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In the Works | FAQ | Classroom Use Policies for Events | Classroom Guidelines (PDF) | Classroom Technologies

Emory College Room Use Policies for Events

• Introduction, What is an Event?, Registrar Classrooms, Room Features
• Lobbies
• Rules and Restrictions, Room Care
• Quick Guide to Reserving a Room
• Important Numbers

Introduction

Emory University takes pride in providing some of the most vibrant learning spaces available.  We strive to create vibrant atmosphere that fosters learning, discussion, debate and innovation.  New construction is ongoing, and new learning spaces are being created and updated constantly.  With the ascendance of audio/visual technology as a medium for learning, these updates are coming faster, and the challenges of remaining at the cutting edge of pedagogy continue to multiply.

Over the years, Emory College has tried a number of different models for managing classrooms and other meeting spaces.  The result has been that reservation management has gone through multiple sources and was confusing for the user and the managers.  Recently, we have taken steps to simplify the process.  This manual will define the spaces in question, the individuals or groups responsible for their scheduling and management, and the rules that users are expected to follow as patrons of these spaces.

What is an Event?

An event is any scheduled activity in a space that is not a registrar class.

Registrar Classrooms

Registrar Classrooms are owned by Emory College.  Scheduling from 8AM until 6PM Monday though Friday is handled by the Office of the Registrar.  Registrar classes are given priority. Special events may be scheduled in the day during times when class in not in session in the space requested.  For all other times, Meeting Services has access to select rooms across the campus for approved evening and weekend classes and events.  Some buildings, like Atwood/Emerson Hall, remain locked after hours and are not available for evening and weekend use.

Features

All classrooms rooms are equipped with seating and either a white board or a chalkboard.  Other features a room may have are:

• Specialized Lighting
• Windows
• Slide projector
• Screen
• Overhead Projector

Some rooms are also equipped with the following features, but you must contact Classroom technologies at (404)727-6853 at least one week ahead of time.  The user in responsible for acquiring and operating this equipment:

• Audio/Visual Equipment
• Computer
• Personal Response System

Important Note 

Audio-visual equipment is not available after hours in many rooms.  We have a limited staff to deal with the systems and, as a rule, we will only allow use of AV systems after hours in White Hall.  You must contact Classroom Technologies at least one week in advance to set up use of any AV equipment.

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Lobbies

Lobbies are not used for classes.  They can, however, be used for certain special events. The most popular space is the Math and Science Center Lobby, but there are also areas in White Hall that are available for reservation.  The College Office reserves the Math and Science Lobby.  Meeting Services reserves White Hall Lobbies.  Requests for these spaces are granted based upon availability and appropriateness.  Factors such as the amount of disruption to the rest of building must be considered.

For the use of the Mathematics and Science Center Lobby, you must set up an appointment to meet with Dwight Raby in person and describe your event and what you plan to do in executing it.  Appointments can be made over e-mail at draby@emory.edu.

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Rules and Restrictions

1. You must apply for a username and password.  Once you apply, allow 48 hours to receive this information.  You cannot reserve a room without a username and password.
   
   
2. Registrar rooms cannot be reserved during an academic semester until the after the official add/drop date.  Request can be made before that date, but they will not be confirmed until after add/drop.
   
   
3. You must have an FAS account number to reserve a room. This number will be placed on file and used only if charges are accrued for excessive clean-up or damage to the space.
   
   
4. All event reservations are subject to location change.
   
   
5. When your request is processed, you will receive an e-mail with a confirmation attached.  Your space is not reserved until you have this in hand.  Neither the College, the Registrar, or Meeting Services will mediate a conflict over scheduling.  The person that shows up with a confirmation has the room.
   
   
6. The College reserves the right to deny reservations due to inappropriate use, lack of staffing, or late notification.

Room Care

1. Rooms and their contents must be used for their intended purpose.  Misuse of space will result in the group being charged for any repairs or cleanup necessary and the loss of future space reservation privileges.
   
