General Renting Policies
University policy dictating the order of priority for room assignments is as follows:
- First priority goes to academic courses and annual events on the academic calendar,
- Second priority to Lesley University sponsored events,
- Third priority to outside organizations renting Lesley space.
Within this prioritization process, rooms are reserved on a first come, first served basis. Put in your request as soon as your needs are known since once courses are assigned, the event requests will be filled in the order they were received.
Scheduling Timeline
In order to accommodate our academic course schedules and events, outside reservation requests will be approved according to the timeline noted below, which we reserve the right to alter:
- All room reservation requests must be received at least two weeks in advance
- Room Reservations for JANUARY 2013 and SPRING 2013 term may be requested.
- Room Reservations planned for SUMMER 2013 –Inquire and reserve space on or after – (Mid December to Early January)
- Events planned for FALL 2013 –Inquire and reserve space on or after – (Mid to Late February)
Policy for Admission Charges/Sale of Goods
The Organization shall not charge admission fees at the door and may not sell or offer for sale goods or services in the Space without the prior written permission of the Office of Administration; Attn: Sue Wisniewski, 29 Everett Street, Cambridge, MA 02138. This includes both Lesley-sponsored events and those run by outside organizations. However, special charges are allowed for conferences and workshops where speakers' fees and other expenses must be covered, but must be approved by the Vice President of Finance and/or the Vice President of Administration. Any fees approved must be collected through pre-registration; money may not be collected at the door.
Room Set-Up
The tables and chairs in the Space are permanent to that room, but may be arranged to suit the Organization's reasonable needs so long as the Organization gives at least (1) one week written notice to the Office of Administration; Attn: Sue Wisniewski, 29 Everett Street, Cambridge, MA 02138. The University cannot guarantee the availability of additional tables/chairs for your event. There are limited amounts of excess furniture. It will be the responsibility of the Organization to rent additional tables/chairs required for said event. The University will take great strides in accommodating your needs; however we cannot guarantee we will have the excess furniture available for use.
Audio-Visual Equipment
Use of the Space entitles the Organization to use the classroom technology (projector and screen) in the Space. No other equipment is included in the basic Rental Fee. For additional technology support services, there will be associated fees. Coordination and planning of such services will need to be conducted two weeks in advance of the event, with our Information Technology (IT) department. Your event coordinator will assist in putting you in contact with the correct IT person.
Parking
Use of the Space does not entitle the Organization or its attendees to parking privileges anywhere on the Lesley University campus. Parking is not available on the Lesley campus to the Organization or its attendees before, during or after the event unless specifically arranged and approved in advance.
Alcohol
There shall be no alcohol served, sold or consumed in the Space, without the prior written consent of Lesley University. Such permission may be granted only if the Organization obtains all required permits or other authorizations, and if the Organization's caterer obtains insurance satisfactory to Lesley University.
Internet Access for Visitors & Guests
If you are a Lesley University guest, you must coordinate your wireless access with Michael Orr to issue a temporary user name. Once an account has been issued, the guest will still need to configure his or her computer to access the wireless network. See more information on Information Technology's wireless policy and procedures.
Entertainment License
For those events open to the public and require ticket sales at the door, you must obtain a One Day Entertainment License through the City of Cambridge.
Space Availability
Space availability will be determined once the reservation request form is submitted.