Reservations are granted as often as needed and upon confirmation with priority given to music majors and faculty. Every effort is made to match the first choice, but the Department of Music reserves the right to adjust space to accommodate as many requests as possible. We can provide space for activities to the extent that it is available. For more information and instructions on how to process a reservation, follow the steps below.
Room Schedules
Click the links below to access room schedules and booking instructions:
| Denison Hall Schedule | Harkness Chapel Schedule |
| Haydn Hall Schedule | Harkness Classroom Schedule |
View the Full Building Schedule
Access a complete calendar of all Department of Music buildings using the button below.
Sort by View Options:
- Monthly View (default)
- Weekly View
- To filter by building, select "Daily View" and click on the "Location" header.
Create a Reservation
The Spartan Reservation System allows students, faculty, and staff to request rooms and services in many buildings across Case Western Reserve University. Each building has unique booking rules and processes––please note that Harkness Chapel requires a separate request form. Refer to the list below to determine which policies apply to your reservation.
- Fall calendars open July 20
- Spring/Summer calendars open Dec 20
- No outside activities will be booked in music rooms during orientation or the first week of each academic semester
- Start/end times should be on the hour (:00), quarter hour (:15 or :45), or half-hour (:30), and include setup/teardown time
- Your reservation is not considered confirmed until you receive a confirmation email
- Make sure to return to the system to release or cancel any booking(s) that you will not use at least 48-hours in advance
- If you arrive more than 10-minutes late, your room reservation will be released
- Be completely out of the room by your designated end time; allow enough transition time
- All activities taking place outside of normal building operating hours will require card swipe access or event staff
- Quiet Hours begin at 11:00 p.m. and no activities will be booked past 10:00 p.m.
- Rooms are generally not available to reserve during university holidays or breaks
Do you have a CWRU Network ID? Please use the Spartan Reservation System (EMS) to create a reservation request online.
Spartan Reservation System
Reference Guide: Looking for more information and instructions on how to process a reservation using the Spartan Reservation System? Click here to download the Reference Guide.
This is expected and happens to everyone the first time they log in to the Spartan Reservation System (EMS).
How to Fix:
- Using a desktop browser (not a phone or tablet), on the Event Details screen, click the lookup icon next to the Group field.
- Search for and select “Individual” to add it to your account.
- Moving forward, you’ll be able to select “Individual” from the Group dropdown, including on a phone or tablet, which will allow you to complete the contact fields.
CIM affiliates and individuals or organizations not affiliated with CWRU can use our external request form to submit a reservation in Harkness Chapel.
For questions or concerns, please contact music+facilities@case.edu.
The Event Planning Guide will help guide you through preparing programs and publicizing a performance or event.
Department of Music staff members are here to help!
- academic program support
- accompanying services
- calendar access and website event pages
- event programs and publicity (including branding and design)
- lodging/travel accommodations for visiting artists or guest speakers
- news stories
- printing services
- general office supplies
- preparing and presenting musical performances
- booking musical facilities and equipment
- scheduling musical activities,
- maintenance requests
- piano tuning
- recording sessions and services
- weddings
- access to The Core Mac Computer Lab (Haydn, 16)
- personal recording devices and accessories
- updates to online directories, integrated videos or digital forms
- technology installations or maintenance
- digital archives and CWRU Music YouTube account
- invoices, purchasing, honorariums
- catering
- reimbursements
- rental agreements
- special event planning (conferences, homecoming, receptions)
- subscription advertising
These spaces must be booked at least 48-hours in advance and require approval from operations staff in the music office:
- Haydn Hall: classrooms; The Haven; The Core
- Denison Hall: rehearsal rooms; DEN Classroom
- Harkness Classroom
- Reservations require 48-hours in advance
- Reservations cannot exceed 2 hours (120-minutes)
- Music majors are encouraged to book recurring (weekly) times for individual practice or group rehearsals before the drop/add period
- CWRU ensemble members (MUEN) and students taking lessons (MUAP) can reserve recurring (weekly) practice times following the drop/add period
- Classrooms can only be reserved during business hours unless the individual has after-hours (card swipe) access
These spaces can be booked up to 2-hours before an event and require no additional approval from the music office:
- Haydn Hall: practice rooms; HPP studios
- Denison Hall: practice modules; percussion studio
- Practice rooms are available to current CWRU music majors and music minors/non-majors enrolled in ensembles (MUEN), applied music lessons (MUAP) or group classes for beginners (MUSP 100)
- Practice rooms/studios are accessible after-hours by card swipe; walk-ins are permitted when not in use
- Same-day reservations for practice rooms/studios can be made up to 2 hours before an event
- Reservations cannot exceed 2 hours (120-minutes)
- Graduate students in Historical Perf Prac or students taking lessons on period instruments can book the HPP studios in Haydn Hall (requires specialized access)
- Percussion majors or students taking percussion lessons can book the percussion studio in Denison Hall (requires specialized access)
- Practice rooms/studios should not be used for remote classes, study sessions, meetings, hangouts, lunch, etc.
- Practice rooms should not be used for private lessons
You can arrange recording sessions or services in Harkness Chapel (fees apply), or borrow various portable audio recorders and video cameras for self-recording.
The Department of Music provides free recording services for the following events:
- Concerts by official Department of Music ensembles
- Recitals required for the completion of graduate degrees (HPP) and Capstone projects
- All endowed recitals (e.g., Ronis Recital, Concerto Competition)
- Performances by JMP chamber music courses that are offered exclusively to CWRU students (studio recitals not included)
For more information, visit:
Portable Recording Devices
Portable audio recorders and video cameras are available for CWRU students, faculty, and staff to reserve at no cost. Users are responsible for transferring, editing, and uploading their own files. To reserve a device, please email Ken Wendt at musictech@case.edu or visit the The Core Mac Computer Lab (Haydn Hall, Room 16).
To schedule recurring academic classes or breakout rooms, email jenwright@case.edu.
CWRU affiliates and external groups should use the Event Application to plan a special event that may require an event brief for advance planning (programming, timeline, venue selection, budget, logistics, hotel/travel, supplies, catering, etc.). It can also include the speaker, attendee, and sponsor information.
An external group must be sponsored by a current member (with a Network ID) of the Department of Music.
Do not use this application for everyday reservations or performances in Harkness Chapel.
Events in Harkness Chapel should indicate technology needs in their Reservation Request. For technology questions and support during the event planning process: music+facilities@case.edu.
Events in Haydn Hall should contact Ken Wendt to discuss technology needs.
Current CWRU/CIM students can schedule recitals in Harkness Chapel. Rental fees may apply.
Undergraduate students planning to substitute their Level Jury or Exit Jury with a recital should complete the Jury Petition Form by week 8 of the semester.
HPP graduate degree recital proposals are due by April 1 (fall recital) or Nov 1 (spring recital). Students should communicate their proposed dates to the Coordinator of Graduate Studies in Historical Performance Practice by the established deadlines. The CGS will communicate the finalized recital dates (during the exclusive calendar preview) to the music office.
The Event Planning Guide will help guide you through preparing programs and publicizing a performance or event.
Authorized student organizations actively participating and contributing to musical life on campus, with an affiliation to the Department of Music (music faculty advisor and permission from the music office), may schedule recurring (weekly) rehearsals in Denison Hall.
The Department of Music Performance + Operations Assistant will contact student group leaders during our exclusive calendar preview to schedule performance dates in Harkness Chapel (rental fees apply).
The Event Planning Guide will help guide you through preparing programs and publicizing a performance or event.