Event Resources & Policies

Policy Purpose

• To provide guidance in the planning, organizing and delivering of events at Moravian University.
• To maintain a culture of community, respect, and safety with regards to event planning and execution.
• To ensure that events delivered are of a consistently high quality and standard, minimizing the risks and maximizing event success.

Office of Conference and Event Management

The Office of Conference and Event Management strives to promote an inclusive and welcoming environment that engages the greater Moravian University community through collaborative event support and resources.

The Office of Conference and Event Management schedules spaces, assists in the coordination of arrangements for events, and guides users in contacting other campus services (Dining & Catering Services, Campus Police, Facilities Services, Media Services) as necessary for the meetings and events booked in University facilities.

Event Logistics Committee

The University maintains a Events Logistics Committee that consists of members from, but not limited to: the Office of Conference and Event Management, Registrar, FMPC, Media Services, Campus Police, Dining Services, Student Engagement, and Admissions. Other members may be added as needed.

The Committee meets weekly to accomplish the following:

• Coordinating and confirming logistics for upcoming events.
• Monitor the scheduling and management of events and make timely recommendations for improvement.
• Develop and recommend policies and procedures.

General Policies

The facilities and grounds at Moravian University are used first and foremost to support the University’s educational mission. University-owned spaces are also used to support related activities which are of significant interest to the University. After meeting the space needs of these primary user groups, facilities may be made available for rental to other individuals and groups at the discretion of the University.

Moravian University hosts special events consistent with its mission to serve its various constituencies. When special events take place on the campus, the University will work to maintain the quality of programs and events and seek to minimize negative traffic and noise impacts on the surrounding neighborhood.

The land and buildings of Moravian University are private property, and the University reserves the right to control access to its campus and the use of its space and facilities. Federal and State statutes relating to private property and the rights of individuals will apply.

Users of space must comply with all University policies and regulations.

Exceptions to these policies:

• Exceptions may be made at the discretion of the Event Logistics Committee and/or President’s Cabinet.
• The purpose of this exception provision is to allow the University to respond to special circumstances, which cannot be predicted in advance, as they may arise.
• Exceptions shall not relieve or reduce the University’s commitment to implement the Event Management Policies objective to avoid or mitigate impacts on the surrounding neighborhood, nor shall any exception be made that would cause the University to violate approval conditions imposed by the City of Bethlehem.

Definitions

Event

• Defined as any activity held on University property that is not formally included as part of the curriculum. This includes, but is not limited to: meetings, student activities, performances, dances, concerts, athletic contests, alumni activities, seminars, conferences, public lectures and other use of facilities as noted by category outlined in this policy.

Event Timing

• There are various components to an event.  Groups planning events should be mindful that a space request may be declined if there is not enough time to support the full scope of the event.
• Setup: The time needed before an event for campus resources to prepare the space.
• Pre-Event Time: The time that an event host needs before for start of the event.
• Event Time: The official start and end time for a event.
• Post- Event Time: The time needed after an event for the organizational to wrap-up.
• Breakdown: The time needed after an event for campus resources to reset the space.

Organizational Event Types

Internal

• Moravian University departments and recognized student groups hosting co-curricular activities.
• Moravian University departments, programs, and student organizations are considered internal clients for whom the University commits space, staff, and financial resources in support of events, meetings, symposia, and conferences they initiate throughout the year.
• Moravian University absorbs the cost of using venues for the event or conference (utilities, administrative costs, event staff  labor), provide and set tables/chairs (as available) from University inventory, and provide liability insurance coverage for the event as defined in the University’s liability insurance policy.
• Internal groups may incur additional charges for equipment, labor, catering, and/or any other goods or services) that may be required to accommodate the event.
• Moravian community members, not affiliated with a group, requesting space for co-curricular activities may be held individually responsible for any costs associated with the event.

External

• Moravian community members and/or outside groups using University facilities to host an event, for business not related to the University. The University does not assume any costs for the event.
• External groups rent University space when it is available, pay stated rental fees, absorb all costs associated with their use of University facilities.
• A certificate of liability insurance is required indemnifying Moravian University or purchase of event specific liability insurance through insurance provider, in consultation with the Office of Conference and Event Management.
• An Event Agreement is required for the External Group.

