy the space.  This includes the time you will need for your load-in, rehearsals, performances, clean-up, and load-out. Note: Due to high demand, the Main Auditorium and Teaching Theater are generally not available for non-technical rehearsals

 

4. Complete the Online Technical Questionnaire

The information provided in the Questionnaire will assist the Technical Director in assessing the character and needs of the event. 

5. Meet with Goodhart’s Technical Director

Discuss the feasibility and technical requirements of the project.

 

6. Sign Agreement to use Goodhart

The student group and the College will enter into an Agreement that outlines the rights and responsibilities of both parties, including access to facilities, properties, and staff services, and detailing a production schedule.

The group’s point person must carefully review and sign this document before the reservation is complete.

Note:  If any significant details of the project change after the Agreement has been signed, the point person must meet with the Technical Director.

7. Receive confirmation of reservation

Once the Agreement is signed, the point person will receive an email from Conferences and Events that will confirm that the space is reserved for the group.

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Outside Artists Booked by Student Groups

1. Work with Student Activities Office on the steps involved contacting and contracting outside performer(s)

Please read the College’s guidelines regarding Contracts with Outside Artists/Agents

Students are not permitted to sign contracts or any binding agreements on behalf of any College affiliated group.

2. Complete online Technical Questionnaire

The information provided in the Questionnaire will assist the Technical Director in assessing the character and needs of the event. 

3. Prior to entering into a contract with the outside artist, meet with Goodhart’s Technical Director
   

Meet with the Technical Director to review the Contract and Technical Rider with Outside Performer(s), and determine the appropriate location for the event.

4. Technical Director officially signs off on the Technical Rider
   

5. Sign Agreement to use Goodhart

The student group and the College will enter into an Agreement that outlines the rights and responsibilities of both parties, including access to facilities, properties, and staff services, and detailing a production schedule.

The group’s point person must carefully review and sign this document before the reservation is complete.

Note:  If any significant details of the project change after the Agreement has been signed, the point person must meet with the Technical Director.

6. Receive Confirmation of Reservation

Once the Agreement is signed, the point person will receive an email from Conferences and Events that will confirm that the space is reserved for the group.

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