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The Ed and Gwen Cole Art Center and the Griffith Gallery (B-36)

Original Implementation: April 21, 2009
Last Revision: None

The Ed and Gwen Cole Art Center and the Griffith Gallery are exhibition spaces for the artistic programs of the School of Art in the College of Fine Arts. Scheduling and use of these facilities and their equipment is pursuant to university policy B-1, Use of University Facilities. The dean of the College of Fine Arts is the administrator of these facilities and their operating policies. Nothing contained in this policy shall be construed to prohibit or hinder the operation of the Ed and Gwen Cole Art Center or the Griffith Gallery in pursuing the university's mission as a public institution of higher education. All activities associated with that mission shall have priority in the use of these facilities.

Priority of Users
Because the Cole Art Center and Griffith Gallery are academic and art exhibition facilities, their use shall be restricted. The following priorities for assignment of use shall be in effect:

Category I - Events sponsored by the Schools of Art, Music, or Theatre and the Dance Program; and other performance and exhibition activities that are a necessary adjunct to academic programs in the College of Fine Arts.

Category II - Events that are a part of Friends of the Visual Arts, Nacogdoches Junior Forum, Watercolor East Texas, Nacogdoches Photographic Association, and the Nacogdoches Art League.

Category III - Events sponsored by university departments or registered student, faculty, and staff organizations of both an academic and non-academic nature. Annual events cannot be scheduled on an ongoing basis.

Category IV - Events sponsored jointly by official university departments or agencies with non-university groups. Annual events cannot be scheduled on an ongoing basis.

Restrictions:

Reservation Procedures
Reservations for all functions in the Cole Art Center or Griffith Gallery shall be made through the gallery director. Scheduling shall be limited by the preexisting exhibition schedule, and the nature of the function wishing to be scheduled. Functions that may interfere with the conservation and preservation of art being exhibited shall not be considered for rental.

The galleries should be reserved as far in advance as possible (suggested minimal time is 60 days prior to the event). Alternate dates should also be selected in the event that the date of the first choice is not available. A Facility Rental Agreement Form must be completed and signed by the person or persons who are legally and financially responsible for the event. An initial meeting with the gallery director shall be required at the time the agreement is signed and the payment of any deposits—prescribed in the Schedule of Fees maintained by the dean of fine arts—shall be submitted at this time. In addition, the user shall be required to obtain and abide by a list of general operating regulations that is available in the dean’s office.

Four weeks prior to an event, a meeting with the gallery director shall be scheduled to formalize set-up procedure, equipment and personnel needs.

Food and Beverages
Food and beverages may be served in Griffith Gallery and the Cole Art Center, subject to approval by the gallery director. University policy D-19 prohibits the unauthorized use of intoxicating beverages on university property. The policy, however, does permit beer and wine (but not liquor) to be served at the Cole Art Center for events approved in advance by the dean of fine arts.

Cross Reference: Policy B-1, Use of University Facilities

Responsible for Implementation: Provost and Vice President for Academic Affairs

Contact for Revision: Dean of Fine Arts

Forms: None