Geddes Hall Space Usage Policies for University Departments

Building #1212

Fr. Bob's Coffee House, the Our Lady of Mercy Chapel, the Andrews Auditorium, and the Lower Level Classrooms in Geddes Hall may be reserved. Requests to reserve space may be a maximum of 30 days in advance and a minimum of 5 business days, no exceptions. All reservations are subject to availability and these policies.

Geddes Hall Room Reservation Request Form

Other Center for Social Concerns spaces in Geddes Hall (including its meeting/conference rooms, lounges, and libraries) are not available for reservation. These spaces are for the use of Center staff and its service and social action student groups, as well as events officially co-sponsored by Center staff.

General Information

The University of Notre Dame and the Center for Social Concerns are committed to providing a safe environment conducive to educational and cultural events. Thus, all Geddes Hall patrons are expected to conduct themselves in a responsible manner. Individuals who display disruptive, dangerous or inappropriate behavior will be asked to leave. Disciplinary action for violating policy shall be governed by the applicable provisions of duLac (the UND student handbook) and the UND Human Resources Policy Manual as well as local, state and federal laws. Reservations for evening and weekend events cannot be made until 30 days prior to the event. Recurring meetings/events cannot be scheduled. Reservation requests must be mail using the EMS scheduling software.

A representative from the sponsoring organization must be present at all times during a meeting or event. This representative must check in with the front desk attendant at the start and the end of the meeting/event once the attendees have departed and clean-up has taken place. The front desk attendant and group representative will conduct a post-event check of the space at the conclusion of the event.

Furnishings and other items may not be removed or moved between rooms except as specified in these policies. Table and chairs in Fr. Bob's Coffee House may not be moved or rearranged. No exceptions.

Please allow sufficient time for set up and clean up when making your reservation. Plan to begin and end on time.

Supplies and equipment not specified in these policies are not provided by the Center. Those needing flip charts and/or other supplies and equipment should provide them. The Center does not provide administrative support services.

University entities are required to provide a FOAPAL at the time of reservation. The FOAPAL may be used to any incidental charges such as: (1) additional Center staffing for meetings/events that take place outside the Center's hours, (2) damages to the facility including the building, furnishings, or equipment, (3) additional cleaning fees that may be required, and (4) long distance charges that may be incurred. Non-University users will be invoiced and may pay by check.

The Center does not provide food or beverages. No food or beverages are allowed in the chapel, the lower-level classrooms, the auditorium or the lower level lobby area. No exceptions.

The Center reserves the right to match groups to appropriate space, which may occasionally involve moving a group to an alternate space. We will consult with the group contact person as far in advance as possible regarding any such change.

In general, cancellation is required 72 hours prior to each meeting/event instance that the space will not be used (Auditorium is the exception and requires 2 weeks notice of cancellation). Failure to cancel may result in the denial of further reservations.

Users are responsible for knowing and complying with the specific policies that apply to Geddes Hall. The Center for Social Concerns reserves the right to cancel a reservation, or deny future reservations if policies are violated.

Technology, Tech Support and Equipment

The Center for Social Concerns provides no tech support. Basic written directions regarding use of technology are provided in tech-equipped rooms. Those needing tech support (or equipment not provided in Geddes Hall) must contract with the University. Contact Denis Lindquist in IT Administrative Services at 631-6423 or lindquis@nd.edu to schedule services not associated with a University accredited course. Payment for services and equipment arranged through Denis is made directly through his department. For Auditorium tech support associated with a University accredited course, please contact the Registrar's Technology Enhanced Learning Spaces at 631-8782. A podium microphone is available for general use in the Auditorium. Lapel and handheld microphones are available for classroom use (you must obtain an access code provided by Registrar's Technology Enhanced Learning Services at 631-8782) and for Center for Social Concerns or ICL co-sponsored events (access code provided by the Center for Social Concerns). All others should contact Denis Lindquist to arrange for microphones. Videotaping services are available through OIT. Please contact Claude Devaney at 631-8776 or Devaney.1@nd.edu to schedule services and arrange for payment of charges. The Center does not arrange for guest user access to the Internet. You should arrange guest user access to the Notre Dame network by contacting the OIT Help Desk at 631-8111.

To connect to the projectors or TVs in the Center spaces, your laptop needs to be able to connect to a VGA cable. This is a standard connection on most PC laptops, but Apple laptops will most likely need an adapter to connect to a VGA cable. If you need a special adapter, you will need to provide your own as the Center will not have them on hand. If you have any questions about how to connect your laptop to a Projector or TV using a VGA cable, please contact your departmental IT support or the OIT Help Desk.

