Room Reservations: Who
Confirmation of Room Reservations
Considerations for Reserving
ROOM RESERVATION / AUDIO-VISUAL INFORMATION
Part of the role of activity organizer is to make sure that the
appropriate room and, if necessary, audio-visual equipment is properly
reserved. Below are instructions on booking MIT rooms and ordering
equipment. NOTE: Sponsors are responsible for scheduling and
reserving rooms for their activities. Naming a location on the IAP
on-line activity posting form does NOT reserve the room.
Who to Contact
Schedules Office, Room 5-111, x3-4788
Most classrooms can be reserved simply by calling the Schedules
Office. An inventory of classrooms is available from this office
or via the web at http://reggie10.mit.edu/schedule/sche.html.
You can request a specific room or describe what you have in
mind -- size, seating arrangement, location, etc. -- and the
Schedules Office will suggest a room.
Campus Activities Complex, W20-5th floor, x3-3913
In addition to classrooms, there are many special conference
rooms and other facilities that can be reserved through individual
offices, departments, or living groups. Rules for reserving
these rooms vary.
The Campus Activities Complex handles Kresge, Student Center,
the Chapel, and Walker Memorial. They accept reservations on
a first-come, first-served basis. For more information, see
The Campus Activities Complex page.
Reserving a Room
- Find out whether or not the room is generally open or locked.
If necessary, make arrangements for obtaining a key. Ask about
policies regarding setting up and cleaning up. (In most cases
the user of the room is responsible for returning furniture to
its original position.)
- Check out the room in advance. Locate light switches, outlets,
thermostats, and controls for projection screens and other equipment,
and make sure you know how to operate everything.
- If you need help regarding rooms, contact the IAP Coordinator
of your department, center, or office.
Confirmation of Room
You will receive an event number (if booked by the Schedules Office)
or a reservation number (if booked by Campus Activities Complex)
when your room reservation is confirmed. Until you have one of these
numbers, the location of your activity is not confirmed.
It is suggested that you first try to borrow the equipment from
your own department, center, laboratory, or office, or from the
department where your activity will be located. If you cannot borrow
equipment, you may rent what you need from the MIT Audio-Visual
Service, 4-017, x3-2808 (hours: Mon-Fri, 8:30 am - 5:00 pm). For
any rental, a valid MIT Card is needed. Charges not billed to an
MIT account are due in-full, up front, at the time the equipment
Operators must be hired in certain rooms with projection booths.
When using 9-150, 10-250, 26-100, 54-100, Kresge's Little Theater
and Auditorium, the Athletic Center, duPont Gym, and Walker Memorial,
the operator must be an MIT AV employee.
In 3-133, someone from AV or the Architecture Department must be
hired. Personal equipment can only be used outside the projection
booths in these rooms. 1-390 and 6-120 have remote hookups for slide
projectors rented from Audio-Visual. Some self-service equipment
is also available. For information or having an IAP activity videotaped
for archival purposes OR for information on producing a video for
use during your activity, contact: Video Productions Services (9-234,
Organizing Non-Credit Activities page
Organizing For-Credit Subjects page