Purpose

To ensure equitable access to event spaces and resources while supporting event preparedness, rehearsals may be scheduled according to the event service tier and are subject to venue availability, staffing availability, and operational requirements.

Reservation Requirements

  • All rehearsal spaces, event services, audiovisual support, and related resources must be requested and reserved in accordance with established Event Management policies and space reservation guidelines.
  • Rehearsals in Premier-level spaces are subject to the same reservation requirements, deadlines, approval processes, and scheduling considerations as events.
  • Requests for rehearsals requiring Event Management services, Media Services support, or other specialized resources must be submitted within the applicable reservation timelines. For premier event spaces, rehearsal requests should generally be submitted no less than three (3) weeks prior to the requested rehearsal date, unless otherwise permitted by Event Management.
  • Approval of an event reservation does not automatically guarantee rehearsal space, staffing, or service availability. Rehearsals must be requested and approved separately.
  • Requests submitted after established deadlines may be denied or may be subject to limited service availability.

Rehearsal Eligibility by Event Service Tier

Tier 1 – Space-Only Rehearsal (No A/V Support)
  • Rehearsals are permitted on a space-available basis.
  • No audiovisual equipment, technical support, or Event Management staff support will be provided.
  • Access is limited to the reserved space during the approved rehearsal period.

Examples:

  • An organization practicing speaker transitions for an upcoming awards ceremony.
  • Presenters walking through a program agenda in the event space without microphones or presentation technology.
  • A dance or performance group rehearsing staging and movement without the use of event technology.
Tier 2 – Standard In-House Equipment
  • Rehearsals utilizing standard in-house audiovisual equipment may be scheduled for up to four (4) hours.
  • Rehearsal requests are subject to venue availability and staffing schedules.
  • Standard in-house equipment may be tested during the rehearsal period.
  • If technical staffing is desired for the rehearsal, the event organizer must submit a request to Media Services. Technical support is not automatically included with rehearsal reservations.

Examples:

  • A keynote speaker testing a podium microphone and slide presentation.
  • A group conducting a run-of-show rehearsal using house microphones, projection, and music capabilities.
  • A panel discussion team rehearsing with standard room audio and presentation technology.
Tier 3 – Standard In-House Equipment + Self-Set HMC Rentals
  • Rehearsals may be scheduled for up to four (4) hours.
  • Standard in-house equipment and approved self-set HMC rental equipment may be tested during the rehearsal period.
  • Event organizers are responsible for arranging, installing, and removing self-set rental equipment in accordance with venue requirements.
  • If technical staffing is desired for the rehearsal, the event organizer must submit a request to Media Services. Technical support is not automatically included with rehearsal reservations.

Examples:

  • A student performance using house audio equipment plus rented stage lighting that can be self-installed.
  • A group testing standard venue technology alongside rented confidence monitors or specialty presentation equipment.
  • An event utilizing standard microphones and projection while incorporating self-set rental equipment for enhanced production needs.
Tier 4 – Above and Beyond Event Services
  • Rehearsals may be scheduled for up to four (4) hours.
  • Rehearsal requirements will be reviewed and scheduled individually based on the scope and complexity of the event. Additional rehearsal time, technical run-throughs, production support, and staffing may be approved by Event Management and Media Services.
  • Events requiring technical staffing during rehearsals must coordinate and submit requests through Media Services. Availability of technical personnel is subject to Media Services staffing and scheduling.

Examples:

  • A large-scale showcase requiring a full production rehearsal with multiple presenters, performers, and cueing sequences.
  • A high-profile event requiring extensive lighting, audio, video, and staging coordination.
  • A theatrical, musical, or multimedia production requiring technical rehearsals, cue-to-cue run-throughs, and dedicated event production staff.
Tier 5 – Third-Party Audiovisual Production Services
  • Rehearsals are permitted on a space-available basis.
  • All audiovisual equipment, operators, technicians, staging, control systems, cabling, and production infrastructure must be provided and managed by the contracted vendor.
  • External vendors must be approved by Event Management and Media Services.
  • Third-party vendors may not connect to any venue-owned systems unless expressly approved in writing by Event Management and Media Services.
  • Venue-owned microphones, speakers, projectors, and associated infrastructure may be used in conjunction with external, third-party equipment, but must be accessed by Event Management staff.
  • The third-party vendor is solely responsible for equipment delivery, setup, testing, operation, troubleshooting, teardown, and removal.
  • All equipment and production plans must be reviewed and approved by Event Management prior to the event.
  • Vendors must comply with all venue power, rigging, safety, fire code, and access requirements.

