Geddes Hall Space Usage Policies

General Building Information

The University of Notre Dame and the Institute 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), the UND Human Resources Policy Manual, as well as local, state and federal laws. The Institute for Social Concerns reserves the right to cancel a reservation, or deny future reservations if policies are violated. Users are responsible for knowing and complying with the policies that apply to Geddes Hall. 

  • Location
    • Geddes Hall is Building #1212 located behind the Hesburgh Library and across from Breen-Phillips Hall on St. Joseph Drive (see Notre Dame’s interactive map). 
    • Parking is available in campus guest/visitor lots.
  • Animals
    • Working dogs, in addition to other animals designated to assist the physically challenged, are the only animals permitted inside Geddes Hall.
  • Decorations
    • Nothing may be taped or affixed to any of the walls in Geddes Hall.
  • Damage or loss when using spaces in Geddes Hall
    • 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.
  • 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. 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.
  • Temperature Control and Lighting
    • Geddes Hall is a green building. 
    • The temperature in Geddes Hall is controlled by the University. Thermostats cannot be adjusted. 
    • In the spirit of conservation, we ask that all lights are turned off when rooms are not in use.
  • Clean-up is the responsibility of the group using the spaces in Geddes Hall, and clean-up must take place immediately following an event. A fee may be assessed for additional or excessive cleaning required.
  • For certain events (such as large scale evening events) when food and beverages are provided, Building Services may be 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.

Spaces Available to Reserve

Other spaces in Geddes Hall belonging to the Institute for Social Concerns (including its meeting/conference rooms, lounges, and libraries) are not available for reservation. These spaces are for the use of Institute staff and officially co-sponsored events by Institute staff.

Policies for All Reservable Spaces

  • Reservations may only be made for university events by current Notre Dame faculty, staff, or students.
    • Due to the high number of requests received for Geddes Hall, student requests are limited to Service and Social Action student groups recognized through the Student Activities Office.
  • Reservation requests must be made using the Geddes Hall Room Reservation Request Form (link below).
  • Requests to reserve space may be made a minimum of 5 business days and a maximum of 30 days in advance, no exceptions.
  • No holds or reservations may be made by phone or email.
  • Recurring (weekly/monthly) events may not be booked.
  • Reservations are not confirmed until an email notice of confirmation has been received from Institute staff. 
  • Events may only take place during Geddes Hall building hours. See the Facilities page for up-to-date hours.
  • Events must end at least 30 minutes before the building closes.
  • For the majority of spaces in Geddes, reservations are not permitted during Reading Days or Finals Week. 
  • All reservations are subject to availability and these policies.
GEDDES HALL ROOM RESERVATION REQUEST FORM
  • There is no rental fee to use any spaces.
  • At the time of reservation, guests are required to provide a FOAPAL. The FOAPAL may be used for any incidental charges, such as:
    • damages to the facility including the building, furnishings, or equipment
    • additional cleaning fees that may be required
    • long distance charges that may be incurred. Non-University users will be invoiced and may pay by check
    • additional Institute staffing for meetings/events that take place outside the Institute’s hours (by special request only)
  • 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 Institute 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.
  • Furnishings and other items may not be removed or moved between rooms.
  • Supplies and equipment not specified in these policies are not provided by the Institute.
    • If additional supplies and equipment are needed for events, groups must provide their own.
  • The Institute does not provide administrative support services.

Our Lady of Mercy Chapel (100)

  • The 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.
  • Seats approximately 72
    • Chairs
    • Furniture may not be rearranged in this space, unless permission is given prior to event.  The flooring in the chapel is easily scratched.
  • Technology
    • Audio System
    • CD
    • Microphones
    • Mic Stand
  • You may provide your own mass kit through the Basilica office or you may include a note in your reservation request that you will need hosts and wine provided by the Institute.
  • The Sacristy key may be obtained at the front desk. The Officiating Priest must supervise removal and restoration of items in the sacristy.
  • No food or beverages are allowed in the chapel.

