Delphine Facility Use Guidelines
First-floor diagram of Delphine Lounge (PDF)
The IC is located in Delphine along the perimeter of Ferroggiaro Quad between the Bookstore and Café Louis. The first floor Delphine Lounge may be reserved between the hours of 8:00 a.m. and 10:00 p.m. The second floor Delphine Loft functions as an office and may not be reserved, but the second floor Delphine balcony is available for Saint Mary’s College (SMC) community members between the hours of 8:30 a.m. and 4:30 p.m.
Use of the Delphine Lounge implies agreement with the following guidelines:
Reservation
- To reserve the Delphine Lounge, please complete the “Get A Room” form located on the Master Calendar. The Master Calendar can be accessed through SMCnet or through the SMC homepage under “News and Events”. It will show you the current availability of the Delphine Lounge.
- It is recommended that you submit the “Get A Room” form at least five business days prior to the scheduled event. This does not guarantee the availability of the space.
- The reserving party is responsible for requesting adequate setup and cleanup time on their “Get a Room” form to ensure that events prior to, and following, their event are not interrupted.
- Cancellation of confirmed events must be made to the IC Staff as soon as possible. The reserving party is responsible for contacting the appropriate departments (i.e. Sodexo, Public Safety, Physical Plant, CaTS Media Services, etc.) to cancel all related services.
- The IC will not cancel or reschedule a reservation that has been previously made in order to accommodate another party.
- The IC has the following for event use: 35 stacking chairs, 14 armchairs, two loveseats, one couch, one portable whiteboard, two long folding tables, three tall tables, and one television with a combo DVD/VHS player. (Please see diagram and “Before the Event” item #2 regarding additional items that can be requested.)
Before the Event
- It is the reserving party’s responsibility to set up for the event. Set up time should be included on the “Get a Room” form.
- Any CaTs Media Services, Physical Plant requests, Sodexho catering needs, or other services are the responsibility of the reserving party.
- While chairs, couches and tables can be rearranged as needed for the event, storage bins along the perimeter of the room are not to be moved or stacked.
- IC property (i.e. furniture, murals, flags, etc.) may not be removed from the Delphine Lounge.
- Food may be brought in from outside sources for events in the Delphine Lounge.
During the Event
- The IC staff works on the second floor Monday through Friday, 8:30 a.m. to 4:30 p.m. During these hours noise should be kept at a level that is respectful of an office environment. If the IC staff will be working in addition to these hours, the reserving party will be notified in advance.
- Due to its open environment, the Delphine Lounge is not appropriate for confidential or recorded events.
- Supplies necessary for carrying out the event are the responsibility of the reserving party; office supplies and other supplies are not provided by the IC. The Delphine Loft, its work equipment, and its supplies (i.e. printer, paper, stapler, tape, writing utensils, etc.) are not available for use.
- Events, including clean up, must end by the time designated on the “Get a Room” form.
After the Event
- The reserving party is responsible for returning Delphine Lounge to the arrangement specified on the diagram adjacent to the main door.
- The reserving party is responsible for cleanup. This includes: wiping down tables if necessary, picking up trash off the floor, erasing the whiteboard, removing any posters hung up during the event, and reporting spills or other damages to IC staff. If the trash can provided is insufficient, additional trash should be thrown away in trash cans outside of Delphine.
- The reserving party is expected to take reasonable steps to ensure proper care of the Delphine Lounge. Accidental damage, repair, and replacement costs are the responsibility of the reserving party.
- The reserving party is responsible for arranging the timely pick-up of any outside items brought in by Sodexo, CaTs Media Services, Physical Plant, etc.
Usage privileges may be revoked if these guidelines are not followed. Thank you for your cooperation.
