Board of Visitors minutes :: October 3, 1986 :: University of Virginia Library

While it is very important to regard the Rotunda as an active, working building rather than a "sterile shrine", the building's special characteristics and historical significance dictate that its usage be carefully considered. There is heavy demand by University groups for the Rotunda facilities. The demand far outstrips the availability of space in the building. Several thousand visitors come to see the Rotunda in a typical month. Admissions officials arrange for prospective students to make their first official contact with the University in the Rotunda. Because of the irreplaceable, and fragile nature of the Rotunda interior, it must be used in ways that will not shorten the useful life of the structure. A set of guidelines and regulations have been in effect since the restoration in 1976. The following updates these, and are recommended as guidelines and regulations for use of the Rotunda to become effective immediately:

ESTABLISHMENT OF A ROTUNDA USAGE STANDING COMMITTEE

It is recommended that a small committee (say 3) be appointed by the President to assist the Rotunda Administrator in making decisions about requests for Rotunda facilities that are other than routine, and also to hear appeals from decisions made by the Rotunda Administrator. The Committee should have student and faculty representation.

0002

PROCEDURE FOR RESERVING SPACE IN THE ROTUNDA

Reservations may be made by contacting the Rotunda Administrator. Reservations will be made in accordance with the guidelines set forth in this document, and in accordance with University regulations.

GENERAL PRINCIPLES REGARDING USE

Rotunda facilities may be reserved for dignified occasions, within the guidelines, by University departments, groups primarily controlled by faculty, staff, or the Alumni Association, Student Council recognized student groups, or University contracted independent organizations. Assignment of spaces shall be Content Neutral. Because of the heavy demand, it will be the responsibility of the Rotunda Administrator to make the facilities available to as many requestors as possible, avoiding overuse by any group. The Rotunda will not be used for private parties (e.g. wedding receptions) nor will it be used for events requiring the collection of admission fees at the Rotunda.

THE DOME ROOM

The Dome Room is the most fragile of the Rotunda facilities. Of special concern is the heart pine floor, which is fragile and irreplaceable. Special care must be taken in the use of this room. Such affairs as seated dinner, lectures, and musical events would be appropriate uses; however, cocktail parties and dances are not permitted. Refreshments may be served only at seated meals. Smoking is allowed only at seated functions.

0003

USE OF THE NORTH AND SOUTH PORTICOS

Events that do not conflict with inside users may be held on North or South Porticos of the Rotunda provided that they are dignified occasions and are in compliance with Lawn Use regulations. Alcoholic beverages may not be served on the Porticos while the University is in session. Reservations may be made by the Rotunda Administrator.

SECURITY PROVISIONS

The Dome Room and other Rotunda facilities may be used after the normal closing hour for the Rotunda (4:45 p.m.) only if official Rotunda personnel are present. Users will be billed for the cost of these employees on an hourly basis. A modest use fee will also be assessed. Except at a seated function, smoking will not be permitted in the Dome Room. Candles, except for those placed on tables, will not be permitted. Because of very limited fire escape routes, there is an absolute limit on the capacity of the Dome Room which was set by the University Safety Officer. For banquet use the maximum capacity is 136 persons. For receptions, lectures and similar functions the maximum capacity is 150 persons.

CATERING

University Catering Service must provide and serve food and beverages and beverages for Rotunda events.

0004

SPECIAL EQUIPMENT AND FURNISHINGS REQUIREMENTS

Furnishing, tables, chairs, and heavy equipment will be moved only by qualified University employees trained to do this without hazard to floors, walls, stairs, and other furnishings. Heavy equipment such as pianos (except for light weight electronic models and harpsichords) are not to be taken to the Dome Room.

RESPONSIBILITY OF USERS

Users will be required to agree in advance to pay for damage done to the Rotunda as a consequence of their event. Users will also be responsible to avoid disturbing other users who may be assigned to other rooms in the Rotunda.

VISITORS AND SIGHTSEERS

During the time the Rotunda is open to the public (usually 9:00 a.m. to 4:45 p.m.) Dome Room events will not normally be closed to the public. The oval rooms, if reserved, may be used for meetings to which the public is not invited. The public is not invited into the Rotunda after the normal closing hours.

STUDENTS WISHING TO STUDY IN THE ROTUNDA

Students are encouraged to use the alcoves in the Dome Room for study whenever the room is available during normal open hours, subject to normal regulation by the Rotunda Administrator.

0005

LUNCHEONS

Except for official University-wide functions, the Dome Room will not be used for luncheons. Luncheons may be scheduled in the Lower West Oval Room.

FREQUENCY OF USE (DOME ROOM)

The Dome Room may be used for dinners no more than three times each week, and on annual average no more often than ten times each month.

ELEVATOR

Handicapped, infirm, or aged persons will be taken on the elevator to the upper floors by Rotunda personnel upon request. Others should use the stairways. In case of fire, the elevator will not be useable.

ENVIRONMENTAL CONTROL

The columns, curved woodwork, and some of the antique furnishings require rigid humidity control. Even brief deviations from the specified humidity levels cause cracking and in some cases rapid deterioration. The Rotunda is equipped with an elaborate system for maintaining optimum temperature and humidity levels in all seasons. The system requires that all windows be kept tightly closed, and that all doors except the lower level entrance doors be kept closed. The glass doors overlooking the South portico should also be kept closed.