Student Event Guidelines and Application

All events are expected to harmonize with the character and mission of the Prindle Institute for Ethics.  Events may not create any hazard or impose any undue hardship on the Prindle Institute facilities, staff, or visitors. Events must conform to established regulations. Final decisions about building use rest solely at the discretion of the Prindle Institute.

The Prindle Institute auditorium and conference rooms are available to all members of the DePauw community. We welcome all ethics-related programming including retreats, lectures, presentations and small-group discussions. Please schedule your event at the Prindle Institute at least 30 days prior to your event.

Priority for Building Use Given to the Following Groups:

• Activities sponsored by the Institute and ethics-related activities sponsored by Faculty Development.
• Other ethics-related activities sponsored by student, faculty, and staff groups at DePauw.
• General lectures or retreats, planning meetings or small-group discussions sponsored by student, faculty and/or staff groups, subject to availability.
• Other outside events are at the discretion of the director of the Institute. In making these decisions, the director will consider the extent to which the event serves the interests of the Institute, is in line with the Institute’s mission, and/or supports not-for-profit betterment of the community.
• Major events should be scheduled at least a month in advance. Organizers should note that even minor events may require a longer planning period than anticipated, and should make their requests in a timely manner.
• No room reservations will be approved less than four working days prior to the requested date.

Student Event-Related Guidelines

• Student events should have a primarily intellectual focus.
• Events should be scheduled at least one month in advance.
• Student events must include a faculty or staff sponsor who will remain on-site during the event and assist the student organization during the planning process.
• Megan Havens (meganhavens@depauw.edu) will contact the sponsor to ensure they will be present throughout the duration of the event.
  • Once the sponsor has confirmed their availability, the event can be approved.
• Upon approval:
  • The student or faculty sponsor who made the request will need to reserve the room(s) on e-Services.
  • Contact Jamie Sibbitt to discuss set-up needs.
  • Contact Media Staff to discuss media needs.
  • Arrange for catering if applicable.
  • Megan Havens (meganhavens@depauw.edu) will arrange for your sponsor’s DePauw ID card to have gate and door swipe access at the appropriate times.

  Violations

  Failure to appropriately clean up and restore the space utilized, as well as damaged or missing property, may result in the following:

  Lower level violation: Following the use of a reserved space, failure to clean up and restore the space to order will result in a notification letter from the Prindle Institute within one week. Consequences of violations may range from a letter of warning, a follow up cleaning, a mandatory meeting, or the charge of a fine based on the specific nature of the violation.

  Higher level violation: Harm to individual(s), or damaged, stolen or missing property will result in a referral to DePauw Community Standards.

  Ongoing or repeated violations by groups/organizations may lead to additional safeguards for future reservations up to and including suspension of reservation privileges for those groups/organizations. Failure to cooperate in cases of violation may lead to suspension of reservation privileges.