Burton-Conner Room Reservations

Room Reservation Policy
Room Reservation Request Form
Current Reservations
- Porter Room (Dining Hall)
- Other Areas

Room Reservation Policy

Reservability

Unreservable Areas

The following areas are for the express use of the residents of Burton-Conner, and therefore, are not reservable:

Study Carrels (123A)
Art Gallery and surrounding lounge areas

Normally Unreservable Areas

The following areas are primarily for use by the residents of Burton-Conner, and are not normally reservable:

Soloist's Room (024)
Music Room 1 (025)
Music Room 2 (026)
Hobby Shop (055)
Weight Room (057)
Drafting Room (110)
Library (124)
Rathskellar

Under extenuating circumstances, these facilities may be reserved by Burton-Conner groups. The only areas of those listed above that may be reserved (under extenuating circumstances) by non-Burton-Conner groups are the Library and the Rathskellar. To reserve any of these facilities, the approval of the Burton-Conner Executive Committee (ExecComm) shall be required. A resident who is a member of the group must make the request at an ExecComm meeting. To find out when the next ExecComm meeting will be held, contact the Burton-Conner President (bc-president@mit.edu).

Reservable Areas

The following areas of Burton-Conner are normally reservable:

Troost Lounge (112)
Conference Room (121)
Barbecue Pits
Ping Pong Room
Porter Room (Dining Hall)

General Policy

The following policies apply to all reservations:

The Scheduling Coordinator is not empowered to approve or to reject any requests for reservations. The Scheduling Coordinator forwards all requests to ExecComm. ExecComm decides whether or not to approve the request, or to table the request until a later time. Upon the approval of ExecComm, the request is forwarded to the House Manager.
A reservation request should be submitted at least two weeks in advance in order to be considered.
A request must be submitted with the name of a Burton-Conner resident who will be held accountable for any fees or charges deemed appropriate by ExecComm or the House Manager.
All non-House reservations shall be alcohol-free. There shall be no exceptions to this rule. Non-House reservations shall be interpreted to mean all reservations except for those made by House and Floor Officers, Floor Tutors, and Housemasters in the performance of their duties.
Tables and chairs are not to be removed from any area in Burton-Conner.
Burton-Conner "residents only" events with no outside guests will have no additional restrictions, other than those imposed by the Institute and the City of Cambridge.
Groups of 40 people or less may request any reservable room in Burton-Conner.
- A guest list for the event must be provided to the Burton-Conner Front Desk on the day of the event, at least one hour before the scheduled time of the event.
- All guests must enter through the main entrance of Burton-Conner and present positive identification to the Deskworker to gain admittance.
Any event for over 40 people must take place in the Porter Room.
MIT Housing Security shall have the right to restrict access to the dormitory by non-Burton-Conner residents.
ExecComm and the Burton-Conner House Meeting reserve the right to cancel an approved reservation. The Burton-Conner House Manager has the right to reject any reservation.
Failure to comply with this policy will be cause for suspension of reservation consideration for a minumum of two years for the group and the individual(s) making the reservation.

Porter Room Restrictions

The following additional restrictions apply to non-Burton-Conner groups while using the Porter Room (Dining Hall):

Events for 40 or fewer people: No additional restrictions.
Events for more than 40 people:
1. The interior doors of the Porter Room must be closed and locked. For the duration of the event, entry/exit to and from the Porter Room must be done through the outside doors, even for Burton-Conner residents.
2. All guests must enter through the outside door of the Porter Room and present positive identification to the monitor to gain admittance.
3. If access to restrooms is required during the event, the House Manager (bc-manager@mit.edu) must be contacted prior to the event. The outside restrooms are the only restrooms that are permitted to be used.
- Events for 41 to 60 people:
  1. A resident of Burton-Conner must be hired to watch the door of the Porter Room for the duration of the event.
  2. A guest list must be provided to the monitor, which he/she will use to allow entry.
- Events for more than 60 people:
  - Events with an "open" guest list:
    1. The event must be registered through the Residential Life and Student Life Program (RLSLP).
    2. A resident of Burton-Conner is not required to monitor the event.
  - Events with a closed guest list:
    1. A resident of Burton-Conner must be hired to watch the door of the Porter Room for the duration of the event.
    2. A guest list must be provided to the monitor, which he/she will use to allow entry.
    3. A Campus Police detail must be hired (in addition to that which is necessary to comply with Institute policy) in order to prevent guests from entering the residence hall and to help support the monitor.

