Event Management and Facility Use Guidelines

Size: px

Start display at page:

Download "Event Management and Facility Use Guidelines"

Peregrine Hunt
5 years ago
Views:

1 Event Management and Facility Use Guidelines Regenstrief Institute has 35 meeting rooms available for meetings, conferences, and events. See Appendix A for room locations, capacities, and capabilities. To support stewardship of Regenstrief space and resources, this document provides guidance that must be followed in order to use Regenstrief space. Business Environment: Please note that Regenstrief Institute is the home to over 200 faculty and staff. Meetings and events can be disruptive to normal workflow. Event creators/owners and event-assigned support staff must insure that meeting participants are aware of their surroundings and to not be disruptive to the daily work environment of the Regenstrief faculty and staff. Should a meeting or event become disruptive to the Regenstrief business environment, the event creator/owner and event-assigned support staff will be immediately notified and will be responsible for taking immediate corrective action. Disruption that cannot be quickly resolved may result in immediate termination of the event. Meeting room scheduling: To insure business continuity at Regenstrief, Regenstrief faculty and staff are able to schedule available meeting rooms throughout the Institute directly through Outlook and spontaneously using installed touchscreens. All meeting/event guidelines contained in this document apply to all meeting and event creators/owners and event-assigned support staff working at the Institute or in its Centers. Regenstrief personnel are expected to use this privilege wisely by: - Choosing space that is appropriately-sized for the number of meeting participants physically present. - Routinely reviewing recurring meeting reservations and canceling meeting series that fall out of use. - Redirecting requests to the required online event request process as appropriate. See Appendix A.1 for detailed instruction on how to reserve a Regenstrief Institute meeting room in Outlook and instructions on how to use the Room Wizard touchscreens located at each meeting room door. Required online event requests: Prior approval is require for anyone seeking to reserve Regenstrief Institute space for 1) large functions of 40 or more individuals where a majority of the participants are not Regenstrief Faculty or Staff, 2) all meetings occurring outside of the established business hours of the Regenstrief Institute which are M-F, 8-5, or 3) all functions originating by external organizations. The approval process is an online form to be completed by the creator/owner of the event Do not submit an Outlook calendar request until you have received approval.

2 Event advertisement/communications: All externally-facing event communications and advertisements must be reviewed and approved by Regenstrief Institute Communications prior to public release. Only approved signage will be allowed on site. Please contact: (insert contact here) Event support: The creator/owner of the meeting, conference or event is responsible for providing personnel for event organization and execution. Facility Usage Room Management Responsibilities: Room set up, clean up and A/V set up/shutdown are the responsibility of the meeting creator/owner and event-assigned support staff. To avoid charges, clean up/dispose of all food and drink. Wipe down tables and shutdown the A/V system after use. All rooms must be returned to the standard table/chair configuration after each meeting. See the standard room configurations posted in every meeting room. Do not write on walls or glass. With the exception of specifically-designated writeable walls on the second and third floor. Note that very few walls have this designation; look for this image before you write. Do not use tape to mount paper, posters, signs or visual aids to walls. Only Post-It-style (self-adhesive) flip-chart paper is permitted for temporary use on wall surfaces. Audio/Visual (A/V): Creators/owners of all events are responsible for all of the A/V needs of their meeting. Refer to Appendix A for a list of A/V capabilities by room. Upon request Regenstrief provides training for both Regenstrief and non-regenstrief personnel on Institute A/V equipment and systems prior to the scheduled event. Laptop computers are required to use the Regenstrief s A/V equipment. All external meeting presenters should bring their own laptop to connect to our A/V equipment. Network security policies prevent Regenstrief Institute from providing or loaning laptops to non-regenstrief personnel for meeting presentation purposes as well as use of the in-room computing equipment. Conference phones: Meeting rooms are equipped with conference phones and use manuals. A list of the conference room telephone numbers and a breakdown of types of phones available by room can be found in Appendix B

