Commons & Conference Services

Scheduling and Use Guidelines for Off-Campus Groups/Organizations

Scheduling of Herrick by off-campus groups/organizations requires administrative review and approval before reservations can be confirmed. Herrick Auditorium is scheduled through the Scheduling Coordinator in Webster Commons (phone: 405-717-6321). The Scheduling Coordinator works closely with the Auditorium Manager in the Office of Spiritual Life to ensure our guests are accommodated to the best of our ability.

Scheduling Procedure:

1. Tentative reservations for Herrick Auditorium may be made by phone, email or in person.
2. To authorize and confirm a reservation, the Office of Spiritual Development must receive a signed Statement of Release (page 3 of this document) and a completed reservation form.
3. Reservation requests are reviewed and approved or declined by SNU personnel responsible for oversight of Herrick Auditorium operations. Our policy is to allow groups to use Herrick Auditorium whose event reflects the mission of SNU and adheres to our governing policies (i.e., non-profit concerts, Christian worship events, educational enrichment, employee development, etc.) Even if an organization has used the facility previously, we reserve the right to decline requests on a case-by-case basis. The Auditorium Scheduling Coordinator will notify the organization’s representative to confirm or decline the reservation in a timely manner to allow for exploration of an alternative venue.
4. Any requested changes to reservations or needs must be made no later than one week prior to the event to ensure availability and coordination of staff and equipment.
5. Costs vary depending on the nature of the group and it’s connection to SNU.
6. SNU staff will be allowed to operate Herrick equipment. Additionally, an SNU technician must be present at all times when any representative from the organization is occupying Herrick Auditorium.
7. As part of the auditorium reservation, the organization agrees to pay for an SNU technician at a rate of $17 per hour per technician. Technician hours may include but are not limited to:
   • auditorium preparation
   • equipment preparation
   • telephone conferencing
   • set-up/tear-down
   • actual event time
8.  Technician time will be tabulated upon completion of the event. The organization’s contact person or other designee will be asked to sign a time sheet, confirming the time to be charged.
9.  ALL access to the building will be arranged through Campus Security and the Auditorium Manager by the Herrick Scheduling Coordinator.
10. The stage and other areas used are to be cleared and reset immediately following completion of the event.
11. The contact person or designee must check out through the Herrick Auditorium Manager or designee in order to verify proper reset of the Auditorium and adjoining facilities.
12. Failure to properly clean the stage, dressing rooms, backstage hallway, and any other area used by permission during a production or program will result in a $50 maintenance fee (or greater if the cost of clean up exceeds this amount). The maintenance fee will be charged and any remaining materials/equipment will be disposed of after the clean-up date and time specified in the reservation form.

Use Guidelines

Herrick Auditorium is used for more diverse purposes than any other facility on campus. In order to efficiently facilitate its widespread use by different on-campus and off-campus groups, and to assist in maintaining the auditorium, please observe the following guidelines:

Policy on Alcohol & Smoking—Smoke-free campus

There is a non-smoking policy for the buildings and campus at Southern Nazarene University. The use of alcohol is also prohibited. Only bottled water is allowed in the Auditorium. Limited food service is permitted in the lobby area. Should you desire food service for your event, please contact our SNU Catering Manager, Sonya Kliewer, at 405-491-6646. No outside food vendors are permitted.

Painting

 THE USE OF PAINT ANYWHERE IN HERRICK AUDITORIUM IS PROHIBITED. 

Set-Building

Sets on the Herrick stage should be constructed in such a way that set pieces are not nailed directly into the stage floor or attached to the walls. For example, flats should be supported by wooden braces with cinder blocks or sandbag weights. Nailing or stapling set pieces into the side walls of the stage area is prohibited.

Restrictions on Decorating

• No decorating in the mezzanine area
• No tape or adhesive on sidewalls, windows or wooden doors

Prop storage

During use of Herrick, if applicable, props can be stored along the backstage wall behind the black curtain.

 In order to meet fire code regulations, props are to be kept off the steps or landings of the two backstage entrances/exits. 

Three 6-foot tables are available to place along the backstage wall for holding props during a performance. Contact the Herrick Scheduling Coordinator for access to these tables. DO NOT REMOVE TABLES FROM HERRICK CLASSROOMS.

 NOTE: Furniture, plants, equipment, decorations, etc. should not be moved under any circumstances. 

Curtain

The burgundy waterfall curtain is operated by the selected SNU sound/light technician. The black side and rear curtains may be adjusted manually – and may be tied back if not needed.

 Do not pin, tape, staple, or glue anything to the burgundy curtain. It is made of a lightweight fabric that requires special care in order for it to drape and fold properly as it is moved up and down.

Dressing rooms and backstage waiting areas

Dressing rooms for both men and women are available on second floor behind the stage. The men’s dressing room is entered through a door inside the men’s restroom and the women’s dressing room is entered through a door inside the women’s restroom. Chairs are available at the makeup counters in both dressing rooms. The dressing room chairs may be moved to the hallway area behind the stage and used as a waiting area.

Lighting

All lighting in the Herrick Auditorium is set specifically for the usage of Southern Nazarene University. The lighting set up will not be changed for any event. If you do not like the lighting set up you will need to bring in our own lighting system. The contractor must be able to provide Southern Nazarene University with the proper insurance forms listed in the next section under Insurance Requirements.

Smoke machines are not allowed to be used in this facility.
Thank you for your help in keeping Herrick an attractive facility!

Insurance Requirements

1. Workers’ Compensation Insurance A third party utilizing facilities at Southern Nazarene University must provide a certificate of Workers’ Compensation insurance in accordance with the statutory requirements of the State of Oklahoma, including Employer’s Liability.
   Any independent subcontractors performing work on behalf of the third party or Southern Nazarene University must also provide a certificate, with the same provisions.
2. Commercial General Liability
   A third party utilizing facilities at Southern Nazarene University must maintain insurance protecting it from claims for damages for bodily injury, death and property damage. The third party must provide a certificate of insurance with an occurrence limit of no less than $1,000,000.
   Any independent subcontractors performing work on behalf of the third party or Southern Nazarene University must also provide a certificate, with the same provisions.