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Fr. Bob’s Coffee House (101)

  • The Coffee House ovens are currently out of order. We do not have an estimated arrival date for the new ovens at this time. Please plan accordingly for your event.
  • The Coffee House can be used for meals, meetings, lectures, or presentations.
    • It is available for groups of 20-56 people.
  • Seats approximately 55 guests
    • Furniture may not be rearranged in this space, unless permission is given prior to event. The flooring in the Coffee House is easily scratched.
    • Patio furniture may not be brought indoors. Coffee House furniture may not be moved to the Patio.
  • The Patio is included with all Coffee House reservations.
  • Technology
    • TV monitor
    • Computer
    • VGA wired connection for personal computer
      • If the computer does not have a VGA port, the guest will need to bring their own adapter.
    • For any OIT needs/assistance please call Stephanie Helm at 574-631-9176 or stop by office 128B Geddes.
  • Food is allowed in this space.
    • All food, dishes, tables, etc. must be cleaned following the event.
    • Do not store leftovers in refrigerator – all food must be be removed from the Coffee House immediately following the event. 
  • The kitchen is available for those reserving the space.
    • Only pots and pans provided by the Institute may be used to prepare food in the Coffee House kitchen. This will help protect the surface of the cook top.
  • Surfaces such as tables, countertops and serving counters must be cleaned with the rags provided in the Coffee House kitchen.
  • If your event ends after 3pm on a Friday, please take all trash directly to the dumpster next to Siegfried Hall after the event.
  • Reservations are not permitted during Reading Days or Finals Week.  

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McNeill Gallery (133)

  • This space is only available to student groups for reservation after 5pm. It is an open area used for informal meetings, information sessions, study sessions, etc.  
  • Seats approximately 20 guests
  • Technology
    • TV monitor
    • VGA  wired connection for personal computer
      • If the computer does not have a VGA port, the guest will need to bring their own adapter.
    • For any OIT needs/assistance, please call the Help Desk at 574-631-8111.
  • Simple food is allowed for events (NO full catering buffets/meals)
    • All food, dishes, tables, etc. must be cleaned following the event
    • Do not store leftovers in the Coffee House refrigerator – all food must be be removed immediately following the event.
  • Reservations are not permitted during Reading Days or Finals Week.  

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Founders Room (135)

  • This space is only available to student groups for reservation after 5pm.  
  • Seats approximately 14 guests
  • Technology
    • Smart TV
    • For OIT assistance, please call 574-631-9176.
  • Simple food is allowed. (NO full catering buffets/meals.)
    • All food, dishes, tables, etc. must be cleaned following the event
    • All trash must be taken to the dumpster next to Siegfried Hall.
  • Reservations are not permitted during Reading Days or Finals Week.  

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Dorothy Day Room (144)

  • This space is only available to student groups for reservation after 5pm.  
  • Seats approximately 8 guests
  • Technology
    • Smart TV
    • For OIT assistance, please call 574-631-9176.
  • Simple food is allowed for events (NO full catering buffets/meals)
    • All food, dishes, tables, etc. must be cleaned following the event
    • All trash must be taken to the dumpster next to Siegfried Hall.
  • Reservations are not permitted during Reading Days or Finals Week.  

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Mahatma Gandhi Room (152)

  • This space is only available to student groups for reservation after 5pm.  
  • Seats approximately 8 guests
  • Technology – None
  • Simple food is allowed for events (NO full catering buffets/meals)
    • All food, dishes, tables, etc. must be cleaned following the event
    • All trash must be taken to the dumpster next to Siegfried Hall.
  • Reservations are not permitted during Reading Days or Finals Week.  

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Andrews Auditorium (B001)

  • The Auditorium is a Registrar-owned space. Contact the Office of the Registrar for instructions on reserving a room for a weekly Registrar class.
    • If a class wishes to meet outside of the regular class time (e.g. to watch a film, conduct presentations, etc.) these requests must be made via the request form linked below.
  • All other requests must be made via the Geddes Hall Room Reservation Request Form.
  • This room is only available for reservation after 5pm.  
  • Seats approximately 144 guests
    • Stationary seating
  • Technology
    • Podium
    • Microphones (2 wireless, 2 lapel)
    • Audio System
    • Projectors
    • Screens
    • Whiteboard
    • Document Camera
  • No food or beverages are allowed in the basement, including in the Auditorium.
  • The Institute for Social Concerns does not provide tech support.
  • Cancellations for Auditorium reservations must be made no less than two weeks in advance. Failure to cancel an Auditorium reservation at least two weeks prior to the event may result in the denial of further reservations
  • There is no laser pointer provided in the Auditorium.
  • Reservations are not permitted during Reading Days or Finals Week. 