3 Internet connection: Visitors to Regenstrief Institute are welcome to use the Indiana University provided AT&T wireless service for their internet connectivity during their visit. This guest wireless service is provided free of charge. Instructions for connecting to this service can be found on the IU Knowledge base under: How can IU visitors connect to AT&T wireless free of charge? ( Parking: Short-term (two hours or less): Regenstrief Institute has limited visitor parking space available adjacent to the South facing side of the building. These parking spaces are intended for short term use by visitors without an IUPUI campus parking permit. Visitors utilizing one of Regenstrief s visitor spaces must sign the visitor parking log at the first-floor reception desk and include vehicle information. Long-term (longer than two hours): Visitors attending on-site activities lasting longer than two (2) hours must park in either Wilson Street Garage, Lockefield Garage or Riley Outpatient Garage. These are pay-to-park garages. Payment for the garage parking fee is the responsibility of the visitor or the event organizer. Regenstrief Institute is not responsible for reimbursement of the cost of tickets, fines or fees incurred by improper or illegal parking. Emergency Evacuation/Severe Weather: In the event of an emergency such as a fire or tornado, all visitors are required to follow instructions from staff to seek appropriate protection. Building evacuation routes and severe weather shelters are located by each elevator and in the main corridors throughout the building. For fire/safety reasons, all visitors must sign in at the front desk when they arrive at the building. Food/Drink: Food and drink are the responsibility of the event creator/owner and the event-assigned support staff. Coordination of the setup and clean up are included in this responsibility. Regenstrief Institute is not responsible for the management of catering services. Event coordinators are welcome to choose any caterer for events that do not include the service of alcohol. A preferred list of caterers will be provided upon request. However, if alcohol is being served at any event, event coordinators must use Regenstrief s preferred vendor, Sahm s Catering (insert contact Ph#). Sahm s Catering has the required bartender s license to serve the State of Indiana. All alcohol must be purchased through Sahm s Catering. Only beer and wine can be served. Please notify Sahm s Catering well in advance of the event if any attendees are under the age of 21.

4 Damage/Theft/Vandalism: The event creator/owner is responsible for all costs incurred due to negligence theft or vandalism of Regenstrief Institute property that occurs during their scheduled event. Charges: Event creators/owners from external organizations must provide an IU account number or credit card number at the time of submitting the required online request.

5 Appendix A 1st Floor Room # Capacity Location Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area 4th Floor Room # Capacity Location Public Area Public Area Public Area Public Area Secure Area Secure Area Secure Area Secure Area 3rd Floor Room # Capacity Location Public Area Public Area Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area 2nd Floor Room # Capacity Location Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area

6 Appendix A

7 Appendix A

8 Appendix A

9 Appendix A

Appendix A.1 Schedule a meeting When you schedule a new meeting, you can set a topic for the meeting, choose attendees, and specify when and where the meeting will take place.

10 Appendix A.1 Schedule a meeting When you schedule a new meeting, you can set a topic for the meeting, choose attendees, and specify when and where the meeting will take place. Responses to your meeting requests appear in your Inbox. Note: Make sure you are NOT in the room calendar when you go to schedule the meeting. Use either your personal calendar or the person you support. 1. From the main Outlook window, in the New group, do one of the following: o From the Inbox, choose New Items > Meeting. o In Calendar, click New Meeting.

11 Tip: You also can use the keyboard shortcut Ctrl+Shift+Q to create a new meeting request. 2. Add attendees and Location in the To box. o RF meeting rooms must be added to the meeting as an attendee and not as a resource. Note: You also can add or remove attendees when you select the Scheduling Assistant on the ribbon. 3. In the Subject box, tell your recipients what the meeting is about with the topic/meeting title 4. Choose one of the following: o For a specific start and end time, in the Start time and End time lists, click the meeting start and end times. o For an all day event, select the All day event check box and the event shows as a full 24-hour event, lasting from midnight to midnight. Note: If you want to schedule meetings based on an alternate time zone, on the Meeting tab, in the Options group on the ribbon, click Time Zones. 5. In the meeting request message box, you can type any information you want to share with the recipients. o Please include the following information at the end of every meeting request. 1. Number of participants in the meeting 2. Contact person s name 6. To attach a file to a meeting request, on the Insert tab, select Attach File, then choose the file you want to add. 7. Click Scheduling Assistant and the Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

12 Tip: If you re not using an Exchange account, click Scheduling. 8. Choose one of the following: o Click Add Attendees, and then type the recipients' names, addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes. In the Search box, type the name of a potential attendee, click Go, choose a name in the results list, and then click Required, Optional, or Resources. Notes: Vertical lines represent the start and end times of the meeting. You can click and drag the lines to a new start and end time. For Exchange accounts, the free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. 9. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment. 10. Choose one of the following: o If you don't want to make this a recurring meeting, click Send.

