The Anonymous Hall Building Usage Policy

Policy ID

010-0005

Effective Date

Tuesday, August 2, 2022

Division

Advancement

Office of Primary Responsibility

Conferences and Events

Summary of Policy

Anonymous Hall houses academic and administrative offices, classrooms, conference rooms, function spaces, and the Ramekin Café.  The following policies and procedures are set forth for their use.

Affected Parties

All Groups

Policy Statement

General Policies:

  • All campus spaces are a valuable resource that belongs to the institution. The provost is the steward of all space and is responsible for ensuring that this space supports Dartmouth's academic mission.
  • Use of all shared spaces (i.e., spaces not assigned to an individual or department) must be in accordance with the Classroom, Seminar & Conference Room Use Policy.  
  • All requests to use shared spaces must be made through the Office of Conferences and Events.
  • Priority use of shared spaces is given to teaching, research, and programmatic activities sponsored by the departments currently housed in the building (Current Resident Departments).
  • Secondary use of shared spaces is allowed for teaching, research, and programmatic activities sponsored by Non-Resident Departments. The Office of Conferences and Events will screen requests from Non-Resident Departments to ensure they do not interfere with the operations or programming of Current Resident Departments.
  • Non-Dartmouth organizations, individuals, or businesses may be allowed to use shared spaces with approval from the Office of the Provost. Conferences and Events will screen such requests based on criteria from the Office of the Provost. There may be a license and/or facilities fee for non-Dartmouth use of space. 
  • Users are responsible for all event-specific costs, including set-up/break-down or maintenance charges involved in moving furniture, providing audio-visual equipment, restoring space to its original condition, etc.  
  • The building is unlocked from 6:45 am to 7:00 pm, Monday-Friday. Graduate and Post doc students have card access to enter the building and access the first floor and Guarini Commons after hours. Students, faculty, and staff working off hours may request card access to the building.

Current Resident Departments:

Basement:                   Guarini Commons (graduate student lounge)

First Floor:                  Guarini School of Graduate and Advanced Studies, Ramekin Cafe

Second Floor:             Linguistics, ASCL

Third Floor:                ASCL, Computer Science

Fourth Floor:               ---

Shared Spaces:

ROOM

DESCRIPTION

POINT OF CONTACT

114

Classroom

Registrar

202

Conference Room/potential classroom

Conferences and Events

220

Conference Room/potential classroom

Conferences and Events

302

Conference Room

Conferences and Events

314

Classroom

Registrar

316

Conference Room

Conferences and Events

401

Open Conference Space

Conferences and Events

402

Conference Room

Conferences and Events

Roof Top

Outdoor function space

Conferences and Events

Overhang/Front Lawn

Outdoor function space

Conferences and Events

Scheduling:

All requests to use shared spaces must be made through the Office of Conferences and Events.

Conference rooms and function spaces may be requested through the virtual event management system (VEMS) with the following considerations:

  • Resident Departments may reserve a conference room up to a year in advance.
  • Requests from Resident Departments are automatically approved in VEMS.  
  • Resident Departments have priority booking rights through the first week of each term.
  • Non-Resident Departments may reserve a conference room during the current academic term after the first week of the term has passed, or may tentatively request a conference room up to a year in advance, with the reservation to be confirmed after the first week of the appropriate term.

Classrooms may be requested through the virtual event management system (VEMS) with the following considerations:

  • The Registrar's Office has priority booking rights through the first two weeks of each term.
  • Departments may tentatively request a classroom up to one year in advance, with the reservation to be confirmed after the second week of the appropriate term.
  • Resident Departments can reserve a classroom during off hours up to a year in advance.
  • Scheduling classes in VEMS is required to have building unlocks/locks scheduled.

Event policies:

  • Any trash pick-up or furniture movement by the custodial crew after an event will be charged to the event.
  • All food setups must be done in designated areas and are not permitted in the classrooms.
  • The reserving group must dispose of all trash at the close of an event.
  • Building, room, and elevator unlocks for events outside building hours will be programmed through EMS.
  • User is responsible for leaving space in good order.  Fees may be assessed for custodial labor, damage, or loss of furniture, due to neglect.
  • Setups and moving furniture must be approved by C&E.
  • All established occupancy limits must be honored.
  • College alcohol policies must be followed and enforced.
  • Taping of signs, banners, and posters are permitted only on stone and cement walls.  No taping allowed on painted, wood or glass surfaces.  Any postings must be removed at the end of the event.