Policies

 

General Guidelines

The Whitney Humanities Center is an interdisciplinary institution that fosters intellectual, cultural, and social exchange among faculty, graduate students, postdoctoral fellows, staff, and other interested members of the Yale community. It makes available three attractive spaces for conferences, lectures, workshops, and other events:

In keeping with the mission of the Center, reservations for events and seminars with a humanities focus have first priority.

Room requests should be made well in advance. Please fill out the Room Reservation Form.

There is no charge for events held at the Center, and all Whitney cosponsored events are free and open to the public.

We ask that event sponsors acknowledge the use of the Center by listing it appropriately on any program, poster, or announcement (e.g., Room xx, Whitney Humanities Center, 53 Wall Street).

Each room capacity must be observed when planning events, and someone in authority must be on hand to turn people away in the event that the attendance exceeds the capacity of the room.

  • Auditorium (seats 240 people)
  • Room 108 (seats 40 people, accommodates 70 for receptions)
  • Room 208 (Seats up to 70 for lectures, with podium and projection (default 50 seats). Accommodates 60 for receptions)
  • Rotunda (Accommodates 30 for receptions)The WHC permits professional catering and self-service food connected with designated events.

Each event must have a Coordinator who will supervise the proceedings, including cleanup.

Students wanting to reserve rooms must be affiliated with an official Yale organization or have a faculty sponsor.

No admission fees may be charged or cash donations accepted at the Whitney Humanities Center. Nor may books, CDs, or other merchandise be sold at the Whitney.

If property damage occurs or if the facilities are left in an unsatisfactory state, the organization holding the event will be held financially responsible.

Smoking is not allowed anywhere in the Center.

No posting of any signs allowed on the interior or exterior of the building except on bulletin boards located inside on each floor of the building.
 

 

Important Contact Numbers and Procedures

Room requests should be made well in advance. Please fill out the Room Reservation Form.

For Audio/Visual requests: Please confer with and place your request through the AV department /Media Services, phone 203-432-2650. If you do not order service, there will be no one to assist you on the day of your event, even if you are not requesting any special equipment. If your AV needs are to be met by an outside vendor, please provide the name of the outside vendor(s) on the Room Reservation Form below.

Keys: Please arrange to pick up keys and instructions two days in advance in Room 101 of the Whitney Humanities Center.

Doors open: Please let us know if you need the doors open after hours (after 5 pm) so that we can make special arrangements with Security.

Furniture arrangements and cleanup: Custodial services are required for most events that change the default setup for a room and all events that involve catering or take place over the weekend. Please discuss with Letitia Charles what your room setup needs are before submitting a request. Here is a template for submitting an online custodial request. This template includes a link to the online request form.

Projectionist: Please confer with Anthony Sudol, phone 203-410-7435. Then fill out the Projectionist Request Form. This form must be completed at least three weeks in advance of the screening date. Projectionist availability cannot be guaranteed with less than three weeks’ notice.

Request for Police or Security Services: This form (http://publicsafety.yale.edu/request-police-or-security-services) should be used when requesting Police or Security Officers for special coverage. The Police and Security Departments will work together with you to determine the type of coverage and the number of people needed to adequately cover your event, where they should be positioned, and what their function will be while working with you.

 

Contact Information for Emergency

Emergency: On and off campus, dial 911.

AED defibrillator: In case of a cardiac emergency, an AED defibrillator is located inside the Church Street entrance to the building, next to the fire alarm pull. 

Alarms: If an alarm outside a bathroom goes off, pull the reset on the wall inside the disability bathroom. If the fire alarm goes off, please evacuate the building.

 

Security Awareness Guidelines

Please be aware that the emergency number on and off campus is 911. Calling this number will put the caller through to a triage operator who determines the nature of the emergency: medical, safety, or fire. To access Yale Police, directly dial 203-432-4400.

Security in the Center depends on people in the building remaining aware of their surroundings. If there is any suspicious activity, please call Yale Police right away.

The security of groups in the building relies on doors staying secured. It is unacceptable to prop doors. If your group needs to bring materials into the building for a meeting or event, you must have sufficient people to help each other so that doors are not propped open.

Please do not leave personal items unsecured at the Whitney.

Before finishing up a meeting or event, please be certain to check the area for unsecured items and check that all doors are closed and locked.

In an effort to preserve safety and security for all groups that access the meeting, production, and study spaces in the Center we ask for your cooperation in following these guidelines:

Auditorium

After-hour emergency-related calls regarding the Auditorium blinds or anything related to the WHC building should be directed to the Customer Service Center, 203-432-6888.

Escort Service

Dial 203-432-9255 (or 2-WALK).