   
2. The consumption of food and/or drink is at the discretion of individual instructors.  Food cannot be served in a classroom as part of an event.  If food is served in conjunction with an event, an appropriate lobby or other meeting space must be retained.
   
   
3. Special room and building unlocking hours must be approved through Meeting Services.
   
   
4. Alcoholic beverages are not allowed in classrooms.
   
   
5. Smoking is not allowed in classrooms.
   
   
6. If you rearrange classroom furniture, you must return it to the arrangement shown on the picture on the room information sheet.
   
   
7. Do not remove chairs or tables from rooms.  If you need to customize the room in any way, you must first contact the College Facilities Office at 712-6523 and receive written permission.
   
   
8. Do not exceed the posted room capacity.
   
   
9. Performances that require the use of a stage, platforms, specialized lighting and/or scenery are not allowed in classrooms.
   
   
10. It is the responsibility of the user to coordinate logistics for scheduled events.  See the attached list of important numbers for contact information.
    
    
11. Many spaces are equipped with furniture appropriate for certain accommodations.  The cost and responsibility of providing extra accommodations will be born by the user groups.
    
    
12. No pets or animals are allowed except for service animals.
    
    
13. Do not tape or tack anything to walls.  Whiteboards and chalkboards are equipped with tack strips that can be used for displaying paper materials.  Any damages to paint and/or walls will result in the offending group being charged for.  Tape on glass surfaces is acceptable but must be removed at the conclusion of each event.
    
    
14. Solicitation and/or sales are not allowed in rooms without prior approval.
    
    
15. Turn out the lights when you leave the room.

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Quick Guide to Reserving a Room

A. If your event will take place Monday-Friday between 8:00 AM until 6:00 PM:

1. Identify the sponsoring group’s FAS account number.
   
   
2. Go to the New User Registration form and request a user ID and password if you have not already done so.
   
   
3. Go to the Emory College Event Scheduler.
   
   
4. Fill out form and await confirmation.
   
   
5. Once you receive confirmation, contact Classroom Technologies for any audio-visual needs or staging for extra furniture needs.

B.  If your event will take place after hours or on a weekend:

1. Identify the sponsoring group’s FAS account number
   
   
2. Go to the Emory University Meeting Services Scheduler. Request to reserve your space (your registrar login and password will be the same for the Registrar and Meeting Service systems).
   
   
3. Fill out form and await confirmation.
   
   
4. Once you receive confirmation, contact Classroom Technologies for any audio-visual needs or staging for extra furniture needs.

C.  If you want to use the Math and Science Center Lobby and/or Commons e-mail Dwight Raby at draby@emory.edu

D. Cancellations

1. Log into R25 Request Form page.
   
   
2. Enter in the event Name as – CANCEL REFERENCE 200X-XXXXXX (This reference number appears on your request and confirmation).
   
   
3. Enter in an Event Title as – the original Event Name
   
   
4. Enter the sponsoring organization, start, end, and space name.
   
   
5. An email confirmation will be sent to you confirming the receipt of the cancellation request.

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Important Numbers, E-mails, and Web Addresses

• Office of the Registrar – 404/727-2810
  Email: eventscheduler@listserv.emory.edu
  
  
• Meeting Services – 404/727-5354
  Email: meetingservices@emory.edu
  
  
• Classroom Technologies – 404/727-6853
  Email: classtech@emory.edu
  
  
• Math and Science Center Lobby Reservations – 404/712-8427
  Email: draby@emory.edu
  
  
• College Office Facilities Group – 404/712-9523
  
  
• FMD Customer Service – 404/727-7463
  Email: csc@fmd.emory.edu
  
  
• Emory Police non-Emergency Number – 404/727-8005 or 311
  Email: epd@emory.edu
  
  
• Emory Police Emergency Number – 404/727-6111 or 911

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