Renting Facility Space - Policy and Procedure

Are you interested in renting facility space from Lesley University?

Lesley University space may be rented by outside organizations. All inquiries must go through the Office of Administration to determine availability and rental rates. Once an outside organization has been approved, a contract must be signed and liability insurance secured.

If you are interested in renting and reserving facility space at Lesley University, please complete the Reservation Inquiry Form [doc] and submit to Sue Wisniewski at swisniew@lesley.edu or by faxing it to 617.349.8228.

Scheduling Timeline:

In order to accommodate our academic course schedules and events, outside reservation requests will be approved according to the timeline noted below:

• All Room Reservations requests must be received at least (2) two weeks in advance.
• Room Reservations for the FALL 2011 term may be requested.
• Room Reservations for JANUARY 2012 and SPRING 2012 may be requested - coming soon.
• Room Reservations planned for SUMMER 2012 –Inquire and reserve space on or after November 15, 2011.
• Events planned for FALL 2012 –Inquire and reserve space on or after December 20, 2011.

*This is a general scheduling timeline guideline. We do reserve the right to alter these dates slightly.

General Renting Policies:

University policy dictating the order of priority for room assignments is as follows:

• First priority goes to academic courses and annual events on the academic calendar,
• Second priority to Lesley University sponsored events,
• Third priority to outside organizations renting Lesley space.

Within this prioritization process, rooms are reserved on a first come, first served basis. Put in your request as soon as your needs are known since once courses are assigned, the event requests will be filled in the order they were received.

Policy for Admission Charges/Sale of Goods: The Organization shall not charge admission fees at the door and may not sell or offer for sale goods or services in the Space without the prior written permission of the Office of Administration; Attn: Sue Wisniewski, 29 Everett Street, Cambridge, MA 02138. This includes both Lesley sponsored events and those run by outside organizations. However, special charges are allowed for conferences and workshops where speakers' fees and other expenses must be covered, but must be approved by the Vice President of Finance and/or the Vice President of Administration. Any fees approved must be collected through pre-registration; money may not be collected at the door.

Room Set-Up: The tables and chairs in the Space are permanent to that room, but may be arranged to suit the Organization's reasonable needs so long as the Organization gives at least (1) one week written notice to the Office of Administration; Attn: Sue Wisniewski, 29 Everett Street, Cambridge, MA 02138. The University cannot guarantee the availability of additional tables/chairs for your event. There are limited amounts of excess furniture. It will be the responsibility of the Organization to rent additional tables/chairs required for said event. The University will take great strides in accommodating your needs; however we cannot guarantee we will have the excess furniture available for use.

Audio-Visual Equipment: Use of the Space entitles the Organization to use the classroom technology (projector and screen) in the Space. No other equipment is included in the basic Rental Fee. For additional technology support services, there will be associated fees. Coordination and planning of such services will need to be conducted two weeks in advance of the event, with our University Technology (UT) department. Your event coordinator will assist in putting you in contact with the correct UT person.

Parking: Use of the Space does not entitle the Organization or its attendees to parking privileges anywhere on the Lesley University campus. Parking is not available on the Lesley campus to the Organization or its attendees before, during or after the event unless specifically arranged and approved in advance.

Alcohol: There shall be no alcohol served, sold or consumed in the Space, without the prior written consent of Lesley University. Such permission may be granted only if the Organization obtains all required permits or other authorizations, and if the Organization's caterer obtains insurance satisfactory to Lesley University.

Internet Access for Visitors & Guests: If you are a Lesley University guest, you must coordinate your wireless access with Sue Wisniewski swisniew@lesley.edu to issue a temporary user name. Once an account has been issued, the guest will still need to configure his or her computer to access the wireless network. See more information on University Technology's wireless policy and procedures.

Entertainment License: For those events open to the public and require ticket sales at the door, you must obtain a One Day Entertainment License through the City of Cambridge. Please see more information on the Cambridge city web site.

Pricing Structure

Room Rates Chart [pdf]

Space Availability

Space availability will be determined once the reservation request form is submitted.

Requesting certain locations for internal use:

If you are a Lesley member and are requesting to book the following location(s), please email Sue Wisniewski swisniew@lesley.edu

• Marran Gallery/Lounge
• Porter Cafe
• Charlie’s Cafe in the Student Center
• White Hall Dining Commons
• Brattle Campus -Lawn, Plaza or Garden
• Brattle Cafe - Washburn Hall