University Security operates a service on campus for any member of the university community who requires an escort. A walking escort will be provided to or from any location within a reasonable distance on the campus, 24 hours a day, 7 days a week. A uniformed Yale Security officer will be dispatched to your location and escort you to your final on-campus destination. It is advisable to request the escort approximately 15 minutes prior to the intended departure time.

Yale Minibus Service

Dial 203-432-6330 (or 2-6330 from any campus phone).

Buses run from 6:30 pm to 7:30 am, 7 nights a week. This service runs on a scheduled route around the campus and also takes dispatched calls for off-route pickups. From 1 am to 7:30 am, service is available on a call-in basis only.

 

Whitney Door Hours

Outside Entrance Doors

Seven days a week: 8 am–11 pm open to those with Yale ID cards.
Open to those without Yale ID before WHC public events and by advance arrangement with the event organizer.
 
Building residents have 24/7 access with their ID cards.
 
Please let us know if you need the outside doors open for your event. 

Doors to Main Hallway to Room 108

Please let us know if you need the main hallway doors open after hours so that we can make these arrangements with Security. 

 

Guidelines for Use of Rooms

Rooms 108

Room 108 is primarily used for the Center's own functions. When not in use, it may be reserved for faculty and staff meetings and for dinners and receptions in conjunction with conferences.

Rules:

  • Please remove all food and paper items from Room 108.
  • Leftover food may be temporarily stored in the refrigerator in the adjoining kitchen (you must provide your own wrap and containers). Please make arrangements to remove these items within 24 hours.
  • All items used from the kitchen must be washed and put away.
  • All furniture must be restored to its original configuration.
  • All windows must be closed.
  • Four doors must be locked: Room 108, the small door between the kitchen and Room 108, the kitchen door, and the hallway door.

Room 208

Room 208 may be reserved for conferences, seminars, workshops, lectures, and receptions.

Rules:

  • Someone must be on hand to turn people away in the event that the attendance exceeds the capacity of 70 for lectures, with podium and projection (default 50 seats). Accommodates 60 for receptions.
  • All refuse must be disposed of after your event.
  • All furniture must be restored to its original configuration.
  • All windows must be closed.
  • The door to Room 208 must be locked before leaving.
  • If you use the kitchen in the rotunda area everything must be washed and put away. Please lock the kitchen door before you leave.
  • If you have received a key for your event please leave it in the WHC's mailbox or drop it off the next day with Letitia Charles (Room 101).

Auditorium

The Auditorium may be reserved for conferences, lectures, and film screenings. The organizer of any event in the Auditorium is responsible for ensuring that members of the audience respect the following rules:

  • No sitting on radiators.
  • No sitting or standing in the aisles.
  • No food or drink.
  • No moving of chairs or tables from anywhere in the Center into the Auditorium.
  • Someone must be on hand to turn people away in the event that the attendance exceeds the Auditorium capacity of 240 people.
  • The exit door on Wall Street must be closed before leaving.
  • Neither the podium nor the piano may be moved from the stage.
  • It is the policy of the Whitney Humanities Center not to use the Auditorium for plays, musicals, or film productions.
  • Students wanting to reserve the Auditorium must be affiliated with an official Yale organization or have a faculty sponsor who will attend the event.
 

Request for Film Screening in Auditorium

The organizer needs to obtain public performance rights from the film's authorized distributor for screenings not associated with a Yale class. In other words, whether students have their own DVDs, or borrow them from the Film Study Center or from Blockbuster, the copyright laws prohibit screenings that are open to the public.

35mm and 16mm: If you have already completed a WHC Room Request Form, please confer with Anthony Sudol, phone 203-410-7435 and complete a Projectionist Request Form. This form must be completed at least three weeks in advance of the screening date. Projectionist availability cannot be guaranteed with less than three weeks’ notice.

It is the policy of the Whitney Humanities Center not to use the Auditorium for plays, musicals, or film productions.

 

Piano Policy

Musical events to be held in the Auditorium or Room 208 must be cosponsored by the Whitney Humanities Center. Please email your written request to Letitia.Charles@yale.edu.

Rehearsal time is strictly limited to two hours preceding the event. Please make the necessary arrangements with Letitia.Charles@yale.edu.

By cosponsoring this event the Whitney assumes the responsibility of tuning the piano.

 

Alcohol Policy

It is the policy for the Whitney Humanities Center that no alcohol may be served when the attendees might include people under the age of 21.

On occasion a bartender may be hired through Yale Catering, so that someone will be responsible for checking IDs. These arrangements need to be made at least two weeks in advance of an event.

 

Fire Code Policy

The Yale University Fire Marshal sets strict maximum room capacities. Under no circumstances may event organizers allow the audience to exceed the maximum room capacity. Events that do not comply may be shut down. Organizers that do not control crowds and enforce room maximums will not be allowed to schedule future events at the Whitney.