Jordan College Rental and Usage Guidelines
If an individual is planning an event in Lilly Hall or the
Eidson-Duckwall Recital hall, this person must reserve the
date using the campus calendar request
form, at least 4 weeks prior to any performance or master
class and 1 week prior to any meeting or rehearsal. If the event is
being planned by a student organization, then that group must
request the hall through the PuLSE Office request form.
When scheduling events other than required recitals, rehearsals
or area meetings, students and faculty must ensure that they
have the full support of their department heads. Should the user(s)
not have the sponsorship of their respective department, rental
fees may be assessed by Conferences and Special Events.
All classrooms must be returned to classroom order
following all events, meetings or rehearsals. In LH110 this means
tables and chairs set up in three rows, in LH133, 141, 145, 120,
044 or 124, this means all chairs set up in even rows facing the
front of the classroom. Failure to reset rooms at the end of your
event may result in a room set-up fee.
Access to Jordan College spaces:
Keys for classrooms may be checked out by students from Janice
Thornburgh in the Jordan College main office. Keys for the
EDRH may be checked out from Rissa Guffey by faculty
members only (music faculty obtain key from music
secretary) for confirmed rehearsals and recitals. It
is expected that faculty members will be present during all student
rehearsal and performance time in the hall. Therefore, the faculty
member will be responsible for picking up and returning the key and
for securing the hall at the end of the rehearsal. Keys must be
returned the next business day after any event, meeting or
rehearsal. Lost Keys: $300 will be charged for lost keys.
For Student/Faculty Recitals: Aramark has approved simple
catering of cold food items by family members for a gathering of
less than 100 people. Receptions may be held in either the Weedman
Lobby or the Ford Salon pending availability. For events in
any other space, Aramark must be contacted if there is to be food
Faculty members/students will not be assessed any space rental
rates for department sponsored recitals/events other than worker,
equipment rental or space set-up fees. Should a faculty
member/student wish to use a Jordan College space for an event that
is not a department sponsored performance a space rental fee will
charged through Conferences and Special Events. Faculty
members/students may not use their status when
requesting spaces for the use of external groups.
Students are encouraged to schedule their recital as early as
possible in order to attain the date/time of their choice. Recital
dates may be secured as early as 6 weeks before the end of the
semester prior to the semester of the performance for faculty
recitals and for required degree recitals. Non-required recitals
may be scheduled as early as 2 weeks before the end of the semester
prior to the semester of the performance. All recital commitments
must be finalized by the 4th week of the semester in
which the performance takes place.
- When scheduling a recital date, students should make sure to
have done so in consultation with their applied teacher. They
should reserve the date by completing the campus calendar request
- The program draft, initialed by the student's applied teacher,
must be submitted to Joy Rogers in the Lilly Hall music office
(LH229) 3 weeks
before the recital with an additional copy sent by e-mail to
Program drafts submitted should include the following: full
composers' names; all composers' dates of birth and (if applicable)
dates of death; Opus #, movement titles, excerpts, etc. If a
required undergraduate or graduate recital, the following must be
included on the program copy: "This recital is presented in
partial fulfillment of the requirements for the ________ degree
in _______." Graduate students should include the title of
their undergraduate degree, name of institution and date of
- Students must check that they have read and agree to the
Facility Usage Agreement, which articulates expectations of those
using Jordan College spaces.
- A student may schedule rehearsal time in the hall once all of
the above- mentioned has been submitted.
Additional Scheduling Information for Recitals:
- There will be no recitals scheduled during reading days
or final examinations except under emergency circumstances with
permission of the department chair.
- Request involving the scheduling of two JCA Music
Department events (i.e. recitals, concerts, etc.) at the same time,
regardless of location, will be denied except under emergency
circumstances with permission of the department
- Lilly Hall classrooms may not be used for weekend or evening
recitals except in the case of special programming or instrument
needs that cannot be accommodated in EDRH.
- Recitals may be scheduled in the Johnson Room of Robertson Hall
only when there are conflicts with Eidson-Duckwall Recital Hall AND
after discussion with Rissa Guffey prior to scheduling.
- Off-campus recitals will be permitted if solely arranged by the
performer. Event details should be submitted to Rissa Guffey for
inclusion in the Campus Master Calendar. Programs must still
be generated through the School of Music Office (see #2
above). All charges for use of off-campus space, including
instrument moving and tuning, is the responsibility of the
performer. Any performance that occurs off-campus will NOT be
recorded by JCA.