Hosted or Co-Sponsored

• Moravian University departments can host external organizations on campus for an event (e.g. a separate non-profit, professional association, or profit-making organization).
• Moravian University must derive benefit from holding the event on campus or from affiliation with the organization associated with the event.
• When an event is hosted on campus, event planning is primarily the responsibility of the hosted group for determining content, agenda, and the hosted organization incurs the cost for event.
• Rental fee required, but may be waived or discounted at the discretion of the President’s Cabinet.
• The internal group or individual hosting the organization on campus is responsible for organizational logistics in consultation with hosted group and appropriate event staff member(s).
• Internal groups bear specific responsibilities in relation to their hosted events, which may include additional costs associated with the event, as well as coordination of their event, within the requirements set by this policy.
• Event liability insurance and Event or Vendor Agreement is normally required for the External Group.
• If not clear by definitions in this policy, determination of a group’s particular status will be made by the Office of Conference and Event Management.

Space Types & Administrators

• Academic Space: Defined as, but not limited to lecture halls, classrooms, laboratories, dance and fine arts studios, theaters and seminar rooms used for credit-bearing, instructional purposes. Most academic spaces on Main Street Campus are scheduled and managed at all times by the Office of Conference and Event Management.The Office of the Registrar is responsible for the placement of classes in the Master Calendar. Academic spaces intended by the music and performing arts may be managed at all times by the Music Department, Art Department, and/or Registrar’s office. When external groups request academic space on Main Street Campus, the Office of Conference and Event Management coordinates scheduling of those spaces with the Registrar. When external groups request academic space on South Campus, the Music Department, Art Department, and/or Registrar’s office coordinates scheduling of those spaces.
• Athletic Space: Defined as, but not limited to fields, gymnasiums, dance studios, and locker rooms used for NCAA athletics. The use of Athletic spaces by an individual not belonging to the athletic department is scheduled and managed by the Office of Conference and Event Management. Athletic spaces are scheduled and managed at all times by the Athletic Department for departmental requests. When external groups request athletic space, the Office of Conference and Event Management coordinates scheduling of those spaces with athletics.
• Community Spaces: Defined as, but not limited to the Haupert Union Building, non-athletic outdoor spaces, and meeting rooms. Most community spaces are scheduled and managed at all times by the Office of Conference and Event Management.
• Seminary Spaces: Defined as, but not limited to  the Bahnson Center and Moravian Theological Seminary housing. The use of the Bahnson Center spaces by an individual not belonging to the seminary department is scheduled and managed by the Office of Conference and Event Management. All Seminary spaces are scheduled and managed at all times by the Moravian Theological Seminary for departmental requests. 
• Residential Facilities: Defined as, but not limited to student residences and lounges. All residential spaces are scheduled and managed at all times by the Office of Residence Life & Housing.
• Departmental Space: Defined as, but not limited to a department’s conference room/lounge. All departmental spaces are scheduled and managed during normal business hours by the department. When external groups request academic space, the Office of Conference and Event Management coordinates scheduling of those spaces with the the specific department.

Room Layouts

• As-Is: Events that select an “As-Is” setup accept the room without any specialized setup. In some instances, “as-is” refers to standard setup of the room and other instances it may reference taking the setup as it is at the conclusion of an earlier event.
• Classroom: Tables are set up in rows with chairs behind each table, facing the front of the room.
• Customizable: Some rooms can have customizable setups.  Customizable setups require setup and breakdown time.  Coordination of setup should be made at least 14 days in advance of the event, and indicated on the request.
• Conference or Block: Tables are set up in a square or rectangular formation with chairs around the perimeter of the tables.
• Lecture: Chairs are set up in rows facing the front of the room.
• Workshop: Tables are arranged in groups with 4-6 chairs at each group.

General Reservation Guidelines

The Office of Conference and Event Management maintains an electronic University Master Calendaring System (25Live) of all facility use scheduled at the University and will review the schedule of all events held on campus to minimize the number of concurrent or consecutive major public events and to foster mutual support among users.

For internal users, requests for space and event needs must be made through the University Master Calendaring System (25Live).  Internal space requests remain tentative until confirmation is made by the space administrator.

For external users, requests for space should be made directly with the Office of Conference and Event Management. Space reservations remain tentative until the University receives the signed Event Agreement, Certificate of Insurance, and deposit.

Space requests can be made three (3) to 365 days prior to the intended date of the event.

Space for events requiring campus resources (FMPC, Catering, Media Services, etc.) should requested more than fourteen (14) days in advance.

Space Administrators & Requests Priority

Primary Space Administrators

Some internal groups have primary priority access to request specified spaces given the function space and its relationship to the group.  The following spaces can be requested and scheduled outside of the standard time frame of three to 365 days by the primary user.

