Event Facilities Policy

 

General Use Policies 

Lost and Found

Found items should be reported to the Agnes Scott College Department of Public Safety located at 137 S. McDonough street (in the West parking deck). To determine whether a personal item has been turned in to the Lost and Found, please call 404-471-6355. Any lost or stolen items are not the responsibility of the Agnes Scott Department of Music or Agnes Scott College.

Parking

Complimentary parking is available to all guests in the West Parking Facility, which accommodates approximately 400 vehicles.  Guests may be subject to ticket and/or tow if parked in other lots.

Reading and Exam Days

The Alston Campus Center meeting rooms 205, 206, and 304 are reserved as student study areas during the Fall and Spring reading and exam days. The meeting rooms are not available for booking at that time.  

Smoking

The use or sale of tobacco products is prohibited in or on Agnes Scott College’s main campus (in and outside buildings) in an effort to transform the campus into a healthier, cleaner environment that truly supports the overall wellness of our students, faculty, staff and visitors.

Buildings 

Alston Campus Center

The Alston Campus Center meeting rooms 205, 206, and 304 are fixed spaces for general and boardroom style meetings. The seating configurations are to remain as is.  

Alumnae House

The primary use of the Alumnae House event space including the tea room, living room and dining room is for alumnae events.

  • Faculty and staff are permitted to use these spaces for meetings or other events that are not student activity related.
  • The space is also rented to outside constituents per the policy of facility rentals in the Office of Special Events and Community Relations.
  • The Alumnae House facilities are not available for student or student organization use or for events whose primary attendees are students.
  • For overnight guest room requests visit www.agnesscott.edu/alumnaehouse to check availability or contact the Reservation Specialist, at alumhouse@agnesscott.edu.
  • See space configuration options in the Campus Calendar Guide to Venue Space.

Bullock Science Center

In order to reduce the chance of ingestion hazards, spillage or destruction of property, food and drinks will be limited to certain areas of the Science Center.  The following applies to students, faculty, staff and visitors.   

  • Food is defined as meals (breakfast, lunch, dinner), snacks (chips, cookies, cake, etc), fruits, vegetables, etc.  
  • Food is prohibited in classrooms, corridors, laboratories, research laboratories, computer centers,  Student Collaborative Learning Centers (SCLC), chemical storage rooms, vivarium and instrument rooms.
  • Food and drinks are not to be brought or left in corridors outside of the laboratories.
  • No food for human consumption will be stored in refrigerators or freezers located in laboratories, prep rooms, or controlled environment rooms.
  • No food for human consumption will be warmed in ovens/microwaves designated for laboratory use.
  • Food may be brought into the atrium, faculty and staff offices and department offices, Meals and refreshments from special events in the atrium must be contained in the atrium.
  • Beverages, preferably water, will be allowed in the classroom provided it is in a sealed leak-proof container
  • Empty containers must be discarded once the class or meeting is over.     

Campbell Hall

Premier venues in the building include the Frances Bailey Graves '63 Auditorium, The Jones Center for Academic Excellence, Joseph M. Tull Conference Room, Emy Evans Blair '52 and Duane Blair Classroom, Reverend Jane Huff Hays '42 Commons, The Rich Foundation Lounge, Center for Writing and Speaking and the Viola Hollis Oakley '23 Presentation Room.

  • The Joseph M. Tull Conference Room (115) is managed by the Office of Academic Affairs.  
  • Center for Writing and Speaking oversees all activities in the Center for Writing and Speaking G-14 and the Oakley Presentation Room G-17.  Prior approval from the Center is needed for use of both spaces. Contact Mina Ivanova for approval to use space.
  • The Jones Center for Academic Excellence located on the ground floor includes all of the academic learning centers is available for each learning center’s programs only, no general campus or public use allowed.
  • Food and Beverages are not permitted in the Frances Bailey Graves ’63 Auditorium

Julia Thompson Smith Chapel

Primary uses of the chapel will be for worship services, for meditation and prayer, and for small religious study groups. Occasional lectures and concerts will be held in the chapel, and small weddings and memorial services will be accommodated.

