Facility Usage General Information for the Campus Community

  1. Before requesting any contract or confirming a location with your group, it is important that you FIRST CHECK THE PREFERRED DATE AND LOCATION with the Office of Student Programs and Leadership Development (OSP/LD) at (570) 321-4118. This step avoids scheduling conflicts.
  2. All facility requests are to be submitted to the OSP/LD in the Wertz Student Center located on the third floor. Requests are to be made by completing a Lycoming College Facility Scheduling Form (available from the OSP/LD or online at: ). Inquiries for facility availability may be made via telephone to see if, at the time of the call, your room is available but reservations/requests cannot be made by phone. Reservation forms must be filled out completely to ensure proper arrangements. Requests should be submitted seven (7) working days prior to an event, but requests should be submitted as early as possible to ensure the availability of facilities. All facility reservations can be submitted to the OSP/LD up to one full academic year in advance.
  3. To verify a reservation after a reservation form has been submitted to the OSP/LD, a signed copy or email with the confirmation number will be returned to you as confirmation of your reservation. Any corrections or changes in the event should be reported promptly to the OSP/LD.
  4. Any food or beverage request for an event on campus is requested directly through the Catering Manager for Dining Services at x1292. Food requests need to be noted on the reservation form for set-up requirements. Contact with Dining Services should occur after a Facility Scheduling Form has been submitted to the OSP/LD.  Please also see Lycoming College Policy for Food Related Events.
  5. Campus facilities are scheduled on a chronological FIRST-COME, FIRST-SERVE BASIS. However, should an emergency arise, every effort will be made to provide a suitable alternate location for an event. If a compromise resolution is not possible, the Director of OSP/LD will make a decision as to which group is given the requested location.
  6. During major campus event days and public weekends (eg., Homecoming, Alumni, Admissions Open Houses, and Family weekend) campus facilities are reserved by the College official in charge of the event. The OSP/LD must receive permission from the official in charge of the major campus event to release a facility for use for any other function, should a need arise.
  7. Certain College facilities (ie., Lamade Gymnasium, Classrooms, Blue Dining Room, Clarke Chapel, UCM Center, Honors Hall, Recreation Center, etc.) require approval for usage from the applicable department.
  8. Audio/visual requirements for an event occurring in any facility should be requested through the Media Technology Office at (570) 321-4083. Audio/visual requirements need to also be noted on the reservation form for setup requirements. A minimum of 5-7 days notice is required for all audio/visual needs. The Media Technology Office reserves the right to deny your request for audio/visual equipment based on lack of current availability or lack or proper notice. See Media Technology for more information.
  9. All setup needs (tables, chair, etc) for an event occurring in any facility should be requested through Buildings and Grounds. These requirements need to also be noted on the reservation form for setup requirements. A minimum of 5-7 days notice is required for all setup needs.
  10. All campus facilities must be left clean and in the original condition and/or setup that the room was at the beginning of the meeting/event. Users are responsible for any damage caused to the facilities when in use. If necessary, users should contact Safety and Security to see to it that rooms are secured after the completion of the event or meeting.