Conference Room Protocol
SUB 1 has the following conference rooms available for use by UL staff and UL-sponsored student groups:
|SUB I Addition:||Room 3008||Classroom style||25 chairs, 2 tables|
|Room 3011||Classroom style||18 chairs, 2 tables|
|Room 4012||Meeting Room||8 chairs, 2 tables|
|Room 4210||Meeting Room||20 chairs, 4 tables/2 half-moon tables|
|SUB I Existing:||Room 2013||Classroom style||16 chairs, 1 table|
|Room 3308||Meeting Room||6 chairs, 1 table|
|Room 3309||Meeting Room||12 chairs, 4 tables|
|Room 3311||Classroom style||50 chairs, 2 tables|
|Room 3316||Meeting Room||8 chairs, 1 table|
|Room 3317||Meeting Room||12 chairs, 4 tables|
|Room 3334||Meeting Room||35 chairs, 6 tables|
ALL RESERVATION REQUESTS MUST BE MADE VIA THE USE OF THE “ROOM RESERVATION FORM”, FOUND ON THE UL WEBSITE.
REQUESTS: In order to streamline the process, each department will be asked to designate ONE individual to be the “room reservation contact”, with another individual serving as backup to that designee.
Upon receipt of your request, a room which meets your needs will be assigned and confirmation of your reservation will be sent via email within 24 hours. Requests for specific rooms will be considered, but not guaranteed.
ROOM SET UP: Furniture may be re-arranged within the room, but no additional furniture may be brought into the room, and no furniture may be removed from the room. All furniture must be returned to its original configuration upon the conclusion of each meeting.
ACCESSABILITY: During normal 9-5 business hours, please see Judy Doyle or Carrie Klein, should the room be locked. Staff members who have reserved conference rooms for use outside of normal business hours must take responsibility for securing access to the room. The Information Desk in Patriots' Lounge can assist you in contacting the Building Supervisor to gain room access. If your meeting ends after normal business hours, please be sure to lock the conference room when you leave.
TECHNOLOGY: Please note your technology needs on the “room reservation form”
Some of the conference rooms are equipped with overhead LCD projectors. For rooms not equipped, University Life has two laptop/LCD projectors which are available for use and can be signed out on a first come/first served basis. Contact Judy Doyle (Jdoyle7@gmu.edu) to reserve a UL laptop/LCD projector. Equipment can be picked up in Room 4211 one hour prior to your scheduled meeting time, and must be returned to Room 4211 no later than one hour after the conclusion of your meeting. For meetings taking place after normal business hours or on the weekend, individual arrangements must be made directly with Judy Doyle or Carrie Klein.
Equipment bags contain laptop, LCD projector and the cords necessary to connect the equipment. Please let Carrie Klein or Judy Doyle know if any equipment is missing or broken. Set-up is the responsibility of the department borrowing the equipment. UL laptops/LCD projectors are available ONLY to University Life Departments.
PRIORITY: The rooms are available on a first come/first served basis.
Priority will be given to University Life Departments.
Non-UL offices may request rooms no earlier than two weeks (14 days) prior to the event date. Non- UL offices include other university offices.
Student organizations whose advisors are UL staff members may reserve rooms and are given priority over Non-UL offices
MORE TO COME: In the coming months there will be a new on-line reservation system put into place. More information, as well has training on the system will be forthcoming.