Closing procedures:

  • Pick up any programs or papers left by your event and recycle.
  • Turn off all lights using the dimmer switches pulling down until they click.
  • Switches are located on the wall to the right of the chancel, on the wall to the right of the piano, and on the wall to the left of the elevator.
  • If the sound system has been used turn off at main power switch only.
  • Check downstairs and turn off any lights or appliances that have been used (i.e. coffee makers) in each room.
  • When using music stands or folding chairs please remove them from the chancel and put in storage room downstairs (or outside if door is locked)
  • Call Public Safety to lock the building at x. 6355.

Letitia Pate Evans Hall

Meeting Rooms 1, 2, 3 and 4 are fixed spaces for general and boardroom style meetings. The seating configurations are to remain as is.  

Meeting Rooms A, B and C are unfixed and set up is determined by the individual requesting space.  Your details, floor plan or design concept should be submitted with your reservation request to ensure timely setup. Submissions with no setup details will delay processing.

Gaines Chapel

  • Use of lights, sound and any stage elements are to be coordinated with the Office of Facilities for safety purposes.
  • Food and Drink are not allowed in Gaines Chapel. All food and drink should be consumed and discarded in the lobby or dressing room for performers.
  • Green Room Policy-Be sure to remove all event elements from the Green Room immediately following your events.  Items left more than 48 hours after your event will be discarded.

Maclean Auditorium

The auditorium’s primary use is for music events and rehearsals including, but not limited to: faculty and student recitals, Kirk Concert and Master Class Series visiting artist events, and Must Department musician workshops.

  • Use of Maclean Auditorium requires written permission by the chair of the Music Department.
  • Food and Drink are not allowed in Maclean Auditorium. All food and drink should be consumed in the lobby, with the exception of bottled water with a re-sealable lid.
  • Organ Policy - No food, drinks, or articles of any kind are to be placed on the organ bench. If damage to the organ occurs due to violation of the organ policy, the event host(s) are responsible for all repairs.
  • Late Seating- Guests who arrive at Maclean Auditorium after an event has started will not be able to enter the auditorium until the current musical piece has ended. Door guards will allow guests entry following the completion of musical movements.

Rebekah Scott Hall

The new Elizabeth Kiss Welcome Center in Rebekah Scott Hall consists of two spaces, the Hawkes Gallery and the Woltz-Garretson Great Room.  The Welcome Center is not a general multi-purpose room as Woltz has been in the past.

  • Use of the Welcome Center for evening events will be determined by the President and the Vice President for College Advancement in consultation with the Vice President for Enrollment.
  • All Hawkes Gallery exhibits have been designed to be movable.  
  • Furniture in Woltz-Garretson will also be movable though some heavier pieces, such as high-top tables, will generally be incorporated into the layout of an evening event and only moved on very rare occasions.  

Its primary use will be as a daytime Welcome Center for prospective students and their families as well as other campus visitors, such as alumnae. Its secondary use will be for a limited number of important college functions held in the evening. These could include:

  • Alumnae Weekend – venue for a reunion class on Saturday evening
  • Annual President’s Dinner for major donors
  • 1889 Society induction reception (held once every few years)
  • Occasional events honoring major donors or distinguished visitors
  • Occasional Board of Trustees dinners

Location Approval Directory

Some spaces require special approval. Please get permission from appropriate staff members listed below and submit approval with your Event Request Form. See the list below:
  • Alston Campus Center G-7 Student Affairs (Shinade Ramirez)
  • Alumnae House Tea Room (Special Events and Community Relations-Staff & Faculty Only)
  • Bradley Observatory – Physics Department (Chris DePree)
  • Classrooms-Registrar’s Office (Mary White)
  • Dalton Gallery, Dana Fine Arts Building – Art Department (Leah Owenby)
  • Dieckmann Conference Room – President’s Office (Shana Brewton)
  • McCain Library Elmore, Room 211, Terrace- (Elizabeth Bagley)
  • Tull Conference Room (115), Campbell Hall – (Thomaysa Stinson - Staff & Faculty Only)
  • Woodruff Gym – (Athletics - Jacques Wells)
  • President’s Dining Room - (President’s Office -Shana Brewton)
  • Winter Theatre, Dana Fine Arts Building – (Theater Department - David Thompson)

Once space is approved, please forward approval email along with event space reservation request to emsevents@agnesscott.edu