To claim an available room for immediate use: 1) Press Use Now on the RoomWizard touch screen.

13 MAKING AN IMPROMPTU RESERVATION You can claim an available room for immediate use from the RoomWizard touch screen. RoomWizard will update the reservation system with the impromptu meeting. To claim an available room for immediate use: 1) Press Use Now on the RoomWizard touch screen. 2) Enter the reservation end time by pressing the + or buttons to adjust the default end time. 3) Press Ok. RoomWizard displays Local Reservation In Use.

Appendix B 1st Floor 3rd Floor Room Phone# Phone Type Room Phone# Phone Type 112 317-274-9001 Polycom CX3000 321 317-274-9013 Polycom CX600 114 317-274-9006 Polycom CX3000 322 317-274-9002 Polycom

317-274-9018 Polycom CX600 332 317-274-9376 Polycom CX3000 146 317-274-9015 Polycom CX600 341 317-274-9365 Polycom CX3000 2nd Floor 350 317-274-9364 Polycom CX3000 Room Phone Phone Type 352

14 Appendix B 1st Floor 3rd Floor Room Phone# Phone Type Room Phone# Phone Type Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX3000 2nd Floor Polycom CX3000 Room Phone Phone Type Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX600 4th Floor Polycom CX600 Room Phone Phone Type Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX Polycom CX600

15 How can IU visitors connect to AT&T wireless free of charge? Indiana University provides AT&T wireless service to visitors free of charge on all campuses. IU students, faculty, and staff should use IU Secure ( AT&T wireless is not available in the IU Bloomington Halls of Residence except for selected common areas; residents should instead use IU Secure. Details for visitors to campus Important: This information is for visitors. Students and others with an IU username and passphrase should instead connect to IU Secure ( see the important information below. To connect, make sure your device's wireless networking (Wi-Fi) is turned on, and select the "attwifi" network (SSID). You may need to start your web browser to finish authenticating to AT&T; for complete directions for several different devices, see AT&T's Wireless support ( If you need assistance, contact the Support Center ( Visitors and guests at the Indiana Memorial Union (IMU) in Bloomington should contact the hotel front desk at Note: In the IUB libraries, to access subscription library resources, ask at the reference desk. These will not be accessible on the AT&T wireless network. Important information for students, faculty, and staff The free AT&T wireless service is intended only for visitors to IU campuses. Members of the IU community should instead use the IU Secure ( wireless service. Unlike the AT&T service, IU Secure provides wireless encryption; if you use AT&T's wireless, UITS cannot ensure the security of your connection, even to other IU services.

16 If AT&T Wireless is the provider for your wireless device, the device might automatically attempt to connect to the "attwifi" SSID, rather than to the "IU Secure" SSID. To avoid this, you should configure your mobile device to connect to IU Secure automatically. Note: UITS does not support devices running Symbian OS (e.g., Nokia smartphones). You may find the instructions published in Nokia Support Discussions useful, but UITS cannot verify their accuracy. This is document azqb in the Knowledge Base. Last modified on :47:36.

17 Definitions: Creator/Owner: the person or entity making final decisions on the content or conduct of the event Event-assigned support staff: the person responsible for coordination and onsite management of the event. Established business hours: 8am-5pm, Monday Friday

FALL 2017 FACULTY-STAFF Reservation Form (Student Life Facilities)

FALL 2017 FACULTY-STAFF Reservation Form (Student Life Facilities) FOR INITIAL PROCESSING, WE REQUIRE AT LEAST 10 BUSINESS DAYS FOR PROCESSING. RESERVATIONS ARE NOT PROCESSED ON WEEKENDS OR WHEN THE CAMPUS