Examples:

  • A group bringing in a professional AV production company to provide all audio, video, lighting, and staging services.
  • An event requiring specialized production services that exceed the capabilities or scope of in-house event support.
Tier 5 Rehearsal Requirements
  • Rehearsal needs will be evaluated on a case-by-case basis based on the complexity of the production.
  • Any rehearsal requiring third-party production equipment must be scheduled in advance and is subject to venue availability.
  • If rehearsal equipment will remain in the venue between rehearsal and event dates, prior approval from Event Management is required and applicable room rental charges will apply.
Additional Tier 5 Vendor Requirements

Third-party audiovisual vendors must be fully self-contained and capable of operating independently of venue-owned audiovisual infrastructure. Approval to utilize a third-party production vendor does not grant access to or use of existing venue audiovisual systems. Any exceptions must receive written approval from Event Management and Media Services prior to the event date.

Rehearsal Fees and Charges

  • Rehearsal reservations are considered a separate space reservation from the event itself and may be subject to rental and service fees.
  • Groups/departments reserving Event Management spaces for rehearsals will be charged the applicable half-day or full-day room rental rate, based on the duration of the rehearsal and the venue’s current rental rate.
  • Housekeeping, room rental, equipment, and staffing charges are the responsibility of the group, and will be billed to your cost center.
  • Requests for Media Services staffing, additional equipment, or extended rehearsal time may incur additional fees.

All charges associated with rehearsal reservations will be communicated to the event organizer during the planning process whenever possible.

Equipment Storage and Overnight Setups

Rental equipment, staging, décor, and other event materials may not be left in any event space overnight without prior approval from Event Management. Requests for overnight equipment storage or setup preservation will be evaluated based on venue availability, security considerations, and operational requirements. Approved overnight setups will incur the applicable half-day or full-day room rental rate for the reserved space, in addition to any event, rehearsal, staffing, or equipment charges. Unauthorized items left in the space may be removed at the sponsoring organization’s expense.

Additional Rehearsal Guidelines

  • All rehearsals must be requested and approved in advance by Event Management.
  • Rehearsal scheduling is dependent upon venue availability and operational needs.
  • Rehearsal time must include all setup, testing, run-throughs, and tear-down activities unless otherwise approved.
  • Requests for Media Services staffing should be submitted at the time the rehearsal is requested to ensure adequate scheduling and support.
  • Additional staffing, equipment, or rehearsal time beyond the allotments outlined above may result in additional charges.
  • Event Management reserves the right to modify, limit, or deny rehearsal requests based on space availability, staffing constraints, or operational requirements.

Consequences for Rehearsal Guideline Violations

Failure to comply with the Event Management Space Rehearsal Guidelines may result in one or more of the following actions:

  • Termination of the Rehearsal: Event Management reserves the right to end a rehearsal that exceeds its approved reservation time, uses unauthorized equipment, violates space usage policies, or disrupts other scheduled activities.
  • Additional Charges: Organizations or departments may incur additional fees for unauthorized use of space, extended rehearsal time, unapproved staffing requests, equipment usage, or damages resulting from rehearsal activities.
  • Loss of Rehearsal Privileges: Repeated violations may result in restrictions on future rehearsal requests or a reduction in rehearsal time allocations.
  • Event Reservation Review: Significant or repeated guideline violations may trigger a review of future event reservations and service requests. Event Management may require additional planning meetings, advance approvals, or enhanced supervision for future events.
  • Financial Responsibility for Damages: The sponsoring organization, department, or event host is responsible for all costs associated with damage to facilities, furnishings, equipment, or venue infrastructure resulting from rehearsal activities.