• Academic Spaces: Registrar
• Athletic Space: Athletics
• Dining Halls: Dining Services
• Performance Spaces: Music & Theater Departments
• Seminary Spaces: Seminary
• Residence Halls: Offices of Residence Life & Housing

Primary Space Requestors

Some internal groups have priority access to request all campus spaces, after the primary user of the space. These secondary groups can also request spaces outside of the standard time frame of three to 365 days for annual and large-scale special events:

• President’s Office & Board of Trustees
• Admissions

Internal and hosted groups have priority to space over external groups.

Confirmation of Space

Space confirmation is dependent on space type and priority status of the requesting group.

General confirmation timeline:

• Academic & Seminary Space: Requests will be approved on a semester by semester basis once classes are inputted into the system. If at any point a classroom space is moved unexpectedly, the class reservation will take priority and the event management office will work with the requestor to find an alternative location.
• Athletic Space: Requests will be confirmed on a semester by semester basis after all Athletic practice and games schedules have been finalized.
• Community Spaces: Requests will be confirmed after annual University events have been confirmed.
• Residence Hall Lodging: Requests for summer lodging will be confirmed in April, after the summer projects schedule has been finalized.

In the event that two groups with different priority types request the same space, confirmation of space will be given to the group with greater priority.

In the event that two groups with similar priority request the same space, confirmation of space will be given to the group with the earliest request.

Conflicts

In the event that a group, with greater priority, seeks to use a space after it has been confirmed for a group with lesser priority the Office of Conference and Event Management will work to facilitate a conversation with the requesting groups.  If a compromise cannot be reached, the request will have to be reviewed and determined by the Event Logistics Committee and/or President’s Cabinet.

Cancellations

Internal groups are responsible for notifying the Office of Conference and Event Management of a change of event, location, and/or time at least three (3) business days before the scheduled event.

External groups seeking cancellation are responsible for all applicable charges, as outlined in the Event Agreement.

Groups that fail to notify appropriate offices about cancellation or release of space may be subject to a decreased priority based to the Master Calendar ranking system.

The Office of Conference and Event Management will only remove/cancel a confirmed event from the electronic Master Calendar of Events, if the sponsoring group and/or President's Cabinet requests cancellation and removal of the event from the Master Calendar.

Inclement Weather

In the event of inclement weather, events may be canceled by the University.

Groups coordinating outdoor events are encouraged to reserve an indoor location or make inclement weather provisions in advance.

Groups are expected to make an inclement call at least 24 hours in advance and to notify the Office of Conference and Event Management and supporting offices.

Media Services reserves the right to deny support of a program regardless of the groups decision, if there is the potential for equipment to be damaged.

Should the group host an event during inclement weather, the group:

• Assumes full liability for their event.
• Assumes all costs for snow/ice removal.
• Understands that University staff and offices may not be able to support the event.

Campus events are not possible without the support and execution of multiple campus offices. Below are the policies and guidelines for requesting and utilizing campus resources.

Catering & Dining Services Policies

General Food & Beverage

• Sodexo Dining Services provides all catering needs for events hosted at Moravian University.
• Sodexo Dining Services has the first right of refusal for all catering needs on the University property.
• Food and beverage may be prohibited in some event spaces, including but not limited to performance spaces and dance studios.
• Sodexo Dining Services has the right of refusal in the event that the location is inaccessible for the catering team and their equipment (e.g. no elevator, ramp, etc.).
• Food, beverage, and linen needs should be made directly with catering team via CaterTrax at least seven (7) business days in advance.
• Final food needs and headcount should be confirmed between four (4) and seven (7) business days before the event.
• The event host is responsible for notifying the catering team of a change of meeting, location, and/or time at least three (3) business days before the event.

Exceptions to the Catering & Dining Service Policy

• Event planners must receive written consent from the University and Sodexo to bring in outside food/vendors. Approved vendors must provide Commercial General Liability insurance (see Hosted or Co-Sponsored).
• In the event that consent is not given or an approved vendor fails to provide coverage, the host may be subject to fines or additional fees.
• The Dog House, Residence Halls, and offices are the only event spaces in which outside food is permitted.

Events with Alcohol

• Groups seeking to host events with alcohol, are responsible to abiding by the University alcohol policies as outlined in the Student Handbook.
• The sale of alcohol at events is not permitted.
• The Office of Conference and Event Management, Moravian University Police Department, and Dining Services must be notified seven (7) business days in advance regarding the distribution of alcohol at event.
• External & Hosted/Co-Sponsored Events with Alcohol
  • Groups are required to purchase and deliver their alcohol to Sodexo Dining Services prior to the start of the event.
  • Groups are not permitted to serve their own alcohol. Groups must hire a Sodexo trained bartender for their event.
  • Groups are responsible for the removal of their alcohol at the conclusion of their event.

