Whether you're reserving a classroom, practice room, recital space, or special event venue, the information below will help you determine the correct reservation process.
Reservations are granted based on availability, with priority given to Department of Music classes, ensembles, performances, music majors, and faculty.
Quick Links
- Spartan Reservation System (EMS)
- View Full Building Schedule
- Harkness Chapel Reservations
- Event Planning Guide
- Special Event Application
What would you like to do?
| I want to... | Go to |
|---|---|
| Reserve a rehearsal room or practice room in Denison Hall | Denison Hall Reservations |
| Reserve a classroom or practice room in Haydn Hall | Haydn Hall Reservations |
| Reserve The Haven Lounge | Haydn Hall Reservations |
| Reserve Harkness Classroom for a lecture, meeting, review session, or exam | Harkness Classroom Reservations |
| Reserve Harkness Chapel | Harkness Chapel Reservations |
| Schedule a student recital or performance | Event Planning Guide |
| Plan a conference, symposium, guest residency, reception, or other special event | Special Event Application |
| Schedule a recording session in Harkness Chapel | Harkness Chapel Reservations |
| Borrow a portable recorder, video camera, or other AV equipment | Contact Hudson Brett |
| See what's happening in our music buildings (Use Daily View and Location to filter by building) | View Full Building Schedule |
| View Harkness Chapel rental rates and fees | Rates & Fees |
| Review Harkness Chapel usage policies | Rules for Use |
| Learn about wedding reservations in Harkness Chapel or Amasa Stone Chapel | Weddings |
Helpful Resources
Please review the following policies before submitting a room reservation request.
Reservation Availability
- Fall semester calendars open July 20.
- Spring and Summer calendars open December 20.
- Music spaces are generally not available during university holidays or academic breaks.
- Outside activities are not scheduled during orientation or the first week of each academic semester.
Scheduling Your Reservation
- Schedule reservations to begin and end on the hour (:00), half-hour (:30), or quarter-hour (:15 or :45).
- Include sufficient time for setup and teardown within your reservation.
- Your reservation is not confirmed until you receive a confirmation email.
Changes & Cancellations
- Cancel or release any reservation you no longer need at least 48 hours in advance.
- Reservations may be released if you arrive more than 10 minutes late.
Room Use
- Vacate the room by your scheduled end time to allow for the next reservation.
- Activities scheduled outside normal building hours require card access or event staff.
- Quiet Hours begin at 11:00 p.m. To minimize disruptions, reservations are generally not scheduled past 10:00 p.m.
Disclaimer
The Department of Music reserves the right to adjust room assignments to accommodate academic priorities and maximize space availability.
If you have a CWRU Network ID, submit your room reservation request through the Spartan Reservation System (EMS).
Spartan Reservation System
Need help getting started?
Download the Spartan Reservation System Reference Guide for step-by-step instructions on creating and managing room reservations.
Don't worry—this is expected the first time you log in to the Spartan Reservation System (EMS).
- Using a desktop or laptop computer (not a phone or tablet), log in to the Spartan Reservation System.
- On the Event Details page, click the lookup (magnifying glass) icon next to the Group field.
- Search for and select Individual.
- Save your selection.
Once Individual has been added to your account, it will appear in the Group drop-down menu for future reservations—including when using a phone or tablet—and you'll be able to complete the required contact information.
Note: This is a one-time setup. After selecting Individual once, you won't need to repeat these steps.
Cleveland Institute of Music (CIM) affiliates and individuals or organizations not affiliated with Case Western Reserve University may submit a request to reserve Harkness Chapel using the external reservation form.
Harkness Chapel Reservation Request
Questions?
Contact the Department of Music at music+facilities@case.edu.
The Event Planning Guide provides step-by-step guidance, timelines, and contact information to help you coordinate successful events within the Department of Music.
The following spaces require a reservation request and approval from the Department of Music Operations staff. Requests must be submitted at least 48 hours in advance.
- Haydn Hall: Classrooms, The Haven, The Core
- Denison Hall: Rehearsal rooms or Denison Classroom
- Harkness Classroom
Reservation Guidelines
- Reservation requests must be submitted at least 48 hours in advance.
- Individual reservations are limited to 2 hours (120 minutes).
- Music majors are encouraged to reserve recurring weekly practice or rehearsal times before the end of the Drop/Add period.
- Students enrolled in Department of Music ensembles (MUEN) or applied lessons (MUAP) may reserve recurring weekly practice times after the Drop/Add period.
- Classrooms may only be reserved during normal business hours unless the requester has approved after-hours card access.
