How to Reserve a Space

Students work with three on-campus offices when reserving space in Goodhart Hall for a performance or production.

• Conferences and Events works with Bryn Mawr faculty, staff, students, and external organizations planning events on campus, and is solely responsible for the on-campus space reservation process. Services also include space reservation, space consultation, catering information, and audio/visual/multimedia information. 
• Student Engagement is a student-centered department dedicated to individual and club development. The office provides assistance with all aspects of the event planning process. The office also provides guidance regarding artist’s contract, event promotion, catering and food, etc. Students must work with the office to contract outside performers since students are not permitted to sign contracts or any binding agreements on behalf of any College affiliated group.
• The Goodhart Technical Director is an employee of the College who works with the Director of Conferences and Events, the Arts programs, the Office for the Arts, and the Student Activities Office to provide technical support to the College’s annual curricular, co-curricular and extracurricular productions, and to special College events in Goodhart. The Technical Director must sign the Agreement to use any space in Goodhart Hall.
  
  Performance spaces in Goodhart Hall are booked well in advance. The sooner your group requests a space, the greater the likelihood that it will be available. A Goodhart Hall space is officially reserved when a student group has signed an Agreement with the Goodhart Technical Director and received an email confirmation from Conferences and Events.

Steps for Reserving Space in Goodhart Hall

1. Determine the most suitable type of space for the event.
2. Check for availability using Virtual EMS
3. Place a hold on the space
   
   ​Contact Conferences and Events to reserve all of the time that the students will occupy the space. This includes time for load-in, rehearsals, performances, clean-up, and load-out. Note: due to high demand, Goodhart's Main Auditorium and Teaching Theater are generally not available for non-technical rehearsals.
    
4. Complete the Online Technical Questionnaire
   
   The information provided in the Questionnaire will assist the Technical Director in assessing the character and needs of the event.
    
5. Meet with the Technical Director
   
   Discuss the feasibility and technical requirements of the project.
    
6. Sign Agreement 
   
   The student group and the College will enter into an Agreement that outlines the rights and responsibilities of both parties, including access to facilities, properties, and staff services, and detailing a production schedule. The group’s point person must carefully review and sign this document before the reservation is complete.
   
   Note:  If any significant details of the project change after the Agreement has been signed, the point person must meet with the Technical Director.
    
7. Receive confirmation of reservation
   
   Once the Agreement is signed, the point person will receive an email from Conferences and Events that will confirm that the space is reserved for the group.

Outside Artists Booked by Student Groups for Goodhart Hall

1. Work with Student Engagement on the steps involved in contacting and contracting outside performer(s).
   
   Please read the College’s guidelines regarding Contracts with Outside Artists/Agents. Students are not permitted to sign contracts or any binding agreements on behalf of any College affiliated group.
2. Complete the Online Technical Questionnaire.
3. The information provided in the Questionnaire will assist the Technical Director in assessing the character and needs of the event.
4. Prior to entering into a contract with the outside artist, meet with the Technical Director.
5. Meet with the Technical Director to review the Contract and Technical Rider with Outside Performer(s), and determine the appropriate location for the event.
6. Technical Director officially signs off on the Technical Rider.
7. Sign Agreement to use space.
8. The student group and the College will enter into an Agreement that outlines the rights and responsibilities of both parties, including access to facilities, properties, and staff services, and detailing a production schedule. 
9. The group’s point person must carefully review and sign this document before the reservation is complete. Note: If any significant details of the project change after the Agreement has been signed, the point person must meet with the Technical Director.
10. Receive Confirmation of Reservation. Once the Agreement is signed, the point person will receive an email from Conferences and Events that will confirm that the space is reserved for the group.