Fees and Charges

Base Fees

ExecComm is empowered to charge a non-refundable Maintenance Fee to defray the cost of maintaining a particular area of Burton-Conner. The base fee schedule shall be:

Events for 40 or fewer people: No base fee.
Events for 41 to 100 people: $25.00
Events for 101 to 150 people: $50.00
Events for more than 150 people: $75.00

ExecComm Supplements

ExecComm may supplement the base fee schedule with any additional charges it deems appropriate. Some typical charges are the following:

Events open to non-MIT individuals: $100.00
Events which are invitation-only for non-reserving group members (i.e. semi-formals): $50.00

House Manager Charges

The Burton-Conner House Manager has the right to charge any additional fees to the reserving group as he sees fit. For example, additional fees may be levied for the following reasons:

Set-up/tear-down of tables and chairs
Anticipated extensive wear to facilities
Damage to the area (assessed after the event)

Accountability

The Burton-Conner resident who accepts responsibility for a reservation will be held accountable for all fees and charges associated with that event. Payment should be arranged with the House Manager (bc-manager@mit.edu). The House Manager may choose to charge the resident's Bursar's account directly for any fees that have not been paid.

Reservation Procedure

The following steps should be taken to reserve an area of Burton-Conner:

A reservation should be submitted at least two weeks in advance of the date of the event. Reservations are usually handled only once each, in the middle of the week after they are received.
If the area is normally reservable, a Room Reservation Request Form must be submitted (below). Otherwise, the request must be handled in person at an ExecComm meeting.
Check the list of reservations (below) to determine the status of your request. If your request does not appear within a week of submitting the request, contact the Burton-Conner Scheduling Coordinator (bc-scheduling@mit.edu).
If your request is approved, you must complete all appropriate event registration forms and provide copies of them to the Scheduling Coordinator after they have been filed with and approved by the Campus Activities Complex (CAC), Residential Life and Student Life Programs (RLSLP), and Campus Police. As of October 19, 1999, events in residence halls must be registered if any of the following conditions are met:
- Alcohol will be served.
- Money will be collected.
- The event is open to non-residents and attendance will exceed 100 people.
- The event is for residents only and attendance will exceed 250 people.
See the "Planning Events@MIT Guidebook" (http://web.mit.edu/campus-activities/guidebook) for more information.
All fees and charges must be paid to the House Manager.
Any additional Campus Police details must be hired, as specified by the above policy. Contact the Burton-Conner House Master (bc-housemaster@mit.edu) to fulfill this requirement.

Note for General Use

One does not need to reserve any of these rooms in order to use them; if the keys to one of the common rooms is at the front desk, and the room is not reserved for the given time period, any Burton-Conner resident may use the room without having to reserve it.

Room Reservation Request Form

Complete and submit this form to request a reservation.

Room, Date, & Time

Area requested: Rooms not listed here are not normally reservable.
Date requested: If the day of week does not agree with the date, your request will not be considered.
Time requested: from :am pm until :am pm. (12:00pm is noon, 12:00am is midnight.)

Contact Person Information

Person requesting reservation (contact person):
Email address:
Telephone number: --
Address (building and room # for on-campus addresses):

Accountable Resident

Is the contact person a Burton-Conner resident? Yes. No.
If not:
Name of the Burton-Conner resident accepting responsibility for this event:
Email address of this resident:
If the event is intended to be beneficial to the community, and has no particular affiliation with any Burton-Conner resident, contact the House Master (bc-housemaster@mit.edu) or the House President (bc-president@mit.edu).

Group Information

Name of group or affiliation making the request:
Is this an MIT group? Yes. No.
TOTAL number of people expected at the event:
Number of MIT members (undergrads, grad, faculty, etc.) expected at the event:
Number of non-MIT members expected at the event:
If appropriate:
Name of the Burton-Conner resident being hired as a monitor:
Email address of the monitor:

Event Description

Will there be food at the event? Yes. No.
Will there be alcohol at the event? Yes. No.
Give a description of the event below:

Note: A copy of the request will be sent to each of the email addresses that have been entered above. If you would like additional copies to be sent elsewhere, please enter the additional email addresses in a comma-separated list below:

By submitting this request, you are indicating that you have read, understand, agree to, and will abide by the policies outlined above, and that you are willing to pay any appropriate charges.

