School of Music Facilities Rental and Usage Policy

Effective 1 January, 2010

Introduction

The M. O. Morgan Building housing Memorial University of Newfoundland’s School of Music opened in 1986 as the province’s first, and still only, complex completely dedicated to music education, research and creation, rehearsal and performance. With the addition in 2005 of Petro-Canada Hall (now Suncor Energy Hall), the School of Music facilities offer a privileged environment for teaching and learning, rehearsal, production and performance and recording and broadcast of music. With a primary mandated use in support of the undergraduate and graduate programs of the School of Music, the unique acoustic and aesthetic characteristics of the building’s rehearsal, performance and recording facilities have come to be depended upon by the professional and community musical organizations of the Avalon region and the province in general. Festivals, from international to regional; professional and community performances; commercial and broadcast recordings all have made their home in the M. O. Morgan Building, much to the benefit of the vibrant musical environment of St. John’s and the province of Newfoundland and Labrador.

A facility of such importance to the community needs to be administered under a policy which assures that its mandated functions are protected and that access to users with legitimate claim to the facility’s unique characteristics will be equitably provided. In recent years the demand for facilities like the D. F. Cook Recital Hall, Suncor Energy Hall, the Charles Hutton Choral Room and the Eleanor Mews Jerrett Instrumental Room has grown to exceed the timetable capacities. With limited space and competing demands, a clear policy is essential to assure that all potential users of equal entitlement have fair and equitable access. In this respect, it is necessary to extend the principles of equity not only to access but to the charges levied for facility use. Because of the extended time period across which certain historical users first obtained access to the facility, a broad range of agreements have been in place.

This document is intended to harmonize across that range of agreements so that all users will enjoy equal access at comparable cost. The attached fee schedule has been conceived in recognition that most of the organizations with legitimate claim for the unique facilities in the M. O. Morgan Music Building are not-for-profit professional, community and educational groups. Memorial University’s strategic plan establishes guiding principles of community outreach and engagement with the provincial professional communities as core responsibilities for the University. In this context, the fee schedule for not-for-profit use has been set at a cost recovery scale. The commercial schedule is conceived to provide the School with modest income to support core activities while not undercutting regional performing arts facilities. Modest increases in some rental and use fees will be introduced from time to time to reflect increased costs to the School of Music, as well as normal wear and tear on the facilities.

The policy on rental use applies to all users of School of Music facilities for any activity which is not directly included in the teaching, research/creation or outreach mandate of the School of Music, in particular:

faculty and staff of the School of Music when not engaged in teaching assigned by the School of Music or in professional activities not related to their research/creation responsibilities to the University;
students registered in the B. Mus., B. Mus. Ed., M.Mus. and M.A./Ph.D. (Ethnomusicology) programs for any activity not directly related to degree credit;
all other students registered at Memorial University of Newfoundland in all cases;
all educational, professional and community organizations engaged in music teaching, rehearsal, production, performance or recording.

The policy pertains to these organizations regardless of whether students, staff or faculty of the School of Music are involved with the organization.

Principles

The property of Memorial University of Newfoundland, the M.O. Morgan Building is under the exclusive administration of the School of Music. No other organization has the jurisdiction to grant access to space, facilities, equipment in the building, nor to contract the services provided by its staff. Access to the facilities, equipment and services of the School of Music will be given in accordance with priorities established by the School of Music and subject to periodic review. Priority uses are determined by their consistency with the School’s own mandate and mission statement and in harmony with the University Strategic Plan. In broad strokes, these can be summarized in the following priority order:

The provision of appropriate facilities, equipment and services in support of teaching and learning in the School’s undergraduate and graduate programs and in support of the creative and research activities of its students, staff and faculty;
The outreach programs developed and realized by the School of Music through the provision of appropriate facilities, equipment and services;
The provision of appropriate venues and services for music festivals, conferences and gatherings that are professional in stature and international or national in scope;
The provision of appropriate venues and services for provincially-based, professional music organizations offering programming for the Avalon region community;
The provision of appropriate venues and services for regionally-based organizations and institutions engaged in musical education;
The provision of appropriate venues and services for community organizations whose activities encourage participatory music-making in its many forms.

