Flaten Art Barn
Policies and Procedures
INTRODUCTION
The information herein is provided to help make your event an enjoyable experience. If you
have any questions or concerns regarding this information please contact the Director of
Student Activities and Buntrock Commons at 507-786-3999.
The infrastructure of this facility is from the original building, built in 1932 and located on the
east side of campus prior to it being carefully disassembled, stored, and re-built on the current
location. The Flaten Art Barn was re-dedicated on Founders Day, November 2013. For more
information on its history: http://wp.stolaf.edu/flatenartbarn/
The Art Barn is primarily a classroom Monday through Friday 8am-3pm and classroom
scheduling will have priority during that time.
The space is likened to a one-room schoolhouse. It has flexible seating, a kitchenette, and
lounge space. Guests are provided basic amenities to serve themselves during their stay. Due
to its location and design, services are limited. Please read the accompanying guidelines
carefully to understand what is and is not available for groups using this facility.
TABLE OF CONTENTS

Reservations.................................................................................... 2

Policies………………………..............................................................3

Rules and Regulations ...................................................................4-5

Furniture and Equipment...................................................................6

Suggested List of Things to Bring......................................................6

Dining and Catering Options ..........................................................7-8

Emergencies………….. .....................................................................8

Directions to Northfield Memorial.. ................................................... 8
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 1
RESERVATIONS
Guidelines:
Reservation requests are required a minimum of 3 business days in advance of date. Requests
made less than two weeks in advance of date cannot be guaranteed due to facility and staff
scheduling.
The facility is closed on all legal holidays and other College holidays.
Reservations:
Please use the R25 system to request a reservation for AB1 and have the following information
ready when making your reservation:
 Individual Reservation: Date(s) of reservation, time of arrival and departure, number of
guests total, number of guests under age 18, contact information, special
accommodations, and external catering (if applicable). This information should be written
in the “Notes to Scheduler” comment box in R25.
Overnights:
Requests for the entire facility overnight must include a list of invited guests of the event. A
guaranteed count & list of overnight guests is due 48 hours before event.
An agenda will be required prior to the event detailing what activities the group will be
participating in during their stay.
The total amount of overnight guests may not exceed 25. All overnight guests must sign a
release form.
For meetings, the meeting coordinator will sign a release form for their group.
The group leader must be a St Olaf employee or student. This person assumes responsibility
for all activity and entry to the building.
Guests must depart at the time stated.
Report any damages via the Form.
Fees may be assessed for cleaning, moving equipment and furniture, damages, and missing
items.
Events with youth under age 18:
St. Olaf is committed to promoting the safety and well-being of students, youth and others who
are entrusted to our care. The college has adopted the St. Olaf Guidelines for the Protection of
Minors to describe requirements placed on administrators, faculty, staff, students, volunteers
and all others working with minors – to promote their protection, to fulfill our obligation as
mandated by law, and to provide the best possible experience for any minor visiting campus or
in college-related programs. This policy requires any program involving minors to meet the
following criteria:
https://stolaf.wufoo.com/forms/request-to-host-minors-on-campus/
Youth under 18 (who are not current St. Olaf students) are not permitted to stay overnight.
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 2
POLICIES
Liability Form: All off-campus guests are required to sign the college’s hold-harmless
statement during check out of the keycard.
Cleaning: An hourly fee will be assessed to guests who do not pick up/clean up after
themselves.
Damages: Charges for damages will be assessed. The individual or group will be invoiced for
damages incurred.
Phone Service:
There is one courtesy phone in the facility. This phone number is 507-786-3256.
When dialing on-campus numbers with the prefix “786” you need only to dial the last four digits
from the courtesy phone. You must dial “9” to dial an off-campus number with the prefixes
645,646, or 301 from the courtesy phone. You must dial "9" and then begin with "1" for toll free
numbers from the courtesy phone.