Media Services Policies

• Media Services is responsible for providing technical audio visual (AV) support for events hosted at Moravian University.
• Internal events requiring Media Services support on weekdays after 4PM or on weekends may be subject to overtime labor charges.
• External events requiring Media Services support or equipment are responsible for all costs.
• If items are requested that the University does not own, they will be ordered from a rental company at the expense of the sponsoring group.
• Media Services requests should be indicated in your space request using the Master Calendaring System.
• The internal event host is responsible for notifying Media Services of a change of meeting, location, and/or time at least 3 business days before the event.
• Media Services employs students as their AV technicians unless otherwise specified. Student employees are trained to perform basic AV services and cannot perform services outside of their training.
• Requests that exceed in-house labor capabilities may incur outsourcing fees.
• Media Services reserves the right to deny a request based on the availability of resources.

Facilities Management Planning & Construction Policies

Event Setup & Break Down

• Facilities Management, Planning, and Construction (FMPC) are responsible for the setup and breakdown of meetings and events on campus, as well as providing specialized equipment (electrical, tables, stages, etc.).
• Events with special setups and/or breakdowns on weekdays after 4 PM or on weekends may be subject to overtime labor charges for setup and breakdown.
• If items are requested that the University does not own, they will be ordered from a rental company at the expense of the sponsoring group.
• Event setup needs should be indicated in your space request using the Master Calendaring System.
• The internal event host is responsible for notifying FMPC/Space Administrator of a change of meeting, location, and/or time at least three (3) business days, not including weekend days, before the event.
• Furniture and event equipment inventory is not to be removed from University property, moved outdoors or relocated to other University facilities, without the express consent of FMPC.

Custodial Services

• Facilities Management, Planning, and Construction (FMPC) is responsible for coordinating custodial service before, during, and after events.
• Events requiring custodial support outside of normally contracted custodial hours may be subject to overtime labor charges (minimum 4 hours).
• Custodial support should be indicated in your space request using the Master Calendaring System.
• Some events require custodial support, regardless of group preference. The Office of Conference and Event Management in tandem with FMPC, will determine if custodial services should be scheduled for an event, if not requested.  The hosting group is responsible for all charges associated with custodial labor.
• The internal event host is responsible for notifying FMPC/ Space Administrator of a change of meeting, location, and/or time at least 3 days before the event.

Transportation

• If University transportation is required, requests should be made 14 business days in advance to schedule drivers and reserves buses and/or vans.
• Requests for transportation should be submitted via SchoolDude.
• If transportation services are cancelled less than 2 hours prior to event, event sponsor will be billed for 2 hours driver time.

Campus Police

• Campus Police is responsible for maintaining a safe and pleasant environment for the campus community. Officers assist in event management particularly when it involves parking and security issues.
• Contact Campus Police to make arrangements for traffic control and parking needs at least 14 business days in advance.
• If on-site security staff is requested, 14 business days notice is needed to schedule Officers and/or Private Security who may be requested to assist with the event.
• Events requiring Campus Police or contracted security may be subject to labor charges.
• The internal event host is responsible for notifying Campus Police and the Space Administrator of a change of meeting, location, and/or time at least 3 days before the event.

Marketing & Communications

• The Campus Events Calendar is a place for public-facing events. Community members, alumni, parents, friends of the University, faculty, staff, and students all refer to this calendar to stay on top of what’s going on at the University. Events NOT appropriate for the Campus Events Calendar include: department meetings, club meetings, private activities, or anything of an internal nature.
• Event planners seeking to publicize on the Campus Events Calendar may do so by selecting this option in the master calendar event form. 
• To advertise on the plasma displays, complete the marketing request form created by Marketing and Communications team. 
• All advertisement/communication for events hosted at the University must include the following statement:
  • Graphical Flyer/Poster (including email): Moravian University encourages persons with disabilities to participate in its programs. If you anticipate needing any type of accommodation or have questions about the physical access provided, please contact the sponsoring organization/department at least one (1) week prior to the event.
  • Written Publication (ie; press release): Moravian University seeks to provide an accessible and hospitable learning and working environment for all, while ensuring full compliance with federal and state regulations. Our community welcomes and encourages persons with disabilities to participate in our programs and activities as faculty, staff, students, and as visitors to the University. If you anticipate needing any type of accommodation or have questions about the physical access provided for an event on our campus, please contact the event sponsor at least two (2) weeks in advance of the event.
• Professional photography and graphic design needs, contact the Marketing & Communications team.

