Policies

 

Please note that all Homewood Arts policies listed are subject to revision.

General Policies

  • All rooms must be vacated by midnight.
  • During the academic semesters, the evening monitor is available 5 p.m.–midnight
  • Student monitors are not permitted to open the Instrument storage room (104) or the upstairs art studios for any student. These rooms are via J-Card or key access only.
  • The individual Practice Rooms are to remain locked at all times.
  • No room reservations will be started after one hour before closing.
  • J-Card access for the art studios is coordinated by the the Director of Building Operations.
  • To reserve the SDS Room for arts based activities, contact the Director of Homewood Arts Programs
  • To reserve SDS Room for a non-arts activity or the three Mattin meeting rooms, use the online scheduling request form.

Caplan Dance Studio, 1st Floor Offit Building

  • No food and drink (except water) is allowed in the room.
  • Please remove your street shoes immediately upon entering the room and store all personal items to the side of the room.
  • Please keep the floor as clean as possible and clean up any unusual marks.
  • Individual use is not permitted for staff or faculty.
  • No fliers or posters can be posted on the walls.

Art Studios & Academic Dark Room, 2nd Floor Jones Building

  • JCard access will be given only to students enrolled in the current academic classes and select graduates of the photography classes.
  • JCard access is only for the Studio door, not for the outside door of the building.

Swirnow Theater, Café Building

  • J-Card and key access are given to the student producers, director, and technical crew who are currently using the theater.
  • Immediately after the production closes, J-Card access is deleted and keys must be returned.
  • No food and drink (except water) is allowed in the room.
  • The theater must be vacated by midnight.
  • The lighting equipment and platforms in the Swirnow are not available for use outside of the theater.

Individual Practice Rooms, 1st Floor Jones Building

  • Practice rooms are available starting at 9am and are open until the end of the monitor schedule for that day.
  • Anyone using a practice room must show a JCard before getting a key.
  • Rooms are for use by the JCard holder only. No family members or children may use the room.
  • No eating, drinking or smoking in the Practice Rooms. Water bottles are permitted, but please do not place them on the piano.
  • Please do not place anything on the pianos except for music. All bags, clothing and accessories should be placed on the floor.
  • Practice time is limited to 1 ½ hours if people are waiting to use a piano.
  • When you have finished, please leave the room clean, close the door and turn out the lights.
  • Pianos and drums are not to leave the practice rooms.

Rehearsal Rooms 101 & 105, 1st Floor Jones Building

  • Please do not place food or drink on the piano at any time.
  • Water bottles are permitted but should not be placed on the piano at any time.
  • When you have finished, please leave the room clean and turn out the lights.
  • No reservations will be started after one hour before closing.

If you have any questions, please contact Eric Beatty, Director of Homewood Arts Programs, at x6-8208 or ebeatty@jhu.edu or Donna-Lee Mahabeer, Director of Building Operations, Mattin Center, at x6-7858 or jrhyner@jhu.edu

