Florence Harkness Memorial Chapel is a historic and valuable building and should be treated with the utmost respect. Use of University facilities by entities other than the University or recognized student organizations requires a University-approved lease or license agreement executed in accordance with the University's policies for contract approval.In addition, individuals and organizations using University facilities are required to comply with all applicable University policies.
Reasonable charges, including overhead for the use of space and related equipment, facilities, or amenities may be made to users of University facilities.
Responsible Party
Department of Music facilities should be utilized for activities, meetings, gatherings, and functions consistent with the registered purpose of the organization. Any unauthorized use of space is prohibited. Under no circumstances can music equipment be transported or used outside of the facility. All persons using space or equipment shall be responsible for their own safety and shall be solely responsible for anticipating, knowing, and taking all necessary precautions relative to working with such equipment. All appropriate measures and usage practices must be followed, including, but not limited to policies and procedures, general housekeeping rules, or any manufacturer guidelines. The Responsible Party assumes all risk of property damage and liability for any and all costs associated with any claims, actions, or damage(s). Disregarding regulations and any resulting damages will be billed to the individual or group separately from the rental agreement.
The Responsible Party agrees to adhere to the following:
- No food or beverage in the main performance hall. Alcohol is prohibited.
- No smoking or vaping on campus grounds.
- Storing equipment or decorations prior to an event is generally not available.
- Special or extensive setup (equipment or structures that require construction in the building or on its property, use of ladders or lifts, etc.) is not allowed.
- Outdoor setup (tables, tents, booths, etc.) may not be placed on campus grounds.
- Provide a list of equipment–supplied by outside vendors or personal equipment brought into the venue–to the Department of Music event manager in advance.
- Remove all items at the end of the event including programs, flowers, aisle runners, equipment, decorations, personal belongings, etc.
- Keep all rooms clean from garbage and ensure the room is left in a good state. Extra trash bags can be provided by request.
- Keep all doors closed, never prop them open, and secure them before leaving.
- Do not keep personal belongings–particularly those of value–unattended or in an unlocked room. CWRU is not responsible for any items left behind or stolen.
- Do not place anything on top of the keyboard instruments.
- The piano is available for use by professional musicians. The harpsichords and organ are not to be touched and cannot be removed from the stage.
- Carefully move around any equipment or instruments set up during an event.
- Tossing/dropping rice, birdseed, confetti, or live flower petals is not permitted. Faux flower petals (interior) and bubbles (exterior) are permitted.
- No candles permitted.
- Tape, nails, staples or glue cannot be used on any surface (walls, floors, woodwork, glass, bronze, stone, etc.).
- Electrical outlets are limited in number, please plan in advance. Two outlets are located on the stage and along the wall where the chairs/stands are stacked.
- Animals are not permitted inside any University-controlled building. Service animals are permitted on University-controlled property and in University buildings while they are performing tasks for the individual they accompany. Domesticated pets are permitted outside on campus grounds when leashed and properly attended at all times.
- Lost and Found items can be left with event staff or delivered to the music office in Haydn Hall, 103 (during business hours).
- University Quiet Hours begin at 11:00 PM – activities will not be scheduled past 10:00 PM.
- Report any issues ASAP – continue below for reporting repairs and maintenance or event security and emergencies.
Student Event Staff
Members of our student event staff will be assigned to work all external events in Harkness Chapel at the rate of $20/hour. Staffing is only provided during the academic year and depends on the availability of our team members. Student operations staff members are often on-site to monitor building operations; regard for their authority is expected.
Receptions
- Food inside the building is expressly prohibited without the direct permission from the Department of Music.
- If permission is granted, small receptions can be set up inside the main foyer on hard floors.
- No food or beverages (except sealed water bottles) allowed in the main performance hall; absolutely no alcohol permitted.
- Event hosts may bring their own refreshments, but before exiting the venue, all trash must be thrown away with the garbage bags placed outside in a designated area. Otherwise, custodial fees will be charged in the amount of $60/hour.
- For special services, please contact Nicholas Strawn, Performance and Operations Assistant.
Before Leaving the Venue
- Return instruments to the original location.
- DO NOT leave keyboard instruments over the stage air vents.
- Lock and cover the piano. Return it to stage right and parallel to the wall (do not block the backstage door).
- Neatly rack music stands/chairs and return them to the side vestibule.
- Dispose of all trash in the proper receptacles. Food waste should be cleaned up. Check both the lobby and audience areas.
- Classroom: dispose of all trash and return desks or chairs to their original location.
- Turn off all the lights.
- Shut and lock the internal doors and windows.
Reporting Repairs and Maintenance
Routine Requests:
For Department of Music Facilities, service requests, building access (card swipe), room reservations, instrumental lockers, practice rooms, secure rooms or storage areas (lockbox access), and event logistics. Email music+facilities@case.edu or call 216.368.2297. Include photos when possible.
In the event of a safety or medical emergency:
Call the Campus Security emergency line at 216.368.3333 and report to music+facilities@case.edu or call 216.368.2297.
Locked building or classroom:
During regular office hours in Haydn Hall, find a music staff member for assistance. For Denison Hall or special events in Harkness Chapel call 216.368.2297. After-hours, call the Campus Security non-emergency line at 216.368.3300 and present your Network ID (CWRU affiliates) and reservation ID or course details.
Facilities Services and emergency maintenance:
(plumbing, electrical, HVAC)
You may contact Facilities Services through the Customer Service Center at 216.368.2580. After-hours, all calls get forwarded to Public Safety dispatch with only true emergencies addressed. Anytime you make a services request, please report it to music+facilities@case.edu or call 216.368.2297.
Event Security
The Department of Music will notify Division of Public Safety about the opening and closing times for an event. Student operations staff are assigned and required for all external events to assist with unlocking doors, piano access, lighting, stage managing, and greeting guests. Event security is strongly recommended for events of more that 50 guests.
The Case Western Reserve University Division of Public Safety is dedicated to providing quality service, safety, and a positive educational experience for the campus community.
Contact CWRU Police
- Emergency: 216.368.3333
- Non-emergency: 216.368.3300
- Tip Line: 216.368.3331
- Non-Emergency Questions: publicsafety@case.edu
Safe Ride Program: These vehicles operate between 6:00 PM and 3:00 AM and can be requested via a free app (visit saferide.case.edu; call 216.368.3000, or download "CWRU Spartan Ride" from the iPhone App Store or Google Play).
Walking Escorts: Request a walking or vehicle escort 24/7 (any time day or night) by calling 216.368.3300.
Spartan Safe: (formally Rave Guardian) This safety app offers easy access to critical resources that you need the most. The free app—created through Rave Mobile Safety, which the university already uses to send emergency alerts via platforms such as email and text—provides a number of safety tools designed to keep you safe. Download Spartan Safe from the iPhone App Store or Google Play.
Safety Protocols: University Health and Counseling Services is committed to protecting the health and well-being of our campus community. Find the latest guidelines and COVID-19 resources on the Respiratory Viruses page.