General University Facility & Grounds Use Policies

Scattering rice, birdseed, confetti, glitter, Mylar sprinkles, or other items is not permitted inside or outside University facilities, except by permission from the Office of Conference and Event Management or appropriate space administrator. Custodial charges will be applied for clean-up if this policy is violated.

Candles are not permitted in University residence halls. Candles used in any other University facility must be contained in glass votive holders, glass hurricane shades, or be floating in non-flammable containers. They are to be placed off the floor and on secure surfaces away from flammable decorations.

Tampering with, damage of, of intentional misuse of emergency devices or blocking of fire exits or other means of impeding traffic is prohibited. Use of fire escapes, ground level fire doors, fire hoses and extinguishers, and alarm equipment in non-emergency situations is prohibited. Failure to comply with fire drill procedures or emergency building evacuation is prohibited.

Smoking is prohibited in all campus buildings. Smoking, including vaping, is prohibited inside campus buildings and within five feet of any campus building entrance.

All decorations must be free standing and self-contained. The use of nails, tacks, screws, or other sharp objects for securing materials to walls, lighting fixtures, or ceilings is prohibited. The use of tape or other adhesive to attach signage or decorations on glass is prohibited.  Decorations may not be posted on any official signs (e.g. STOP signs, University signs). Banners must not impede access to any building and may not be more than 20 feet from the ground, without special permission from the Office of Conference and Event Management. All decorations/signage must be removed at the completion of an event. Moravian University reserves the right to inspect and control all functions. Liability for damage to the premises will be the responsibility of individuals causing or permitting such damage, and these individuals will be liable for the total cost of repair.

Furniture inside University facilities is to remain indoors and not be used for outdoor events. Furniture included in a facility’s inventory is not to be moved to another University facility without approval of the FMPC or designate.

If any damage or loss occurs to the equipment during use, the event sponsor will be charged the repair or replacement cost of the equipment.

Arena Theatre

• Arena Theatre is used for both curricular and co-curricular activities, which includes but is not limited to: instructional Theatre courses; Moravian University Theatre Company production; technical theatre element instruction; construction and painting of scenic design;  workshop series.
• All requests for use of the space must be approved by Theatre Director.  
• The space is not available weekdays 10am-10pm or weekends 10am-6pm.  
• The standard layout of the space is "three-quarter round," with seats set up on permanent risers on three sides of the performance space.  Temporary risers may be set up on the fourth side to create seating "in the round."
• Air purifiers and dehumidifiers must be run at all times when classes and performances are not in progress. The HVAC system for the Arena Theatre should remain on at all times.
• Set construction may create hazardous conditions which are not always easily identifiable.  
• Items may not be moved or reorganized without authorization from the Theatre Director.
• There are three (3) lighting systems that are controlled independently:
  • House lights: shaded hanging fixtures over the audience, controlled by two (2) black sliders located at the bottom of the entrance stairs
  • Work lights: four (4) halogen fixtures; one (1) positioned over each corner of the stage, controlled by a single beige slider located at the bottom of the entrance stairs
  • Theatrical lighting: controlled by the lighting board and rack dimmer system in the control booth.
• For general lighting, only the house lights and work lights should be used.
• The sound system and stage lighting system should not be engaged without an authorized Theatre Program representative.
• Accessible seating is located in a viewing box through a door off the theatre lobby/gallery.
• Access to backstage areas is prohibited without authorization.

Athletic Facilities

Use of an athletic facility for an event involving physical activity require the following.

• Site Supervisor: The University will manage the scheduling of Site Supervisor(s), and will provide the Purchaser with the names and contact information of the Site Supervisor(s) at least seven (7) working days before scheduled event. The group is responsible for paying the Site Supervisor(s) directly.
• Athletic Trainer: The athletic trainer must be in good standing and hold a current license to practice athletic training in the state of Pennsylvania. The athletic trainer must also be working under the direction of a physician and have a written supervising physician agreement. Any deviation from the about must be approved by the University.
• Emergency Contact Form & Medical Release Form is required for all attendees, regardless of age.

Bahnson Center - Saal and Classrooms

• The Bahnson Center rooms may be requested for the following days and times:  
  • Monday through Thursday: 8:00 am - 9:30 pm
  • Friday: 8:00 am - 5:00 pm
• Friday evening and weekend events may take place only if a representative of the Seminary is in attendance.
• Exceptions may be made at the discretion of the Seminary.   
• All requests for events in the Bahnson Center must be cleared through the Seminary.           