Arellano Theater

  • Student groups must be approved and registered with the Student Activities Office in order to use Arellano Theater.
  • The use of Arellano Theater for rehearsals and tech work must be scheduled with the Director of the Homewood Arts Programs. All rehearsals and tech work must finish by the time Levering closes. Levering standard hours are:
    • Monday-Thursday 7:30 a.m.–12 a.m.
    • Friday 7:30 a.m.–2 a.m
    • Saturday 9 a.m.–2 a.m.
    • Sunday 9am – 12 am
    • These hours are subject to change during official university closings, inter-session, holiday breaks and summer sessions.
  • Student theatre groups which perform in Arellano should provide the following:
    • Producer
    • Director
    • Stage Manager
    • Set Designer
    • Light Designer
    • Sound Designer
    • Costume Designer
    • People to build the set
    • People to help focus lights
    • Light Board operator
    • Sound Board operator
    • Front of House personnel during the shows to take tickets, admit latecomers, handle audience emergencies, etc…
  • Groups should send an email to the Director of Operations for Levering listing the set pieces and props to be used in their upcoming show. From that communication, the necessity of a meeting with the head student proctors of Arellano can be determined.
  • Arellano is equipped with basic set pieces for performances, including several flats, a door unit, and blocks. If these items need repair, contact the Tech Director of Homewood Arts Programs. If these items are missing, contact the Director of Operations for Levering Union. These set pieces should be returned to the backstage area immediately following the final show.
  • Groups may bring in small set pieces, props, and costumes from their personal or group storage to use during rehearsals and performances. These items may be stored in Arellano during the assigned rehearsal and performance period. All props and furniture items that belong to the group must be removed from Arellano immediately following the final show. Student groups will be charged for removal if not completely cleared by midnight of the final show. An email to the Director of Operations for Levering can be sent in advance if a group requests an exemption to this schedule. A large trash can and bags can be provided for trash and must be set by the curb behind Levering so that bagged garbage can be removed free of charge.
  • Wire racks in the closet by the staircase as well as in the closet on stage left, back stage can be used for prop storage during rehearsal and shows– these closets are lockable.
  • No storage will be provided in Arellano for any items during any time outside the rehearsal and production period.
  • Set construction and painting of any kind is not allowed in Arellano.
  • Use of power tools is not allowed in Arellano.
  • Nothing may be attached to the permanent walls of Arellano, without prior approval from the Director of Operations for Levering Union.
  • If additional lighting equipment is needed, a group may rent it. All rented equipment should be used on the side stage area or at the back of the audience. Lighting cable may not run inside the ceiling panels.
  • Members of the group will do the actual assembling of the set, hang and focus the lights, program the light board, and run the light and sound boards.
  • Spike tape is permitted for rehearsals and performances, but it must be removed by midnight of final show or the group will be charged. Do not use masking tape or painters tape.
  • Groups may not use Levering Union furniture as part of their set.
  • All fabrics that are used as set dressing anywhere close to stage lights must be flame retardant. This is due to their potential contact with the lighting equipment. Rosebrand is a theatrical fabric supplier that can verify the flame- retardant characteristics of its products. If you have any questions or doubts about whether a potential item is flame retardant, please consult with the HAP Tech Director.
  • No food or drink (except for water bottles) is allowed in the theater. Please do not place your feet on the chairs, or allow the audience members to do so. Students groups will be held responsible for any damages and/or excessive cleaning required. This may result in fines or limited use of the venue.
  • No smoking or open flames are allowed in Arellano, either during rehearsals or on stage during a show.
  • No alcohol or illegal drugs are allowed at any time in Arellano.
  • No type of real gun or weapon is allowed on campus. If a student theatre group wants to use a prop gun, sword, or weapon in a campus production in Arellano, a representative from the group must get prior approval to use the prop from JHU Security. It is required to have the actual prop to show Security when you are seeking permission to use it. Permission must also be granted for any sounds that the prop makes when used. The prop must be kept in a locked or secure place. To have a prop gun or other weapon approved, take it during normal weekday business hours to the JHU Security Office. If you wish to make an appointment, call x4600 beforehand to set up a time.There is no guarantee the prop will be approved. If it is not approved, either another prop must be presented for approval, or any stage action relating to the prop must be cut from the production. It is recommended that when the group is considering choosing a play in which the use of a gun or weapon is integral to the action, that it get approval of the prop before the choice of play is confirmed.The group must inform the HAP Director of the final decision from JHU Security.
  • A MD law requires a place of assembly with more than 50 people to have a crowd manager. The student producer (or other person who will make the pre-show announcement and be on site for the full show) needs to announce to the audience before the show about emergency exits and no food or drink in the theater. Current policies about certification for crowd management are under review.

Caplan Dance Studio

  • No food and drink (except water) is allowed in the room.
  • Individual use is not permitted for staff or faculty.
  • Please remove your street shoes immediately upon entering the room and store all personal items to the side of the room.
  • If you notice dirt on the floor, please sweep it up.
  • For audience set-up with chairs, the protective floor covering must be in place.
  • No other fliers or posters can be posted on the walls.
  • For hard sole shoes, including tap and high heels, please use the roll of marley dance floor.
  • No use of props such as sticks, canes, chairs, etc… or costumes that may scrape or damage floor.
  • Chairs should not be dragged across the floor.