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Lower Level Classrooms (B034 and B036)

  • These rooms are Registrar-owned spaces. Contact the Office of the Registrar for instructions on reserving a room for a class.
    • If a class wishes to meet outside of the regular class time (e.g. to watch a film, conduct presentations, etc.) these requests must be made via the request form linked below.
  • All other requests must be made via the Geddes Hall Room Reservation Request Form.
  • These rooms are only available for reservation after 5pm.  
  • Each classrooms seat approximately 42 guests
    • Moveable tables/chairs
  • Technology
    • Podium
    • Computer
    • Audio System
    • Projector
    • Screens
    • Whiteboard
  • No food or beverages are allowed in the basement, including in the classrooms.
  • The Institute for Social Concerns does not provide tech support.
  • There is no laser pointer provided in the classrooms.
  • Reservations are not permitted during Reading Days or Finals Week. 

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Alcohol

  • No alcohol may be served at events when students are present.
  • If the University serves as host when 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, the Morris Inn, Wind Family Fireside Terrace, and Warren Gold Course), the approval of the Office of Student Affairs is required. See this page for more details. 
  • The service of alcohol at any University Function must comply with Indiana state law and university policy. Alcoholic beverages cannot be sold, served, provided or consumed at any University Function unless the alcohol is provided and served by an entity that holds an alcoholic beverage permit from the Indiana Alcohol and Tobacco Commission. Non-compliance could result in penalties to the University and/or loss of its existing alcoholic beverage permits. 
  • It is acceptable to have the event catered by an entity that holds an alcoholic beverage catering permit. University Catering holds an alcoholic beverage catering permit and can provide and serve alcohol at functions held at various locations on campus. They will provide all necessary qualified personnel for dispensing alcoholic beverages and will be responsible for checking identification to be certain that no underage guests are served. University Catering has implemented special cost-effective pricing packages for such events in an effort to make such catering events more affordable for the university community. If an outside caterer is used for a University function, the caterer’s liquor liability insurance needs to be reviewed and approved by the Office of Risk Management prior to the event. The caterer must also hold an alcoholic beverage catering permit issued by the Indiana Alcohol and Tobacco Commission. Proof of both liability insurance and an alcoholic beverage catering permit must be on record with the Office of Risk Management. Please contact the Office of General Counsel (574-631-6411) if you have questions or require guidance. See this page for more details.
  • No graduate or undergraduate student, student organization, or University housing facility may use University, student organization or University housing facility funds for the purchase of alcohol.

Tech Support and Equipment

  • The Institute does not provide tech support.
  • For lower level classrooms (B001, B034 & B036):
    • Please visit the OIT website for Classroom Technology for any questions and technical support hours.
    • Each classroom has OIT information posted near the front of the room. 
    • For immediate assistance, please call Classroom Technical Support at 574-631-8778.
  • For the Coffee House:
    • Please call 574-631-9176.
  • If microphones are needed:
    • Andrews Auditorium has a built in microphone system (2 wireless mics and 2 lapel mics).  They are located at the front of the room on the lectern.  Please return them to the charging station when not in use. 
    • If microphones are needed in B034 or B036, contact OIT. 
    • If microphones are needed in the Coffee House, contact OIT.
  • For ALL audio video technology needs (i.e. video recording, video conferencing, audio recording, etc) please visit the OIT AV Technologies Website.
  • The Institute does not arrange for guest user access to the Internet. Arrange for guest user access to the Notre Dame network by contacting the OIT Help Desk at 574-631-8111 or accessing the ND-Guest wireless connection.
  • If you are planning to use the AV equipment in the space reserved, please plan ahead and contact the proper area with any questions/comments/concerns. 

Security and Safety

  • Hiring security guards is not required on a regular basis, though exceptions may be required depending on the event. If Security is required, costs 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 SafeBouND program (free safety escort service) number is 574-631-5555. 
  • Please refer to the posted signage in Geddes Hall regarding procedures for emergencies.
  • Campus Security may be contacted at 631-5555.

Studying in Geddes Hall

  • During the academic year, students may study in non-reserved Institute spaces on the 1st and 2nd floors. 
  • We ask our guests to please help steward the resources of Geddes Hall by conducting themselves in a respectful fashion and treating the building’s contents with care. 
  • Please keep in mind:
    • The Institute’s printers/copiers are not available for use by students studying in the building.
    • There is no studying in private offices.
    • Doors to conference/meeting rooms, libraries, and seminar/program rooms should remain open while students are studying in them.
    • All are welcome, so please be aware that other students may join you in a room where you are studying if seats are available.

Cancellations

  • 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.
  • Call the front desk to cancel a reservation (574-631-5293).