Borhek Chapel

• Uses of Borhek Chapel include University-sponsored events such as lectures, symposia, performances, worship services, musical practices, student activities, and on occasion academic classes, as well as external events.
• Use of candles must be contained in glass votive holders, with the exception of candles used in the candelabras. Candles used in candelabras must be dripless, and a drop cloth must be used under the candelabras(s). Liability for candle damage to the premises will be the responsibility of individuals causing or permitting such damage, and these individuals will be liable for the total cost of repair.
• Use of the organ must be coordinated with the Office of Conference and Event Management.
• Food and beverages are not permitted in Borhek Chapel.

Dog House Use Policies

• The Doghouse is a community programming spaces.
• During the weekdays (Monday-Friday) from 8AM-6PM, the Doghouse is accessible to all current Moravian University faculty, staff, and students.  We encourage individuals to use the space to study, relax, and connect with others. Users must have an active Moravian University Identification Card to access the entry door. Contact Campus Police for access concerns.
• Moravian community members must abide by the following guidelines when using the the spaces during the weekday hours:
  • Keep noise at a low to moderate level (ie; no use of the media equipment, no yelling, no screaming, and no horseplay)
  • Be respectful of the other individuals using the space.
  • Clean up; dispose of trash before leaving the space.
  • Return furniture to its found location.
  • Report any concerns or questionable activity to Campus Police.
  • Report any facilities related concerns to the Office of Conference and Event Management.
• Reservable Hours
  • Internal groups may be request these spaces for events held:
    • Monday-Thursday: 6PM- 11PM
    • Friday: 6PM- 2AM
    • Saturday: 8AM-2AM
    • Sunday: 9AM-11PM
  • External Events may be request these spaces for events held:
    • Saturday: 9AM-6PM
    • Sunday: 9AM-11PM
  • The space is unreservable during the week of final exams.
• Access: The Office of Conference and Event Management will coordinate access with Campus Police. The event requestor will be responsible for providing guests entry into the event.  Propping the door is highly discouraged.
• Behavior & Conduct: Students, faculty, staff, and external groups are expected to uphold the Moravian University standards during an event. Any witnessed (security camera) or reported misconduct will be referred to Campus Police and Student Affairs. Event requestors assume all responsibility for the behavior and conduct of their non-Moravian guests.
• Cleaning: All garbage should be placed in the provided trash bins and recycling receptacles; and furniture returned to its found location. Situations that require significant cleaning may result in charges or loss of privilege in the space.
• Damage, Lost, or Stolen Property: The event requestor assumes liability for any lost, stolen, or damaged property during their hosted event.
• Media Equipment: Groups interested in access to these devices should make arrangements with the Office of Conference and Event Management at the time of the request.  A staff member may be required to work an event, at a cost, if certain items are requested.

Foy Hall Use Policies

• Located adjacent to the Payne Art Gallery, this venue is an acoustical concert hall with stadium seating for 428. [Lower Level seats: 240 I Upper Level seats: 188.
• Venue use for external and internal event must be cleared through the Department of Music and the Facilities Manager’s office.
• Amenities include:
  • Permanent installed sound system
  • Four (4) wireless microphones and four (4) lapel microphones
  • Screen and projection ability
  • One (1) Model D Steinway Piano
  • Fees may apply for the use of instruments and equipment.
  • Any use or service must be approved through the Facilities Manager’s office.
• The following items are not permitted: Candles
• Moravian University’s Foy Concert Hall falls under the City of Bethlehem Amusement Tax ordinance.

Peter Hall Use Policies

• The former chapel can accommodate up to 150 and is used for concerts, lectures, weddings, and special approved receptions.
• Venue use for external and internal event must be cleared through the Department of Music and the Facilities Manager’s office.
• Amenities include:
  • Two (2) Model B Steinway Pianos
  • Historic Green Organ ca. 1790-96
  • Basic sound reinforcement: 1-wireless mic
  • Stage is not ADA accessible.
  • Fees may apply for the use of instruments and equipment.
• Any use or service must be approved through the Facilities Manager’s office.
• The following items are not permitted:
  • Balloons
  • Candles

Sally Breidegam Miksiewicz Center for Health Sciences

The furniture located in the Sally Breidegam Miksiewicz Center for Health Sciences atriums is fixed and cannot be stored, moved, or relocated.

