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This Standard Operating Procedure (SOP) establishes the processes, expectations, and responsibilities for the scheduling, approval, and use of all University of ÐÓ°ÉÔ­°æ Fairbanks (UAF) Music Department facilities, including the Davis Concert Hall and other instructional or performance spaces.

The purpose of this SOP is to:

• Ensure fair, transparent, and consistent use of Music Department facilities.
• Prioritize academic and student program needs while supporting community and partner use.
• Maintain compliance with UAF Events policies, Facilities Services requirements, and Board of Regents (BoR) Regulation 04.06.200 on facility use.
• Promote safety, accountability, and collaboration among all space users.

This SOP applies to:

• All UAF Music Department faculty, staff, and students.
• All UA-system faculty, adjunct faculty, staff, and students.
• All external users and organizations.
• All events, rehearsals, performances, and rentals taking place in Music Department-managed facilities.

• BoR Policy & Regulation 04.06.200 – Use of University Facilities 
• UAF Events Office Procedures 
• 25Live Scheduling Procedures 
• FY27 Music Facility Use Agreement

1. Request Submission
   1. All requests for use of Music Department spaces must be submitted through 25Live at least two (2) weeks prior to the event.
      1. For events serving alcohol, requests must be submitted through 25Live at least twenty-eight (28) days prior to the event.
   2. Requests must provide:
      1. Event title and description
      2. Requested space and dates/times for the event and any associated rehearsals, meetings, or walk-throughs
      3. Setup/teardown needs/times
      4. Technical requirements (lighting, sound, recording, livestream, piano tuning, etc.)
      5. Contact information for the responsible party
      6. Floor plans for any event equipment or materials used in the Regents’ Great Hall
2. Academic Priority
   1. Academic courses, rehearsals, and performances directly supporting the Music Department curriculum receive first priority for space scheduling.
   2. Departmental events must be entered in 25Live to ensure visibility and avoid conflicts.
3. Internal Event Use
   1. Institutional events and other University activities receive priority booking for event scheduling.
   1. UA events and reservations do not need to complete the Music Facilities Use Agreement, they are processed through 25Live.
4. External and Community Use
   1. External users must complete the Music Facility Use Agreement
   2. External users are required to provide proof of insurance, agree to all terms, and may be subject to rental and labor fees as outlined in the signed use agreement.
   3. Publicity materials will list UAF Music as a sponsor of the Event and include the logos - provided via email - in and on all publicity materials produced after the Music Facility Use Agreement is signed by all parties. This includes but is not limited to: printed posters and advertisements, digital promotions, film/TV commercials, and radio advertising.
   4. University activities take priority in all scheduled spaces. At the University’s discretion, and in accordance with the terms of the signed use agreement, University activities may supersede or displace other users up to two-weeks before events. We will work collaboratively to provide as much notice as possible should a schedule change be required. UAF reserves the right to reschedule, postpone, or cancel any event for safety-related reasons (e.g., acts of God, weather emergencies, COVID concerns, other safety or security items at the university’s discretion, etc).
5. Approvals
   1. All space requests are routed through 25Live and may be subject to review and approval by:
      1. Director of Performance Operations and Davis Concert Hall Manager
      2. Department Chair (for priority or conflict resolution)
      3. UAF Events Office
      4. Fire Marshal or Risk Management (if required for safety or occupancy review)
6. Confirmation and Billing
   1. Once reservations are approved, users receive confirmation from Space Manager (Director of Performance Operations and Davis Concert Hall Manager)

Standard Event Run Timeline, presented as a resource for all Space Users:

1. All users must comply with UAF Environmental Health & Safety (EHS) and Fire Marshal requirements, including occupancy limits and safe stage layouts.
   1. In the rare occurrence of an event requesting a space’s occupancy limits be temporarily increased, a floor plan and allowance request letter must be submitted for review and approval through 25Live at least two (2) weeks prior to the event.
2. Candles, open flames, pyrotechnics, pneumatic effects, and theatrical haze or fog machines require advance written approval from UAF Risk Management and the Fire Marshal.
3. All equipment and cables must be properly secured and ADA-accessible. Stage crew and volunteers must follow all University safety protocols and comply with instructions provided by authorized UAF staff, as directed.