Instrument Storage

  • The instrument storage room next to Mattin 105 is for the use of the JHU Bands, Choral Society and Gospel Choir. Instruments purchased by the Band which are for communal use are stored in this room. The only students who are allowed to store their own individual instruments in this room are those who are current members of the JHU Bands.
  • Currently there are no individual lockers or storage areas for students who are not in one of the JHU Bands to store their own instruments.

If you are taking lessons at Peabody, please inquire with staff at Peabody about possibly storing your instrument on their campus.

Individual Practice Rooms

The Mattin Center practice rooms are available to all J-Card Holders based on the Homewood Campus. This includes students, faculty and staff. They are also available to Peabody students who are currently enrolled at Homewood or live in the immediate vicinity of the Homewood campus. Special permission for use might be granted for other JHU ID card holders. For special permission contact the Director of Homewood Arts Programs.

Sign-up for the practice rooms is for immediate use. You must present your J-Card when you sign up for a room. The drum set and pianos cannot be moved from the rooms. Mirrors are available in Rooms 118 and 119 for singers. Room use is limited to 1 ½ hours at a time if someone is waiting.

Use of the room is only for Jcard holders and other Hopkins faculty, students or staff who receive special permission. Children are not allowed to use the rooms.

Rooms must be vacated by the times stated below. Please follow directions of the student monitor or JHU Security when it is time to close. Please make sure the room is locked when you leave.

Hours during the academic semesters are:

  • Monday–Friday from 9 a.m.–Midnight
  • Saturday and Sunday from 10 a.m.–Midnight

Hours during Intersession and the summer will be posted.

Signing Up for a Room

Leave your J-Card and sign in with the student monitor in the Jones North building.

  • No food, drinks in the Practice Rooms. Water bottles are permitted, but please do not place them on the piano.
  • Do not place anything on the pianos except for music. All bags, clothing and accessories should be placed on the floor.
  • Limit your total practice time to 1½ hours if people are waiting to use a piano.
  • When you have finished, leave the room clean and turn out the lights. Make sure the door is locked.

For questions about the practice rooms, please contact Director of Homewood Arts Programs at 410-516-8208 or via email.

For questions about the student monitor system, or if student monitors are not on duty when they should be, please contact Student Leadership & Involvement at 410-516-4873.

Anyone found ignoring these policies could lose the privilege to use a practice room.

Practice Rooms

  • Room 109 (drums)
  • Room 110
  • Room 111
  • Room 112 (piano)
  • Room 114 (piano)
  • Room 115 (piano)
  • Room 116 (piano)
  • Room 117 (piano)
  • Room 118 (piano, mirror)
  • Room 119 (piano, mirror)