Outdoor Spaces

• Uses of outdoors spaces include internal events, and on occasion external events.
• Event type, locations, and potential noise concerns may prohibit an event from being held when classes are in session.
• Electrical access may be limited in some outdoor space, coordination with FMPC is expected 14 business days in advance for events with electric needs.
• Use of tents and signage may be limited due to underground utilities, conditions impacted by the weather, eg. soft ground, projects in or near event space.
• Signage and decoration removal are the responsibility of the event host.

The Sales, Fundraising and Donation Solicitation policy ensures that fundraising, promotions, and the sale of goods and services by students, student organizations, athletic teams, departments, programs, faculty, staff, and other approved members or affiliates of the Moravian University community are aligned with the University’s mission and status as a tax-exempt nonprofit institution of higher education. No student or recognized student organization may propose, request or enter into a contract or agreement that obligates the University (including a recognized student organization funded by or operating in the name of the University) to take or permit any action, or commits any University funds without express, written permission of their advisor or supervisor. This includes fundraising in Moravian University’s name in partnership with any entity, without the express written approval of the University. Any such activity conducted on campus, or in the name of or to benefit Moravian University (including student organizations and University departments), regardless of whether for profit or not-for-profit, must be in compliance with this policy

Fundraisers (including business solicitation, sales and raffles): Fundraising forms must be submitted online to the director of Civic Engagement at least one (1) week prior to the event. Forms are available through emailing careercivic@moravian.edu. Raffles, sales or fundraisers may be used to raise monies for the club, sorority, fraternity, or organization itself, or proceeds may be donated to a legitimate tax-exempt charitable organization. If funds are to be used for the club, sorority, fraternity, or organization, the money must be deposited into the appropriate, registered Moravian University account. Raised funds may not be deposited into a student's personal account to be used at a later date.

Fundraising/sales/solicitation form: The fundraising/sales/solicitation form requires a representative from the sponsoring organization to detail the event, including, but not limited to, the name of the organization, an identified contact, date of event, location of event, reason for event, and intended goals. The form is a two-part procedure. The first part of the process requires initial notification of the event and needs to be approved PRIOR to the fundraiser, sale, solicitation or raffle. The second part of the process requires the representative to declare how much was raised/sold and how those funds will be donated or utilized. Representatives have 2 weeks to complete the follow-up request.

Business Solicitation: Any recognized student organization, including fraternity and sorority chapters, may not solicit support from Bethlehem downtown businesses and/or the Downtown Bethlehem Association without approval through the Center for Career and Civic Engagement. This allows the University to avoid multiple overlapping or concurrent requests of the same entity, coordinate efforts, and ensure there is no conflict with existing University commitments/agreements.

Raffles: Any drawings must be conducted in a public setting and implemented within an atmosphere of fairness. Prizes must be confined to specific items or gift certificates. Cash prizes will be approved only in special circumstances. Prizes involving any form of alcoholic beverages are not permitted. Advisors, coaches, and sponsors are ineligible for any prizes associated with a raffle sponsored by their organization or team. Members of the organization and their families, however, are eligible for prizes.

Fundraising/sales/solicitation form: The fundraising/sales/solicitation form requires a representative from the sponsoring organization to detail the event, including, but not limited to, the name of the organization, an identified contact, date of event, location of event, reason for event, and intended goals. The form is a two-part procedure. The first part of the process requires initial notification of the event and needs to be approved PRIOR to the fundraiser, sale, solicitation or raffle. The second part of the process requires the representative to declare how much was raised/sold and how those funds will be donated or utilized. Representatives have 2 weeks to complete the follow-up request.

Outside Vendor Sale of Items: All outside vendors must be sponsored by a recognized club, organization or office to be on campus.

No individual sales or fundraisers are permitted on campus unless prior approval is granted by the Office of Conference and Event Management. Outside vendors are charged $26 a day to be on campus. It is suggested that the campus sponsor receive 20% of the gross sales.

Sales within residential areas must be approved in advance by the Office of Residence Life. Door-to-door sales are not permitted.

Sales in academic or administrative buildings must be restricted to individual contacts (e.g. email or word of mouth) and may not involve any form of sales table or other site.

Sales at special events are not limited to a single group. For an event for which multiple groups or purposes have been approved, items sold by the individual groups must be of a non-competing nature.

• Academic Buildings: Items may be posted on bulletin boards, with discretion. Items should not be posted directly on windows or walls.
• HUB: Materials should be submitted to the HUB Desk for approval and posting. Approved items may only be posted on bulletin boards and designated spaces. Items should not be posted on windows, doors, or walls.
• Plasma Displays: A PowerPoint slide should be submitted to Marketing & Communications following these instructions.
• Reeves Library: Materials should be submitted to the library director.
• Residence Halls: Materials should be submitted to the Office of Residence Life.
• Sidewalks: Requests to use chalk on sidewalks must be coordinated with the Office of Conference and Event Management.
• Outside advertisers and vendors must submit materials to the HUB Desk for approval and posting.

