Mission & Ministry Facility Guidelines

All requests for the use of Our Lady's Chapel must be submitted to University Mission and Ministry via 25-live. Verbal, written, or email requests will not be accepted.

Campus Community

Planned events must be submitted to University Mission and Ministry via 25-live by the following dates (note: early submissions are welcomed):

• August 1 for any fall semester reservations
• November 1 for any spring semester reservations
• March 1 for any summer reservations

Department of Music

Because the pipe organ is shared by University Mission and Ministry (UMM) and the Department of Music, student, and faculty recitals, as well as scheduled rehearsal time, have taken place in Our Lady's Chapel. All requests must go through the Department of Music secretary and be submitted online through 25-live. As much advance notice as possible is encouraged when reserving the chapel for music events, but observing at least the following parameters:

Planned events/standing events (including rehearsals)

• July 1 for any fall semester reservations
• November 1 for any spring semester reservations
• March 1 for any summer reservations

Organ Student and Organ Studio Recitals

• Organ students must go through their faculty to reserve OLC. Faculty should forward requests to the Department of Music secretary for submission online through 25-Live.
• Faculty organ recitals in Our Lady's Chapel must also be arranged through the Department of Music secretary via 25-live.

Keys for Organ and Sacristy

• The Department of Music retains its own key for the organ. This key may be obtained from the Department of Music secretary. Students and faculty are responsible for making their own arrangements to reserve the key.
• A key for the sacristy may be obtained from the Office of Mission and Ministry if a UMM staff member cannot be present, and it is deemed necessary for the event. In this case, please consult the Mission and Ministry Administrative Assistant.

Spontaneous Events

• A Spontaneous Event may be defined as a class tour, a new one-time music event, etc.
• 48-hours-1 week prior to request
• All attempts will be made to accommodate requests provided procedures to reserve the chapel have been met. Note that reservations on 25-live must be completed prior with 24-hour's notice or the system will not accept the reservation.

No unapproved use of Our Lady's Chapel will be permitted. Frequent misuse of Our Lady's Chapel may result in the denial of future use of the space.

Chapel Environment

• Decorating or set up time will be one (1) hour prior to the actual ceremony/event. Additional time is subject to the availability of OLC and/or the chapel staff. The scheduling of decorating and/or set up time should be done at the time of reservation via 25-live.
• Plants and other liturgical/seasonal decor comprising the indoor environment of Our Lady's Chapel may not be moved.

Food and Drink

• No food or drink may be brought into the chapel.

Liturgical furnishings

• All objects and furniture contained within Our Lady's Chapel must be treated respectfully. If your event requires the cantor lectern, ambo, or grand piano to be relocated, please request this in 25-live. For your safety, and the preservation of these liturgical furnishings, please do not personally move any of these items.
• Chairs in the choir area may be moved but must be returned to their original location when the event is completed. Please do not remove chairs from the chapel. A diagram or instructions for resetting the chairs will be provided to you upon the confirmation of your request to use the space.
• Nothing may be placed on the altar table in the sanctuary.

Sound System

• The use of the sound system and related equipment such as microphones, must be requested through 25-live at the time of submitted your reservation.
• At no time should adjustments be made to the chapel's sound board without the supervision of UMM staff.
• Use of the system's Bluetooth options to replay recorded music must be requested in advance via 25-live.

Piano and Organ

• UMM music staff, approved volunteers of the university who are part UMM's Music Ministry, or Department of Music faculty who work closely with UMM, are those primarily entrusted to ministering to the musical needs of the university community. As such, our instruments are generally not available for public use. Should your event be outside the purview of the Department of Music, or UMM, and you require the use of the piano or organ, please request this with your reservation submission via 25-live. The Director of Music Ministries will gladly work with you to discuss the options available for your event.

Hymnals, worship aids and copyright licenses

• UMM has print hymnals available for use by our worshiping assembly. These may be requested for use for worship services. Books should not be removed from the chapel.
• Worship aids required for non-UMM worship sponsored events should be prepared and printed by the appropriate department. The Director of Music Ministries must proof any worship aid utilizing copyrighted text or music utilized in a worship aid.
• Copyright licenses. University Mission and Ministry subscribes to several licensing agencies to legally reprint most music contained in many of the major hymnals published in the United States. The cost to reprint music which falls outside of these licenses will be the responsibility of the event or department requesting such music. The Director of Music Ministries can be of assistance in making these arrangements.

Other Equipment

• Please take care in moving personal equipment when using the chapel. All additional chairs, cases, instruments, music stands, and music storage crates should be carried or brought into the chapel in a cart rather than slid across the floor.
• Tables for displays or registration must be arranged through Special Events by the coordinator responsible for the event. This can be done through 25-live at the time of reserving Our Lady's Chapel.