Swirnow Theatre

    • The Director and Tech Director of Homewood Arts Programs (HAP) schedule the Swirnow Theater together with input from the representatives of the student theater groups. Approximately one month after the start of each semester, the schedule is set for the next semester. This schedule includes time in the scene shop and the theatre. Any non-SAC theatre group that would like to use the theatre must apply to the Director by the beginning of the semester before in order to be considered before the schedule is set
    • When a theatre group is scheduled, it will have full access to the theater for at least the two weeks before opening night.
    • When a theatre group is scheduled, it will have access to the Swirnow scene shop scheduled at least two – three weeks before opening night. During the first week of this period, the shop schedule must be co-ordinated with any performance or rehearsal schedule in the theatre.
    • As soon as possible, the group should schedule a “pre-production” meeting with the Director and Tech Director. In attendance from the group should be as many as possible from the following: director(s), stage manager(s), producer, tech director, set designer, lighting designer, costume designer, sound designer and any other officers from the group who will be involved. It is fine if this meeting takes place before the set design is finalized.
    • Before access to the shop or theater is allowed, the group must show the Tech Director a production budget, set design, ground plan and audience configuration that have been approved by the group’s Director(s), Producer, Set Designer and Tech Director. The Tech Director of HAP must also approve this design.
      • The budget, design, ground plan and audience configuration must be approved by all of the above and presented to the Tech Director before the group will be allowed to use either the scene shop or the Swirnow Theater for rehearsals. The limit for theatre audience seating capacity in the Swirnow is 145 chairs.
      • Once the design is approved, it is not possible to add performances or previews before the first scheduled performance.
      • Any scenery that is walked on or stood on that is more than two feet high off the ground level must have railings.
      • No standing room for the audience is allowed. Audience members cannot stand in the egress between the exit doors nor on the audience platforms.
    • Before access to the shop or theater is allowed, the group must also provide the Tech Director a list of available work hours for the group’s tech director, set designer and anyone else who plans on working on technical elements during the production period.
    • Exceptions to this schedule will take place only when the Director and Tech Director deem it necessary and appropriate, and the group that is in the space agrees to allow another event to be scheduled during their rehearsal period.
    • Student theatre groups which perform in the Swirnow must provide the following:
      • Producer
      • Director
      • Stage Manager
      • Set Designer
      • Light Designer
      • Sound Designer
      • Costume Designer
      • People to build the set
      • People to help focus lights
      • Light Board operator
      • Sound Board operator
      • Front of House personnel during the shows to take tickets, admit latecomers, handle audience emergencies, etc…
    • Other student Performance groups must provide the following:
      • Director
      • Producer
      • Front of House personnel
      • Someone to run either lights or sound in the booth
    • Members of the group will do the actual building of the set, hang and focus the lights, and program and run the light and sound boards.
    • The Tech Director will supervise all tech aspects of the show and will provide consultation and advice throughout the process of creating the show.
    • The Tech Director does not necessarily have to be present during construction, as long as the tech students are approved to use the tools and shop space. A series of Tech workshops must be taken before approval is given.
    • The Tech Director will not be present during the run of a show, except to see the show as an audience member.
    • Groups may hire non-JHU professionals to help with any aspects of creating the show if they wish. The Tech Director must approve any non-JHU Tech help before they use the tools in the scene shop.
    • The Tech Director must approve the safety of the set design and its construction.
    • Groups must get approval of the Tech Director before taping the floor of the theater. There is no taping of the floor allowed in rehearsal rooms Mattin 101 and 105.
    • Groups may not use any of the Mattin Center furniture as part of their set.
    • Only students who have been approved by the Tech Director may use the power tools in the shop. A series of Tech workshops must be taken before approval is given.
    • Students and non-JHU professionals who work in the shop or theater must have valid accident insurance.
    • Students may not work alone in the theater or scene shop.
    • HAP will provide $200 worth of financial support for each student group production in the theater.
    • Groups will be charged directly for all supplies bought by the HAP Tech Director via his JHU credit card.
    • The Director of HAP will give one set of Swirnow keys to the Stage Manager and one set to the head tech person for each show after they have done a walk through in the space with the HAP Tech Director. Keys must be returned immediately after the closing of a show.
    • J Card access can be arranged for the Director, the Producer, the Stage Manager and members of the tech crew during the time period of rehearsals and performances in the theater. Access will be given after a walk through in the space with the HAP Tech Director. Cast members will not receive J Card access.
    • One person (usually the producer or the stage manager) must be in charge of a contact sheet that includes all personnel involved on the show and is distributed to everyone. This person is responsible to make updates and add new info as needed.