Comprehensive Liability Insurance

• Internal Events: Internal events are covered under the University's comprehensive liability insurance policy.
• Internal Events with External Vendors/Services: The University policy does not extend to vendors and those providing a service. The external group(s) must provide Commercial General Liability insurance for itself and all of its participants (see below)
• External Event: External group(s) must provide Commercial General Liability insurance for itself and all of its participants in the subject conference as follows:
  • Commercial General Liability (bodily injury & property damage, combined single limit)
    • $1,000,000 General Aggregate
    • $1,000,000 Products/Completed Operations Aggregate
    • $1,000,000 Per Occurrence Limit
    • $1,000,000 Personal Injury and Advertising Limit
    • $5,000 Medical Expense Limit
  • Automobile (where applicable)
    • $1,000,000 Bodily Injury and Property Damage, combined single limit
  • Workers Compensation (where applicable)
    • Coverage (A) Workers Compensation — Statutory
    • Coverage (B) Employer's Liability:
      • by Accident - $100,000 per accident
      • by Disease - $500,000 policy limit
      • by Disease - $100,000 ea. employee
      • The external group must provide $250,000 of sexual abuse/molestation insurance coverage, for itself and all of its participants in the Event in which the conference or event includes minors.
  • The University, its directors, officers and employees, are to be named additional insureds on the Commercial General Liability Policy.  Each insurance policy must be written with an insurance company having an A.M. Best rating of A- or higher. Each policy must provide a minimum of 30 days’ notice of cancellation to the University.  The cancellation clause must be amended to remove the “endeavor to” and “failure to...” wording. The Certificate of Insurance must show all deductibles applicable. The Purchaser shall provide the University with a certificate of said insurance no less than thirty (30) days before the Arrival Date.
  • If the above Event is specifically sponsored by Moravian University, the above-named group is covered by the University’s liability insurance policy.  If the Purchaser has additional liability insurance, the Purchaser shall provide the Office of Conference and Event Management with a Certificate of Insurance thirty (30) days before the Arrival Date.

Events with Minors

• The Office of Conference and Event Management and Campus Police should be notified of events with minors 14 business days in advance of the event.
• Every minor, unaccompanied by a parent or legal guardian, must have a medical release for hospital treatment by a physician, signed by one or both of the child’s parents/guardians, to allow for treatment should accident or injury occur. The University should have access to these medical releases upon request from the sponsoring group.
• The group is responsible for providing supervision of all participants for the duration of the event.
• The group should provide a supervision ratio of not less than one (1) staff member to ten (10) minor participants for activities and dining.
• The group should provide a supervision ratio of one (1) staff member for every twenty (20) minor participants for overnight lodging, including a minimum of one (1) staff member is required on each wing on each floor of each residence hall group utilizes.
• The group assumes all responsibility for verifying its staff (paid employees and/or volunteers) have proof of the mandated clearances outlined in Pennsylvania Act 153, which include:
  • Pennsylvania State Police Criminal History Record Information,
  • Child Abuse History to determine if the person is named as a perpetrator of an indicated or founded child abuse report, and
  • Federal Criminal History Background Check (FBI check with submission of fingerprints)

Bethlehem Amusement Tax

Article 304 of the City of Bethlehem Codified Ordinance: A 5% amusement tax should be levied on admissions to entertainment events where seating capacity is 200 or greater or ticket prices are over $10.00 with a maximum tax of $2.00 per ticket.

• Internal: Permit Applications can be found on AMOS and should be submitted to the Business Office.
• External: Please contact the City of Bethlehem for application.

Facility Usage Fee

External groups are assessed a facility usage fee, for access and use of Moravian University space(s). The rental fee helps provide revenue to replace tables, chairs and other event equipment as it ages. External groups seeking to use space at a discounted rate or at no charge should indicate this at the time of request. Approvals for exceptions to the facility fee must be approved by President’s Cabinet.

Labor & Rentals

• Groups are responsible for all practical expenses for labor and equipment.
• All external groups are required to pay a facility usage fee in advance of their event.
• Rental and labor fee schedules are recommended by the Office of Conference and Event Management and set by the University.
• If any damage or loss occurs to the equipment during use, the event sponsor will be charged the repair or replacement cost of the equipment.