In an effort to maintain uniformity, there will be standardized
performance times for the hall. These standard performance times
for EDRH are as follows:
Monday - Thursday: 5pm performance,
Friday: 5pm performance, 8pm
Saturday and Sunday: 11am
performance, 8pm performance
For these performance times, performers shall have access to the
facility beginning one hour prior to the start time and for thirty
minutes following any performance. Outside of those times,
the hall will be closed. The house will open ½ hour before a
performance for the audience to enter, and the event will start
promptly at the scheduled performance time unless the Facilities
& Events Manager or the scheduled recording technician decide
to override this protocol on a case-by-case basis.
Canceling or Postponing an Event: Should an event need to
be cancelled or postponed, the performer must contact Rissa
Guffey(x9657) at least 48 hours prior to the event. Ms. Guffey will
then be responsible for contacting all other necessary parties.
It is important to note that the EDRH is a performance hall, not
a rehearsal hall. The purpose of rehearsal time in the hall is to
aid the performer(s) in becoming acquainted with the hall, the
piano, and the performance situation in general. Students are
expected to have materials thoroughly learned and ensembles
prepared before rehearsing in the hall.
For all scheduled performances, a 2-hour block of rehearsal time
is to be scheduled. Piano recitals may schedule an additional 2
hours for a total of 4 hours of rehearsal. This time may be
scheduled through using the campus calendar request form.
The JCA Facilities and Events Manager will supervise the roster
of EDRH Recording Technicians/House Managers, which is comprised of
work-study students. When assigned, these students are responsible
for the supervision and execution of any event that takes place in
the recital hall as well as any special set-up needs for the
facilities. To supplement the cost of these workers, JCA will
charge a fee of $60 (for recording) or $30 (house managing-in case
of no recording this amount will be charged alone, with recording
the total would be $90 if additional staff is requested).
Should students require a house manager or stage-hand for their
performance in addition to a recording technician, it is suggested
that they ask a fellow Butler student to assist them. If the
students require that JCA to assign a house manager from the
work-study roster, then they will be charged the $30 fee for the
house manager assignment.
Any performance that occurs in the recital hall must be recorded
by a JCA recording technician, which roster consists the Facilities
and Events Manager (Rissa Guffey) and JCA work-study students. For
these recordings, a fee of $60 will be charged in order to
supplement the cost of these workers and the use of the equipment.
A student or faculty member that wishes to record rehearsal time
may do so by using the recording box in the backstage area, for
which a fee will not be assessed.
EIDSON DUCKWALL RECITAL HALL FACILITY
Use of the recital hall is a privilege, which carries
significant responsibility. JCA functions (recitals, lectures,
concerts, etc.) that take place in the recital hall must have a
faculty sponsor who is expected to be in attendance and who is
ultimately responsible for the care and security of the hall.
Following are guidelines for the use of the facility.
- All instruments, chairs, stands and anything else that was used
during a rehearsal or a performance must be returned to its
appropriate place. Lights should be turned off and all doors must
be secured when leaving the hall.
- No food or beverages are allowed in the recital hall at any
time. Those items may be enjoyed in the Green Room, or in the Ford
Salon downstairs. (Water bottles for performers are the only
- All materials brought into the hall (i.e. backpacks, coats,
music cases, etc.) are to be kept backstage. No materials should be
placed on chairs in the hall.
- Rehearsals are closed sessions - to be attended by performers
and faculty sponsors only.
- Keys to the facility must be signed out from Rissa
Guffey(LH138C) by the faculty sponsor on or before the day of the
confirmed rehearsal/performance, and they must be returned on the
following business day. A fee of $300.00 will be charged for lost
- Catering for student/faculty recitals: Students are allowed to
personally cater their own recitals. Otherwise, Aramark must be
contracted for any food/beverage needs in the EDRH or FS, including
all non-JCA events. Performers should contact Rissa Guffey as to
whether they want to hold their reception in the Ford Salon
(pending availability) or lobby area and include this information
on the campus calendar scheduling form. Food and/or beverages are
not permitted inside the performance hall at any time.
- Canceling or Postponing an Event: Should an event need to be
cancelled or postponed, the following must be contacted by the
performer:Rissa Guffey, x9657 and Joy Rogers x9246.
A fee of $50.00 will be charged if a scheduled event is not
canceled at least 2 days prior to the event.