Courtesy Phone: 3256
Regular Phone: (507) 786-3256
Toll Free: 1-9-xxx-xxx-xxxx
Internet Connection & Wireless Access:
Guests provide their own way to connect to the network. Any guest using the campus
computing network in the facility (including Internet access) agree to be held liable for all
interactions as outlined http://wp.stolaf.edu/it/policies/
Connecting to the university's network automatically means you accept the terms of this policy.
Wireless: Access is available within the building and is available to guests who are set up for
wireless capability. No password is needed.
Recycling:
Please dispose of recyclables in the appropriately labeled bins.
Pets:
Pets are not allowed in the facility or on the premises. See campus animal policy.
Fire Code Capacity:
Fire code capacity is 71 guests.
Key Entry:
The individual identified as event host will check out a key-card in Buntrock Commons to access
the facility.
It is the individual’s responsibility to ensure that individuals in the facility are part of the event.
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 3
RULES AND REGULATIONS
Guest Conduct
Guests who violate college and/or established building policies are subject to disciplinary action
by the College. Local, state and federal laws will be enforced.
Building Security
The group coordinator will be responsible for access to the building via the front entrance.
There should not be any individuals allowed into the building that were not listed on the final
reservation confirmation.
Thermostats
There is one thermostat in the building. Staff will coordinate with guests to ensure that everyone
is at a comfortable temperature level. Any damages or tampering with the thermostats will result
in a minimum $100 fine.
Alcohol Policy
The Flaten Art Barn is located on the St. Olaf College campus and as such, we do not permit
the possession or consumption of alcohol in the building or on the grounds.
Smoking/Use of Tobacco
Smoking is prohibited in all campus buildings. Individuals who are 18 years of age and older
may smoke and/or use tobacco products 25 feet away from any designated building. Damage
and/or cleaning charges will be assessed to groups/individuals for the problems associated with
this issue (i.e. chew residue, picking up cigarette butts, etc.).
Drugs
Illegal drug use is a violation of Minnesota State Laws. Therefore, the use, possession,
distribution or sale of drugs in violation of federal or state laws is prohibited. Anyone involved in
any drug-related action, whether it occurs within the Flaten Art Barn or anywhere on college
property, will be subject to disciplinary action by the university and/or civil authorities.
Smoke Detectors
In compliance with Minnesota statutes, the facility is furnished with a photoelectric smoke
detector. These smoke detectors are designed to protect your life. According to Minnesota
statutes, there is a fine for tampering with these smoke detectors.
Fire Systems
Tampering with fire systems, fire-fighting equipment and/or emergency call systems is
prohibited and punishable by law.
Noise
The Flaten Art Barn is a communal facility shared by gusts. Excessive noise levels will be
addressed. Amplification devices are prohibited outside. The maximum level of indoor noise is
80 decibels.
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 4
PROHIBITED ITEMS
Fireworks, candles, incense, etc., or other items with open flames, and any type of gun or knife
weapons are not allowed in the building.
Windows/Screens & Doors
Removal of or tampering with windows is prohibited and is subject to repair and/or replacement
charges.
Guests are to leave windows and doors closed to keep cooling and heating costs at a minimum,
and to prevent pest infestation. During the winter months, the kitchen door is an emergency exit
only.
Antennas
No external antennae of any form may be attached to or extend from any building window due
to possible danger from electrical storms, as well as defacement of, or damage to the building.
Walls
The use of any type of tape, thumbtacks, and/or nails on the walls is prohibited.
Halogen Lights
Because of the significant danger of fire, all forms of halogen lighting are prohibited within the
building.
Sports
Sports (i.e., ball throwing, running, jump roping, etc.) are not allowed in the building. Group
activities that require an open space can go outside away from windows, or may choose other
options such as the Tostrud Center.
Energy Conservation
In order for us to continue to offer our current rates, please consider the following efforts to help
keep energy costs at a minimum: turning off faucet, and lights upon leaving the space; keeping
windows and doors closed.
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 5
FURNITURE
All furniture must remain in the building. Furniture may be rearranged, however, an hourly fee
will be charged if staff must move furniture back to its original state. Please note the room
diagram posted inside the facility.
Inventory: (planned, Febrary 2014)