The following spaces may be reserved through the Spartan Reservation System (EMS) up to 2 hours before the reservation start time and do not require additional approval from the Department of Music.
- Haydn Hall: Practice rooms, HPP Studios*
- Denison Hall: Practice modules, Percussion Studio
*Controlled access is required.
Eligibility
Practice rooms are available to:
- Current music majors
- Music minors
- Non-majors enrolled in:
- Department ensembles (MUEN)
- Applied music lessons (MUAP)
- Group classes for beginners (MUSP)
Reservation Guidelines
- Same-day reservations may be made up to 2 hours before the reservation start time.
- Reservations are limited to 2 hours (120 minutes).
- Practice rooms and studios are accessible after hours with approved card-swipe access.
- Walk-in use is welcome whenever a room is not reserved.
- Historical Performance Practice students and students taking lessons on period instruments may reserve the HPP Studios (controlled access required).
- Percussion majors and students enrolled in percussion lessons may reserve the Percussion Studio (controlled access required).
Appropriate Use
Practice rooms and studios are intended for music-related academic activities.
They should not be used for:
- Studying
- Meetings
- Social gatherings
- Eating meals or hanging out
- Other non-musical activities
The Department of Music offers professional recording services for select performances and provides portable recording equipment for self-recording projects.
Department Recording Services
Recording sessions and services are available in Harkness Chapel for approved performaces. Fees may apply for events that are no covered by the Department.
The following events are recorded at no charge:
- Concerts by official Department of Music ensembles
- Graduate degree recitals (Historical Performance Practice) and Capstone projects
- Endowed performances, including the Joan Terr Ronis Recital Prize and Concerto Competition
- Performances by Joint Music Program (JMP) chamber music courses offered exclusively to CWRU students (studio recitals excluded)
Learn More:
Portable Recording Devices
Portable audio recorders and video cameras are available for CWRU students, faculty, and staff at no cost.
Users are responsible for transferring, editing, and storing their own recordings.
To reserve equipment, contact Hudson Brett or visit Haydn Hall, Room 104.
The Schedule of Classes (SIS) pertains to recurring academic courses and breakout rooms offered during the fall and spring semesters. These reservations are coordinated in advance as part of the university's academic scheduling process.
Faculty and staff requesting classroom assignments or changes for scheduled courses should contact jenwright@case.edu.
This process is for academic courses scheduling only.
Planning a conference, symposium, guest residency, reception, or other special event? Use the Special Event Application to begin the planning process.
The application collects information needed to prepare an event brief and coordinate items such as:
- Programming and event timeline
- Venue selection
- Budget and funding
- Travel and hotel accomodations
- Catering
- Equipment and supplies
- Speakers, attendees, and sponsors
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.
External groups must be sponsored by a current Department of Music faculty or staff members with a valid CWRU Network ID.
Please note: This application is not intended for routine room reservations or performances in Harkness Chapel. Use the appropriate reservation process for those activities intead.
If you're planning an event in Harkness Chapel, please indicate your AV and technology needs on the Harkness Chapel Reservation Request.
For questions about available equipment or technology support during the event planning process, contact: music+facilities@case.edu.
Current CWRU and CIM students may reserve Harkness Chapel for recitals. Rental fees may apply.
Undergraduate Students
Undergraduate students wishing to substitute a Level Jury or Exit Jury with a recital must submit the Jury Petition Form by Week 8 of the semester.
Historical Performance Practice (HPP) Graduate Students
HPP graduate recital proposals are due:
- April 1 for fall degree recitals
- November 1 for spring degree recitals
Students should submit their proposed recital dates to the Coordinator of Graduate Studies in Historical Performance Practice (CGS) by the appropriate deadline. The CGS will provide the finalized recital schedule to the Music Office during the department's exclusive calendar preview period.
Planning Your Recital
The Event Planning Guide provides timelines, checklists, and resources to help you prepare recital programs, coordinate logistics, and publicize your performance.
University-recognized student organizations affiliated with the Department of Music may reserve music facilities for rehearsals and performances.
To be eligible, organizations must:
- Be an officially recognized student organization.
- Have a Department of Music faculty advisor.
- Receive approval from the Music Office.
Eligible organizations may schedule recurring weekly rehearsals in Denison Hall.
Performance dates in Harkness Chapel (rental fees may apply) are coordinated during the department's early planning period. The Department of Music Performance & Operations Assistant will contact student organization leaders to schedule performances.
Planning An Event
The Event Planning Guide provides timelines, checklists, and resources to help you prepare recital programs, coordinate logistics, and publicize your performance.