Clean Up

Clean up is the responsibility of the individual or group using Geddes Hall spaces and must take place immediately following use. A fee may be assessed for additional or excessive cleaning required. Additionally, the cost to repair any damage done to the building, its furnishings or equipment will be charged to the individual or group using the space. If permission for food and beverages at your event has been granted, surfaces should be cleaned upon conclusion of use with the cleaning wipes provided in the Coffee House kitchen. Please note that due to the University's trash pick-up schedule, most spaces are not cleaned on a daily basis, or on Friday and Saturday. At the conclusion of your meeting or event, food and beverage trash must be taken to the Coffee House or the Recycling Centers located on each floor of Geddes Hall (outside the Auditorium on the basement level, outside of staircases 1S2 and 2S2 on the 1st & 2nd floors). For certain events (such as weekend events or large scale evening events) when permission for food and beverages has been given, Building Services may required for clean up (there is a four-hour minimum, fees at current rates, costs are borne by the user). For clean-up assistance, please contact Notre Dame Building Services at 574-631-5615.

Lower Level Classrooms

The Thomas Merton Classroom B034 and the Henri Nouwen Classroom B036 (each classroom seats 42) are Registrar scheduled for accredited course classroom use. Visit http://registrar.nd.edu/classroomrequests_faculty.shtml for instructions on reserving the Lower Level Classrooms for classroom use.

These rooms may be reserved through the Center Monday through Friday from 5:00-10:00 pm (except for University holidays, including the University's Christmas and New Year's holidays) if not already in use by the Registrar. No catering / food or beverages are allowed in the classrooms. Recurring events may be booked during a semester for daytime use based on availability and if not already in use by the Registrar. Reservations are requested by University entities via the EMS web client at: http://scheduling.nd.edu No holds or reservations may be made by phone or e-mail. No reservation is final until confirmation is received via e-mail (e-mail may come from either a Center staff member or the EMS system). No reservations can be made through the Center until after the first 21 class days of each semester.

Andrews Auditorium

Room # Seats Technology/ Equip.
B001 157 Podium w/ Microphone, Audio System, Projectors, Screens,
Whiteboard, Cable TV, DVD/CD, Document Camera

Usage of the Andrews Auditorium is intended for items such as classes, formal events, and lectures. The Auditorium is Registrar scheduled for classroom use. Visit http://registrar.nd.edu/classroomrequests_faculty.shtml for instructions on reserving the Auditorium for classroom use. The Auditorium is not available for weekly classroom use during evening and weekend hours. Auditorium reservations are requested by University entities via the EMS scheduling software at: http://scheduling.nd.edu. No holds or reservations may be made by phone or email. No reservation is final until confirmation is received via email (email may come from either a Center staff member or the roomreq system). Reservations for evening and weekend events cannot be made until 30 days prior to the event. Recurring meetings/events cannot be scheduled. No food or beverages are allowed in the Auditorium. The Center for Social Concerns provides no tech support. There is no laser pointer provided in the Auditorium.

Auditorium reservations must be canceled two weeks in advance. Failure to cancel an Auditorium reservation at least two (2) weeks prior to date reserved may result in the denial of further reservations.

The Andrews Auditorium may be reserved as follows:

Monday through Friday 5:30-10:00 pm (except for University holidays, including the University's Christmas and New Year's holidays) if not in use by the Registrar for classes. Recurring events may be booked during a semester for daytime use based on availability and if not already in use by the Registrar. No reservations can be made through the Center for daytime use until after the first 21 class days of each semester.

There are no evening or weekend reservations during (1) summer, fall, winter and spring breaks, or (2) University holidays, including the University's Christmas and New Year's holidays. With those exceptions, evening and weekend reservations may be made during the Academic year:

Sunday   1:00-10:00 pm
Monday through Thursday   5:00-10:00 pm
Friday   5:00-7:00 pm
Saturday   10:00 am-5:00 pm
(The Center closes at 1:00pm on ND football game Saturdays)

Our Lady of Mercy Chapel

Room # Seats Technology/ Equip.
100 72 Audio System, CD, Microphones, Mic Stand

Our Lady of Mercy Chapel may be scheduled for liturgies and prayer services. The Chapel is intended for events of a prayerful nature and which include a prayer component. It cannot be scheduled for baptisms, weddings, etc.. No reservation is final until confirmation is received via e-mail. No room rental fees are assessed for the Chapel. You may provide your own mass kit through the Basilica office (631-8029) or you may note when requesting the space you will need hosts and wine provided by the Center. The Chapel Sacristy key may be obtained from Front Desk Attendant. The Officiating Priest must supervise removal and restoration of items in the Sacristy. No food or beverages are allowed in the Chapel. Reservations requests should be made via email to ndcntrsc@nd.edu

The Chapel may be reserved from 8:00 am-5:00 pm. Monday through Friday (with the exception of University holidays, including the University's Christmas and New Year's holidays).

