Application to Use McMurran Hall Grounds

Coordinated activities of more than three persons are not to occur on the premises without a reservation. This policy is in place to avoid damages to the premises and to avoid disruption of enjoyment of the grounds by all individuals in the community. Reservations of the premises by external persons or entities are not favored and generally will not be provided. The University will entertain requests for a reservation to use the premises when the purpose of the event has a direct connection to the historic character of McMurran Hall and where the event is not likely to cause damage to the premises. To diminish risk of damage to the premises, any such reservation will also be restricted to events in which square footage impact of the event on the grass and the visual impact on the view-shed of McMurran Hall from German Street are limited.

Background Information- Please Read

Due to the significant part McMurran Hall has played in the Town and University’s history, the University and the building’s Trustees put a special emphasis on preserving the historic nature of the property. The grounds are intended to be generally left as an open, unprogrammed, space which can be enjoyed by individuals. Thus providing serenity for the eyes and the ears from the activity of life and commerce of the town.

The University makes periodic use of the premises for University functions. Occasionally the University partners with the Corporation of Shepherdstown in hosting an event on the premises. Generally, events that have received permission from the Corporation of Shepherdstown to close German Street (ex. for a town parade) are usually approved. Any university use of or partnership in cosponsoring an event on the premises must be approved by the Vice President of Student Affairs and/or their designee(s). Reservations of the premises for other persons/entities are not favored, except as provided for herein.

When the premises are not in use for an approved event, the premises are open to individuals of the public for the purposes described above. Individual use of the premises may not include:

• Any form of sound amplification
• Anything that is reasonably foreseeable to significantly damage the grass, foliage, or flowers
• Anything that could damage the structural aspects of the premises
• Any form of commercial transactions
• Static placement of items on the grass or the stone wall for a lengthy period

Reservations of Outside Space Polices/Procedures

• Reservations must be received at least ten (10) business days prior to event. Complex event proposals may require additional advance notice to be viable; a reservation request may be denied if not received adequately in advance for necessary planning. https://www.shepherd.edu/outside-event-request/
• Reservations are subject to cancellation when determined necessary for campus safety or welfare.
• In most cases reservations will be made on a first-come first-served basis.
• All student organizations/clubs must follow the guidelines outlined in the Student Handbook and the Student Organization Handbook.
• All applicable campus policies apply to all persons attending a reserved event.
• Tent stakes (longer than 3 inches), sign posts, and other wood/metal objects may not be placed into the ground without prior written approval from the Facilities Management office.
• Activities and persons may not block or otherwise interfere with the free flow of vehicular, bicycle or pedestrian traffic. The right of way on streets and sidewalks must be maintained.
• Activities and persons may not block or otherwise interfere with ingress and egress into and out of campus buildings.
• Activities and persons shall not obstruct, disrupt, interrupt or attempt to force the cancellation of any event or activity sponsored by the University, including classes, or by any users authorized to use University facilities. Sound amplification is limited by this requirement.
• Groups or individuals are expected to return grounds as they were found and clean up the space at the conclusion of the event.
• Please note, proper permits are required for all vehicles parking on campus. Please contact Shepherd University Police Department for details: https://www.shepherd.edu/police
• Shepherd University reserves the right to ask any individual(s) and/or group(s) to leave that are in violation of campus policy and/or local, state, or federal law.

• No Attendee may:
  • Attempt or actually interfere with, impair or impede the institution’s regularly scheduled classes, events, ceremonies or normal and essential operations.
  • Interfere with, impede or cause blockage of the flow of vehicular or pedestrian traffic.
  • Interfere with, impede or cause blockage of ingress or egress to or from any building.
  • Willfully, negligently or recklessly commit any act likely to create an imminent health or safety hazard.
  • Interfere with a University event by blocking audience view, make sufficient noise to hamper a speaker or performance from being heard or perform any other act disruptive to the event.
  • Leave an area littered.
  • Use voice or amplification systems.
  • Willfully, negligently or recklessly engage in destruction of property or physical harm to others.

Please complete the following application and terms of agreement.

Approvals provided for the use of McMurran Hall Grounds are date specific. All sponsors of annual events must submit a new application each year.