Within the priorities for facility access articulated above, the guiding principle in the application of this policy will be fairness to all users. Organizations with similar mandates and comparable claim to the types of dedicated facilities available in the School of Music should be able to expect the same conditions of access to the facilities. These conditions will include equitable terms and comparable charges. The School will expect all users and all uses of its facilities to manifest respect for the University, the School of Music, the facilities of the M. O. Morgan Building and its other legitimate users.

The School reserves the right to restrict facilities usage in the interests of safety, School reputation, protection from liability and any activity judged to harm the School in any way.

To accommodate the performance examination schedule, no external bookings for facilities will be accepted for the last three weeks of classes in the Winter Semester and during the entire final examination period.

Rental Terms and Fees

As per the principles outlined above, priority for facilities use will first be assigned for “Mandated Use”, defined as the use of the facilities by faculty, staff or students that supports the core mandate of the School of Music:

Teaching of and Learning by Music students as part of curriculum
Research, creativity and scholarship
Other activities as determined by the School administration in consultation with Academic Council These activities are funded by the core university budget and/or external research funding and are not assigned a fee. All other uses are governed by the terms set forth in this policy.

3.1 Categories of Rental Use

There are two broad categories of rental use:

Single Use: individuals or organizations rent facilities on a “per-booking” basis;
Contractual Agreements: individuals or organizations will sign a contract with School administration for the use of the facilities over a specified period of time.

3.1.1 Single Use

For single use situations, standard rental rates will apply, based on the facilities being used, the category of user, and the purpose of the use.

Facilities Available for Rent

The School of Music provides rental access to both recital halls, various rehearsal facilities, including the Eleanor Mews Jerrett Room (upon special request, subject to the approval of the Dean of the School of Music) and the Charles Hutton Choral Room and various classrooms, and the Videoconferencing room. In addition to physical space, the School makes available access to technology and technical support.

Categories of User

Corporate: for-profit organization with a mandate in music or cultural activity organizations, as well as other organizations (for profit or otherwise) that do not have a mandate in music or cultural activity;
Artistic/Educational: national and international festivals, regionally-based professional music organizations and music professionals, individuals and public or private institutions engaged in music education, community music organizations, other Memorial University departments, current School of Music Students (for activities not directly related to their degree program) and Alumni.

Purpose of Rental

Different rates will apply, depending on the purpose for which the facilities are used:

Public Performance;
Audio-Visual Recording;
Rehearsal/meetings

For further elaboration, see Appendix 1: “Rental Rates and Associated Fees”

3.1.2 Contractual Agreements

Individuals and organizations can sign a contract with the School committing them to a specific facility within the school on a recurring basis for a specified period of time.

The terms of the individual contracts are negotiable, but are informed by the principles outlined in this policy.

Contracts will specify:

Facilities to be used;
Cost of the usage;
Time frame;
Responsibilities of the School (labour, materials, instruments, etc.);
Responsibilities of the Client (respect for the space, timely payment of fees/remuneration for services, etc.).

Organizations and individuals that have sought and secured co-sponsorship for events with the School of Music through the co-sponsorship application will be governed by terms of the co-sponsorship contract signed with the School of Music. The School of Music typically engages in co-sponsorship with professional music organizations, institutions and organizations engaged in music education or music professionals whose activity closely corresponds to the mandate of the School of Music. Terms of recognition of co-sponsorship will be articulated at the time of contract negotiation.

See Appendix 2: “Terms and Conditions”

3.1.3 Exceptions

Upon written approval of the Dean of the School of Music or through the co-sponsorship application, deviations from this policy will be allowed.

3.2 Administration

This policy is set by the School, which reserves the right to make adjustments as necessary.

All bookings for facilities rental are managed by the Concerts and Facilities Coordinator, who will be guided by the priorities set out in section 2 of this policy. Fees are to be paid within a month of invoicing; delinquent accounts will be referred to the university's collections process. Long-term contracts are signed with the School, in consultation with the Dean.

Abusers of the facilities can, after a warning, be prohibited from further facilities use or face legal proceedings.