18 chairs with wheels
9 tables with wheels
1 parson table
8 parson chairs
1 coffee table
2 Whiteboards (and supplies)
The loft has 4 semi-cushioned chairs for relaxation. The main floor has tables and chairs for
classroom teaching and meetings.
There is currently no technology installed in the facility.
St. Olaf wifi is available.
Audiovisual (AV) Services:
Some AV equipment is available on-campus. Please inquire about availability when making
your reservation. AV requests from IT must be made a minimum of two weeks in advance of
event date.
REST ROOM
There is one unisex public rest room in the facility. No shower.
SUGGESTED LIST OF THINGS TO BRING
Items not provided that may make your stay more comfortable:
 Napkins
 Book/Magazine
 Cell Phone
 MP3 Player
 Snacks
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 6
DINING AND CATERING OPTIONS
Kitchen: Kitchen privileges are included.
Appliances: one oven, one sink, microwave, 12-cup coffee maker, four-slice toaster, one
refrigerator/freezer with an ice maker, and hand mixer.
Dinnerware: plates, bowls, cups, coffee cups, glasses (for 20)
Silverware: forks, spoons, butter knives (for 20)
Cookware: saucepans, skillets, stock pot, baking sheets, baking pan, cutting board.
Miscellaneous items: mixing bowls, serving spoons, measuring cups and spoons, can opener,
hot pad, etc.
If you have questions about available materials please inquire when making your reservation.
Any equipment used must be cleaned and returned to its proper storage. Dishwashing soap,
detergent and disinfectant spray are provided for clean-up, along with washcloths, hand towels
and paper towels. Guests provide their own food and should not leave any food behind.
Catering services can be provided by the campus foodservice company, Bon Appetit by calling
the Catering department at 507-786-3050. http://stolaf.cafebonappetit.com/
Kitchen Guidelines:
 Recycle
 Please bring your own napkins and paper products, they are not provided.
 Please do not leave perishable food in the refrigerator. Plastic wrap, aluminum foil, and
re-closable bags are not provided for storing leftovers.
 Please do not leave the kitchen exit door open.
 You do not have to clean the floor unless you have an accident.
 Report any broken equipment and appliance malfunctions immediately.
Kitchen Appliances:
Appliances damaged due to misuse, rough handling and accidents will be assessed to the guest
for replacement. Instructions on how to use the appliances in the kitchen are provided. It is each
guest’s responsibility to read these instructions before assuming to know how to operate an
appliance.
Cooking: Guest knowledge of food-borne-illnesses is essential to a community kitchen. A
complete list of information regarding food-borne-illnesses and their preventions are in the
kitchen area. Guests using the kitchen are responsible for reading this information before
handling any food.
Food Storage: Very limited cupboard space available in the kitchen for guests to store their
non-perishable food items. Storage materials are not provided for leftovers; do not save food in
the refrigerator in the containers it was prepared in.
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 7
Catering:
Bon Appetit Catering Services are available to accommodate any event. Any catered functions
are encouraged to order through Bon Appetit. External chefs and caterers that are paid for
providing catering services must be noted in the reservation materials, under “Comments to the
Scheduler”. If you require catering, please inquire when placing a reservation, or you may call
Bon Appetit directly at 507-786-3050.
Catering orders must be placed a minimum of two weeks in advance of the reservation date. A
complete catering menu with prices can be found at http://stolaf.cafebonappetit.com/
EMERGENCIES
Emergency contact information is also posted at the courtesy phone. You are on Windy Lane,
Northfield MN 55057
Illness/Injury
There is a basic First Aid kit underneath the kitchen sink. All injuries or illnesses should be
reported to the group supervisor.
Medical Emergencies
In case of an emergency dial 9-911. The closest hospital is Northfield Memorial Hospital, 2000
North Avenue, Northfield, MN; 507-646-1000.
Fire:
In case of a fire, pull the fire alarm, leave the building in the safest and most direct route and
then dial 911. Remain outside of the building until directed by the proper authorities.
Tornado/Severe Weather:
When a severe weather watch or warning is issued guests will hear a siren. When a tornado
warning is issued all guests must immediately seek shelter in the restroom and/or stay away
from the areas with windows. Kneeling on the floor with your head in your lap and arms covering
your head will protect you from most debris.
NORTHFIELD MEMORIAL HOSPITAL DIRECTIONS
Northfield Hospital - 2000 North Ave, Northfield, MN 55057
1. Head east on Windy Ln toward Campus Dr go 315 ft.
2. Turn right onto Campus Dr go 0.2 mi.
3. Turn right onto St Olaf Dr About go 0.1.
4. At the traffic circle, take the 1st exit and stay on St Olaf Dr go 0.3 mi.
5. Turn right onto MN-19 W/Dennison Blvd/Lonsdale Blvd E Continue to follow MN-19
W/Lonsdale Blvd E 0.9 mi.
6. Take the 1st right onto Eaves Ave go 0.6 mi.
7. Turn right onto 330th St W Destination will be on the left go 0.5 mi
Flaten Art Barn Policy
Last Revised: 2/7/2016
Page 8