The Agora on the fifth floor at 101 Howard is generally recognized as, first and foremost, a shared and collaborative workspace for students, faculty, and staff. However, the University also recognizes that the Agora provides a distinctive and suitable venue for other events that are critical to the University's success, including lectures, panel discussions, recruitment fairs, student orientations, and meet-and-greet events between students and potential employers.
When used for an event, the Agora will be prioritized for programs, departments, centers, and institutes that are housed at the University's Downtown Campus. In addition, events sponsored by the Office of the President or the Office of the Provost will be prioritized.
- Each department, program, center, or institute at the Downtown Campus (hereafter, the "Requesting Party") will generally be limited to five events per semester in the Agora. Exceptions may be granted by the Office of the Provost.
- The use of the Agora for events will be limited to two days per week during the fall and spring semesters when class is in session, except for the week before and the week after the University's official start of fall coursework, and the last week of classes each semester. The winter intersession, Sundays, and University holidays do not count toward this limitation, but Saturdays do count toward this limitation.
- The University strongly encourages the use of a vacant first floor classroom at the Downtown Campus for receptions or events with fewer than 30 participants. Additionally, by combining two or three first floor classrooms, events can be accommodated that would host up to 120 guests.
- Exemptions to the aforementioned may be granted on a case-by-case basis by the Office of the Provost.
The following procedures will be observed whenever an Agora space request is submitted:
- All requests for Agora usage made by a requesting party must first be approved by the associate dean, dean, vice provost, or vice president (hereafter, "the Approver") to which the Requesting Party reports. Approval emails shall include: the requesting party name; a general description of the event; the number of expected attendees; notification concerning whether amplified sound will be used; and the Approver's final approval of the proposed event and attendant arrangements for that event. This approval is subject to space availability and does not constitute a guarantee that the space is available — there may, for example, be a conflict with other scheduled classes or events.
- Once the Approver has approved the request, a space request shall be submitted to EMGS by the Requesting Party along with the aforementioned approval email.
- Requests must be made at least two weeks prior to the event date. Requests will not be accepted within two weeks of the event date, other than with the approval of the Office of the Provost
• Reservations will not be accepted more than twelve (12) months in advance of the event date, other than with the approval of the Office of the Provost
• If the event is on a weekend or a University holiday, additional costs associated with security, HVAC and maintenance engineers will need to be covered by the requesting department or program.
• All events must end by 9:30 p.m.
• All events with alcohol must comply with university and EMGS policies.
Procedures for Approved Events:
- EMGS is charged with working out overlapping or conflicting schedules for events proposed by requesting parties.
- Events will be assigned an Event Manager from EMGS, who will coordinate the operational needs of the event, including catering orders.
- The Agora and all study rooms will be taken offline approximately two hours before and after the event to accommodate set-up, tear-down, and storage, as well as to limit conflicting events within the space.
- Notice shall be posted (by the Downtown Campus' office manager) to students, staff and faculty at least one week prior to the event. On this notice, the Downtown Campus community will be informed of the dates and times during which the Agora and study rooms will be unavailable due to the event.
- Furniture moves will be coordinated by the Event Manager and may incur additional charges for the requesting party. Movement of furniture between floors, or movement of furniture off site, requires special approval from EMGS, the Office of the Provost, and Facilities Management. Furniture may not be relocated between floors without approval.
Policy Oversight and Administration:
- No later than one year from the adoption of this policy, the Office of the Provost will ask representatives of the various constituencies at the Downtown Campus to review this policy.
- This policy is jointly administered by the Events Management and Guest Services and the Office of the Provost.
- This latest version of this policy was approved by the University's Space Committee on August, 16, 2017.