Harkness Chapel Rules for Use

This space is intended for events, ensemble performances, student recitals, dress rehearsals, recording sessions, as well as academic classes. It is not intended to support individual practice, lessons, or other unrelated activities. The last 2 weeks of each semester are typically held for CWRU Music events. 

An external event that may include 50 or more people requires a plan for review and approval by the Department of Music. As a first step, your Harkness Chapel Reservation Request will be reviewed by our department operations staff. 

Individuals attending Case Western Reserve University events are expected to be fully vaccinated, including boosters if eligible. All visitors and members of the university may choose whether to wear masks indoors on campus, unless they are in clinical settings, including the dental clinic, or have received university approval for an exception. We encourage everyone in the campus community to respect individual choices to wear a mask. Please remember that those with COVID-19 symptoms should stay home. University leaders continue to monitor pandemic developments and will adjust health protocols as circumstances warrant. Learn more about CWRU's COVID-19 response

Responsible Party

The responsible party listed on the Harkness Chapel Reservation Request agrees to adhere to the Harkness Chapel Rules for Use and General Housekeeping Rules. This historic and valuable building should be treated with the utmost respect. Disregarding regulations and any resulting damages will be billed to the individual or group who made the reservation. Furthermore, the individual or group may not be permitted to use Harkness Chapel in the future. All student event staff have gone through training; regard for their authority is expected. Event staff will remain on-site during the event.

[External Groups/Individuals] Checking the box on the Harkness Chapel Reservation Request signifies that the individual/group has read the usage guidelines outlined below and agrees to be the responsible party. 

Harkness Chapel Policies

  • student is defined as a current Case Western Reserve University network ID holder who attends CWRU or CIM.
  • Reservations must be received by 4 PM at least 3 business days in advance.
  • An event or activity is confirmed once a formal notification is received from the Department of Music.
  • Cancellations must be made 7 days from your reservation confirmation (24-hrs when booking within the 3-day window). Failure to do so will result in a full charge of rental fees.
  • Concerts and Special Events are booked with additional time on either end for set-up/tear-down (not exceeding 4-hours).
  • Student Recitals are booked in pre-determined 3-hour blocks (includes set up/tear down): 12-3 PM (1 PM start), 3-6 PM (4 PM start), 6-9 PM (7 PM start). 
  • Recital/concert fees include a single 2-hour dress rehearsal with the performance (schedule permitting).
  • Recording Sessions are booked in 3-hour blocks (includes set up/tear down): 12-3 PM, 3-6 PM, 6-9 PM. Additional time can be booked for a fee of $25 per hour for a single session. 
  • Harkness Classroom will serve as a backstage area during performances and recording sessions.
  • All external events require a Student Operations Staff Member (charged separately).
  • Receptions: Permit paperwork for additional custodial services are required (minimum fee of $140). Harkness Classroom and foyer will serve as the reception area. Send an email to music+facilities@case.edu if the event requires additional facilities support services for a reception. 
  • No food or beverages are permitted in the performance hall (main Chapel area). Water bottles with lids are acceptable.
  • Absolutely no alcohol permitted.
  • Space is not available for storing equipment prior to or during an event.
  • The Chapel is not available for special setup (i.e. equipment or decorations that require construction in the building or on its property, use of ladders, etc.).
  • No outdoor setup of any kind (i.e. tables, tents, booths, etc.) may be placed on Chapel grounds.
  • The Department of Music must be advised in advance of any rented equipment supplied by outside vendors. 
  • All items must be removed at the end of the event (i.e. programs, flowers, aisle runners, equipment, decorations, etc.). Additional materials should be disposed of in the waste receptacles.
  • 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 harpsichord and organ are not to be touched and cannot be removed from the stage.
  • Be very careful when moving the keyboard instruments.
  • Tossing/dropping rice, birdseed, confetti, or live flower petals is not permitted. Faux flower petals and bubbles are permitted. 
  • No candles permitted.
  • Tape, nails, staples, and 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 are located on the stage and one is located along the wall where the chairs/stands are stacked.
  • No pets or animals are permitted in the Chapel or on CWRU property.
  • Payments from CWRU Departments can be charged to a Speedtype. All other payments can be made by PayPal (preferred) or check (written out to Case Western Reserve University or CWRU). An invoice will be sent with instructions.
  • Recording Services: During the academic year, recording services can be requested by submitting the Harkness Recording Services Request. External AV Services can be arranged directly through Enharmonic Records or MediaVision | [U]Tech.
  • Personal Recording Devices: CWRU/CIM faculty, staff, and students can loan AV equipment and personal recorders from The Core Computer Lab (HYDN 16). Email Ken Wendt in advance at <musictech@case.edu>.
  • Weddings: Visit the Harkness Chapel Weddings page
  • Questions: Please email music+facilities@case.edu.

Before You Leave

  • 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 (if used): dispose of all trash and return desks or chairs to their original location.
  • Turn off all the lights.
  • Shut and lock all the doors and windows.

*Failure to adhere to these policies will result in additional damage charges. 

Questions or Concerns

Routine Requests:
For Department of Music Facilities, service requests, building access (card swipe), room reservations, key orders, instrumental lockers, practice rooms, secure rooms or storage areas (lockbox), and event logistics. Email music+facilities@case.edu or call 216.368.2297

Building or Classroom locked:
Call the Campus Security non-emergency line at 216.368.3300 and present your reservation ID. CWRU affiliates must also provide their Network ID. Check with music office staff during regular business hours.

In the event of an emergency:
Call the Campus Security emergency line at 216.368.3333.

After-hours facilities and emergency maintenance:
Call Customer Service at 216.368.2580 (plumbing, HVAC, electrical, custodial) and report to music+facilities@case.edu or call 216.368.2297.

Event Security

The Department of Music will notify Public Safety/Campus Security 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. If you would like to hire Event Security, please contact the Division of Public Safety.