    • Two ongoing email reports are required during the time that a group is in the Swirnow Theater. These reports need to be sent immediately after the build or rehearsal.The first is a “Build Report,” to be sent by the Tech Director. This report must be sent every day there is building activity from the first day that the group is using the scene shop through the final tech rehearsal.The second is either a “Rehearsal Report” or a “Performance Report,” to be sent by a stage manager or the director. This report must be sent after every rehearsal and performance from the first rehearsal through the second to last performance.Examples of the formats for the reports and the information that should be included are available from the Tech Director and will be handed out at the pre-production meeting.Each report should be sent to the HAP Director, the HAP Tech Director, all group board members, and the complete contact list (including tech and actors) for the production. It is assumed that these reports are read by everyone who receives them.If the two reports are not emailed by 6am the following morning, the group can lose access to the Swirnow Theatre and/or scene shop for the next scheduled use.
  • On the Tuesday night of tech week, group members must stack up all the audience chairs before they leave the theater for the night. The HAP Director will request that a JHU custodian come that night and vacuum the audience platforms. If the chairs are not stacked, the group will be responsible for cleaning the platforms themselves. The group is responsible for re-setting the chairs into their audience configuration and for cleaning the chairs before opening night.
  • Posters for the show may be given to the HAP Director for placement in the glass cases in the Mattin Center. No posters may be placed on the glass doors or windows of the Mattin Center.
  • The cast and crew of each show are required to stay after the final performance for strike. The strike will start as soon after the audience has left. The strike is supervised by the HAP Tech Director, who will decide when strike is completed. The Tech Director will determine which elements, including sets, props, lights, and audience chairs and platforms will be struck. This decision is based on the Tech characteristics of the outgoing show and the incoming show.
  • No photo calls are permitted after the final show, so that strike may start in a timely manner.
  • All “group” belongings, such as costumes, props, group owned scenery, and all personal belongings of the cast & crew must be removed on the final day as part of strike. The only exceptions are if the Tech Director has granted storage permission at least one week prior to final day of run.
  • No food or drink (except for water bottles) is allowed in the theater, scene shop, green room area or the dressing rooms. Food is only allowed in the Silk Road cafe. Please do not place your feet on the chairs, or allow the audience members to do so.
  • No smoking or open flames are allowed in the Swirnow Theater, either during rehearsals or on stage during a show. If smoking or flames are essential to the dramatic content of the show, arrangements must be made with the Tech Director, who will consult with staff in the office of JHU Safety & Environmental Health Services. Together they will determine if special permission can be granted for an appropriate substitute effect.
  • Smoke and fog effects must be approved by JHU Safety & Environmental Health Services. To date this approval has not been granted.
  • No deliberate breaking of real glass or pottery is allowed in a show. Breakaway props which look real but do not cause safety issues can be purchased.
  • No alcohol or illegal drugs are allowed at any time in the scene shop, the theatre, or at any rehearsal in the Mattin Center.
  • No type of real gun or weapon is allowed on campus. If a student theatre group wants to use a prop gun, sword, or weapon in a campus production, a representative from the group must get prior approval to use the prop from both the Tech Director and JHU Security. It is required to have the actual prop to show the Tech Director and Security when you are seeking permission to use it. Permission must also be granted for any sounds that the prop makes when used. The prop must be kept in a locked box and a notice must be placed in the program that a prop gun or weapon will be used in the play.To have a prop gun or other weapon approved, take it during normal weekday business hours to the JHU Security Office in their Remington offices. You can show it to either Dennis Rosemary or Mark Long. One of them should be available. If you wish to make an appointment, call 410-516-4600 beforehand to set up a time.There is no guarantee the prop will be approved. If it is not approved, either another prop must be presented for approval, or any stage action relating to the prop must be cut from the production. It is recommended that when the group is considering choosing a play in which the use of a gun or weapon is integral to the action, that it get approval of the prop before the choice of play is confirmed.The group must inform the Tech Director of the final decision from JHU Security.
  • During the period a group is using the Swirnow Theater and scene shop, the facilities will be available from 8 am – 12 midnight. All rehearsals and tech work must finish by midnight.
  • The Swirnow scene shop is not to be used for construction of sets for Arellano Theatre or to work on something for a show that the group is currently producing in another space. Also it should not be used by a group that is not currently using the Swirnow Theater. The only exceptions to this will be for construction of a specific small set piece or prop that is given prior approval by the Tech Director and is built under the direct supervision of the Tech Director.
  • Before each dress rehearsal and performance, the Stage Manager is encouraged to collect valuables from each actor and place them in a secure lock box. HAP is not responsible for loss, damage, or theft of any personal items or items that are being used for the production.
  • A MD law requires a place of assembly with more than 50 people to have a crowd manager. The student producer (or other person who will make the pre-show announcement and be on site for the full show) needs to announce to the audience before the show about emergency exits and no food or drink in the theater. Current policies about certification for crowd management are under review.
  • The Producer and Stage Manager of each show are responsible for informing all cast and crew members of these policies.
  • Any group or individuals found ignoring these policies will receive appropriate disciplinary action.