Current Reservations

* indicates a reservation pending approval by ExecComm.

Porter Room (Dining Hall)

May 2000

May 3, 2000 (Sunday); 7:00pm - 10:00pm; Porter Room (Dining Hall).: Group: CBF (an MIT group)
There will not be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (40 MIT, 0 others)
Weekly fellowship meeting :)
Request made by: Michael Chu
May 5, 2000 (Friday); 5:00pm - 10:00pm; Porter Room (Dining Hall).: Group: MIT Black Theater Guild (an MIT group)
There will not be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (40 MIT, 0 others)
A Play - The Colored Museum to run three times that weekend
Request made by: Huanne Thomas
May 6, 2000 (Saturday); 5:00pm - 10:00pm; Porter Room (Dining Hall).: Group: MIT Black Theater Guild (an MIT group)
There will not be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (40 MIT, 0 others)
A Play - The Colored Museum to run three times that weekend
Request made by: Huanne Thomas
May 7, 2000 (Sunday); 11:00am - 3:00pm; Porter Room (Dining Hall).: Group: MIT Black Theater Guild (an MIT group)
There will not be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (40 MIT, 0 others)
A Play - The Colored Museum to run three times that weekend
Request made by: Huanne Thomas
May 7, 2000 (Sunday); 3:00pm - 10:00pm; Porter Room (Dining Hall).: Group: HOUSE
chefs@bc
May 9, 2000 (Tuesday); 5:00pm - 11:00pm; Porter Room (Dining Hall).: Group: MIT Hillel (an MIT group)
There will be food at the event.
There will not be alcohol at the event.
Total number of people: 61 to 100 (100 MIT, 0 others)
The first part is a lecture style presentation for an audience of about 100. The chairs will be arranged so that they form a number of sections all facing the s tage which will be against the Football Field wall of the room. When this lecture part ends, the second part begins by removing the dividing pan els. This allows people to go onto the dance floor and eat from the snack table s.
Request made by: Amir Rasowsky
* May 11, 2000 (Thursday); 6:00pm - 10:00pm; Porter Room (Dining Hall).: Group: Burton 1 (an MIT group)
There will be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (40 MIT, 0 others)
Burton One Class of 2000 Dinner
Request made by: Aurora K. Kagawa
May 13, 2000 (Saturday); 4:00pm - 10:00pm; Porter Room (Dining Hall).: Group: friends (not an MIT group)
There will be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (5 MIT, 35 others)
A graduation party for a friend
Request made by: Chima Ugoji
May 14, 2000 (Sunday); 12:00pm - 6:00pm; Porter Room (Dining Hall).: Group: MIT Black Women's Alliance (an MIT group)
There will be food at the event.
There will not be alcohol at the event.
Total number of people: 40 or less (40 MIT, 0 others)
A Study Break
Request made by: Huanne Thomas
May 19, 2000 (Friday); 6:00pm - 1:00am; Porter Room (Dining Hall).: Group: MIT Ballroom Dance Team (an MIT group)
There will be food at the event.
There will not be alcohol at the event.
Total number of people: 61 to 100 (70 MIT, 10 others)
The annual MIT Ballroom Dance Team Banquet. It is the Team's chance to honor officers, coaches and outstanding team members.
Request made by: Filip Ilievski

June 2000

Jun 2, 2000 (Friday); ; Porter Room (Dining Hall).: Group: Alumni events (an MIT group)
Request made by: Ken Donaghey
Jun 3, 2000 (Saturday); ; Porter Room (Dining Hall).: Group: Alumni events (an MIT group)
Request made by: Ken Donaghey

Other Areas

May 2000

May 3, 2000 (Wednesday); 9:00pm - 11:00pm; Conference Room (Room 121).: Group: HOUSE
ExecComm meeting
* May 11, 2000 (Thursday); 12:00pm - 7:00pm; Barbecue Pits.: Group: Chinese Students Club (an MIT group)
There will be food at the event.
There will not be alcohol at the event.
Total number of people: 41 to 60 (60 MIT, 0 others)
This BBQ is an annual CSC event. It will be held on the last day of classes, a time and place to get some food and take a break before finals week begins. It will be aimed towards CSC members but open to the community. It may be accompanied with a football game.
Request made by: Christine Chiang

Last modified $Date: 2000/04/30 06:31:39 $(GMT) by $Author: smbull $