Any Event on Green Spaces must have an approved space reservation through the University Scheduling Office and must be sponsored by a recognized student organization, academic unit, or administrative unit. Any individual or student organization that uses Green Spaces without an approved space reservation is subject to disciplinary action (see Section 6.0). 

Reservation requests for usage of Green Spaces require several approvals and should be submitted to the University Scheduling Office at least 14 business days prior to the requested use date. The University Scheduling Office cannot guarantee that requests received fewer than 14 business days in advance will be processed in time or that they will be approved. Approval of a request does not include any equipment or set-up; these must be arranged separately with Facilities Management Event Operations. Events must not be advertised until a reservation confirmation is received in writing from the University Scheduling Office. 

Tabling by a recognized academic unit, administrative unit, or student organization on a Green Space is only permitted with a space reservation approved by the University Scheduling Office for academic units and administrative units or by requesting a table through the Student Activities Office for student organizations recognized by Graduate Student Council (GSC), Warren Alpert Medical School, and Undergraduate Council of Students (UCS). 

Brown employees who are members of a collective bargaining unit may, as a group, request the use of a Green Space on the same terms as other recognized student organization or academic unit or administrative unit and are subject to all University rules, policies, and procedures. 

Use of Green Spaces by external organizations without a University contract or approval is prohibited. 

Passers-by must be able to identify the sponsoring group using the Green Space for an Event. Either the Event organizers must be present, or the sponsorship must be indicated on a banner or other material. 

Because the Green Spaces can be damaged by overuse, reservations are distributed across the University’s many Green Spaces to avoid overuse of any one space. For this reason, special effort is made to limit the use for events of Ruth J. Simmons Quadrangle (commonly referred to as Simmons Quad), the College Green (commonly referred to as the Main Green), the Front Green (commonly referred to as the Quiet Green) and the Residential Quadrangles.

The usual length of reservation of a Green Spaces is one day for an Event, but can be extended to two days by the University Scheduling Office for exhibits/displays. Any large displays need to be located away from pathways and need to be inspected and approved in writing by Environmental Health and Safety prior to space confirmation. 

Events or Activities involving Camping on Green Spaces are prohibited.

Use of a Green Space shall not disrupt or interfere with the University’s educational, research, or administrative functions or other campus activities and may not impede ingress or egress to any building, facility, or event. Use that disrupts, interferes with, or impedes these functions and enjoyment is prohibited.

Any Sponsoring academic unit, administrative unit, or student organization with approval to use a Green Space is responsible for its use and care. Green Spaces should be cleaned after use as soon as possible daily, and no later than four hours after the daily conclusion of an Event or Activity. Event organizers are responsible for requesting any necessary services through Facilities Management. Failure to ensure cleanup will result in the billing of the Sponsoring academic unit, administrative unit, or student organization for the associated costs. Use of a Green Space must not result in damage to property, trees, grass, or sprinkler systems. The Sponsoring academic unit, administrative unit, or student organization is responsible for costs associated with any damages. 

Traffic, including emergency vehicle access, may not be impeded.

Any recognized academic unit, administrative unit, or student organization requesting the use of a Green Space for a purpose that could, in any way, be construed as political activity or protest or demonstration must review the University Facility or Space Use Policy, Political Activity Policy, and the Protest and Demonstration Policy and confirm that the Event will comply with these policies.

All Events and Activities on University property, including Green Spaces, must abide by all applicable University policies, rules, and procedures, including but not limited to the University Code of Conduct, Nondiscrimination and Anti-Harassment Policy, Title IX Policy, Sexual Misconduct Policy, Political Activity Policy, Protest and Demonstration Policy, and Statement of University Values and Voice. Events and Activities that have the potential for disruption are subject to the Event Disruption Protocol.

Individuals and organizations outside the university are required to abide by all applicable University policies, rules, and procedures, including but not limited to the Policy on Use of Campus Space by External Third-Parties, Political Activity Policy, Protest and Demonstration Policy, Nondiscrimination and Anti-Harassment Policy, Title IX Policy, and Sexual Misconduct Policy. Events and Activities that have the potential for disruption are subject to the Event Disruption Protocol.

In the event of a conflict between this policy and the University Facility and Space Use Policy, the University Facility and Space Use Policy shall prevail. 

• Student Activities Office Handbook
• Use of Space by External Third Parties Procedures
• Purchase of Special Event or General Liability Insurance

• 25live Space Request Form
• Event Operations Request Form
• SAO Event Registration Request Form
• SAO Equipment Rentals Form

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