In addition to use for University convocations and academic ceremonies, special use of the Chapel Auditorium is limited to activities deemed appropriate by the Museum Manager, which may include classes, meetings, conferences, limited types of concerts, seminars and lectures. No non-University partisan political activities will be permitted. Activities in the Chapel need not be religious in nature, but all must be a type that respects the integrity of the space.
Activities in Lee Chapel are confined to the Auditorium on the main floor.
For activities taking place after hours or on weekends, there is no access to the Museum galleries, Lee's office, Lee family crypt or, consequently, to the bathrooms. Under special circumstances determined at the discretion of the Manager, the Museum galleries may be open for an evening tour. Requests must be made to the Museum Manager no less than thirty (30) days in advance of the event. If approved, the sponsoring organization must cover the cost of operating the Museum after hours, including staffing and Security (see Fee Schedule).
After museum hours, bathrooms are available only in buildings along the Colonnade (Robinson, Payne, Tucker, Newcomb). In addition, there are no dressing facilities available in Lee Chapel.
The Lee Chapel Auditorium stage is furnished with an antique lectern, dating to the construction of the Chapel, and three sets of antique chairs. The antique chairs are cleared from the stage for all events. The piano, located under the portrait of George Washington, must remain in its permanent location as additional security for the portrait.
The Chapel is equipped only with a large lectern with a stationary microphone, two small lectern stands, and seven W&L armchairs for stage seating. Requests for any of these items may be made through the Lee Chapel office. Lighting includes overhead spotlights that highlight the podium. Houselights can be dimmed only with difficulty and, therefore, permission must be obtained first from the Museum Manager.
All other special needs, including tables, seating, lighting and AV equipment, first must be approved by the Museum Manager and then arrangements for these must be made by the requester directly to Physical Plant and/or the Instructional Technology Lab (see attached Contact List). The use of large projection equipment is not appropriate in Lee Chapel.
Sound and lighting capabilities of the Lee Chapel remain limited, if outdated. If outsourcing of equipment is required, such needs must always be approved by the Museum Director and must be done through approved vendors (see list). A written description of the use, size and placement of the equipment MUST be submitted at least two weeks in advance to the Museum Director for approval. No equipment at any time will be allowed to interfere with the operation of the auditorium as a public space, with the exception of a major University event.
Special concert staging with risers is allowed ONLY for the Parents Weekend concert.
Site visits for planning purposes with the Lee Chapel Manager must be arranged by appointment in advance.
Museum staff is not available for most after hour events. When the Chapel is required for evening and/or weekend use by the University, arrangements must be made through the Museum Manager in order to schedule a W&L Security Officer to open and close the Chapel Auditorium. The requesting organization or individual must ensure that the officer is met at the designated hour and that a responsible individual is appointed to stay with the building at all times until the event is over and Security returns to secure the building. Additionally, this individual is responsible for ensuring compliance with Chapel policy. If the evening or weekend activity is not a University function, there will be a required additional fee of $100 for a Security officer to be present (see Fee Schedule).
FACULTY, PLEASE NOTE: If a University faculty member or campus organization has arranged to use a smaller facility such as Northen Auditorium, but anticipates that there is the chance that the audience may be larger, thereby necessitating the use of the Chapel Auditorium, that faculty or administrative staff member must make arrangements to reserve the Chapel prior to the event, in case the auditorium is needed at the last minute. The Museum Manager will ensure the Chapel's availability and will notify Security of the possibility of an event. Arrangements will be made to open the Chapel at the faculty or staff member's request. Without this prior reservation, Security will NOT open the Chapel under any circumstances.
For W&L activities, the individual signing the Reservation Request Form and the sponsoring group will be held responsible for all matters related to the activity. A representative is REQUIRED to be present at the event. That individual is responsible for leaving the premises in good condition and is responsible for cleaning up all programs, literature and other supplies brought to the Auditorium. This rule will be strictly enforced. If the Auditorium is left in disorder, the sponsor or sponsoring group will be liable for a $100 service charge for cleanup. Full charges will be assessed for any damages to the Chapel or its furnishings requiring repair or replacement.
For a Community / University event, the organization to which the permit is issued shall be liable for any loss, damage or injury sustained by any person whatever, by reason of negligence of the person or persons to whom such permit shall have been issued, and shall be liable for damage to the museum property and also responsible for cleaning up trash generated by activities allowed under the permit. The Vice President for Finance of Washington and Lee University will require from the organization to which the permit is issued a certificate of liability and damage insurance in the amount of one million dollars ($1,000,000) naming Washington and Lee University as the additional insured.
Because the Lee Chapel is available as a public space 7 days a week and there is no 24-hour custodial staff, users of the facility have the responsibility to ensure that the space is left in the condition in which it was found prior to the scheduled use. Clean-up should take place immediately after the scheduled event. This means that all programs, hand-outs, signs, boxes and other materials must be cleared from the building immediately. Make certain that someone is assigned to be responsible for this. If boxes or equipment need to be stored overnight because of scheduling constraints, arrangements must be made through the Lee Chapel Manager. If the building is left in disorder by any group, W&L or other, a clean-up fee will be charged to the group responsible for the event.
Because Lee Chapel is a historic building and because of fire codes, there are a number of restrictions that we must enforce. For a complete list, see Restrictions.