There are no evening or weekend reservations during (1) summer, fall, winter and spring breaks, or (2) University holidays, including the University's Christmas and New Year's holidays. With those exceptions, evening and weekend reservations may be made during the Academic year:

Sunday   1:00-10:00 pm
Monday through Thursday   5:00-10:00 pm
Friday   5:00-7:00 pm
Saturday   10:00 am-5:00 pm
(The Center closes at 1:00pm on ND football game Saturdays)

The flooring in the Chapel is made of bamboo and can be easily damaged by chairs without felt tips on the legs; therefore, no outside chairs may be brought into the Chapel.

Security & Safety

Hiring security guards is not required on a regular basis, though exceptions may be required depending on the event. If Security is required, cost will be borne by the user. In compliance with fire and safety codes, hallways and stairwells must be free and clear of unauthorized items (such as a trash receptacles, serving trays, etc.). The University Safe Walk program number is 634-blue. Please refer to the posted signage in Geddes Hall regarding procedures for emergencies. Campus Security may be contacted at 631-5555.

Smoking/Live Flame/Fire Codes

In accordance with University policy, smoking is prohibited in Geddes Hall. Candles and other open-flame devices shall not be used in places of public assemblage. Section 25.115 of the Unified Fire Code. No exceptions are made for this at any time. Reserved events must not exceed occupancy capacity of the designated area as determined by the local Fire Marshall.

Damage and Loss

All individuals using Geddes Hall are expected to take reasonable steps to ensure proper care of the building and equipment. Intentional misuse, vandalism, defacing and/or destruction of Geddes Hall and/or its equipment are prohibited. Damage repair and replacement costs are the responsibility of the sponsoring group or organization. Property of Geddes Hall (furniture, paintings, displays, kitchen items, etc.) may not be removed from the facility.

Alcohol Policy

Users who intend to serve alcohol at events in Geddes Hall must comply with any and all University policies. No alcohol may be served at events where students are present.

The State Alcohol Beverage Commission requires a permit as does ND. To get the state done in time, the info must be submitted to catering no less than 15 days before the event. If it is an academic department making the request, the Provost's Office must also approve.

In those circumstances where the University serves as host and where graduate or undergraduate students are present, alcohol may be provided only when appropriate measures are taken to ensure moderate and legal consumption. Unless the event is held in an appropriately licensed on-campus facility (such as Legends or the Morris Inn), the approval of the Office of Student Affairs is required. Among other requirements, approvals will normally only be granted when:

  1. all participants in the event are of legal drinking age,
  2. at events at which a licensed bartender is responsible for the service of all alcoholic beverages, and
  3. substantial food and non-alcoholic beverages are also provided.

Miscellaneous

Nothing may be taped or affixed to any of the walls in Geddes Hall.

Animals

Working dogs, in addition to other animals designated to assist the physically challenged, are the only animals permitted inside Geddes Hall.

Building Location and Parking

Geddes Hall is Building #1212 located behind the Hesburgh Library and across from Breen Phillips Dorm on St. Joseph Drive (Notre Dame's interactive map is located on its homepage www.nd.edu). Parking is available in campus guest/visitor lots.

Temperature Control and Lighting

The temperature in Geddes Hall is controlled by the University. The thermostats cannot be adjusted. Geddes Hall is a green building. In the spirit of conservation, we ask that you turn off all lights when they are not in use.

Contact Us

Center for Social Concerns
Geddes Hall
Notre Dame, IN 46556
ndcntrsc@nd.edu
574-631-5293

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Upcoming Events

January 2019

15
16
Information Session: Spring 2019 Social Concerns Seminars
Wednesday, January 16, 2019 - 4:00pm
17
Information Session: SSLP
Thursday, January 17, 2019 - 5:00pm to 5:30pm
23
2019 Social Concerns Fair
Wednesday, January 23, 2019 - 6:00pm to 8:00pm

March 2019

21
Pre-Conference Workshop: Restorative Justice on Catholic Campuses
Thursday, March 21, 2019 - 12:30pm to 4:00pm
21
2019 Catholic Social Tradition Conference
Thursday, March 21, 2019 - 7:00pm to 9:00pm
22
2019 Catholic Social Tradition Conference
Friday, March 22, 2019 - 7:30am to 9:30pm
23
2019 Catholic Social Tradition Conference
Saturday, March 23, 2019 - 8:00am to 4:30pm

April 2019

05
Been & Seen Series
Friday, April 5, 2019 - 12:00pm to 1:00pm

June 2019

04
Community Engagement Faculty Institute
Tuesday, June 4, 2019 (All day) to Thursday, June 6, 2019 (All day)