Room Reservations: Who
Confirmation of Room Reservations
Considerations for Reserving
Also see the following pages:
Using the Posting Form for Non-credit Activities
Role of IAP Coordinator / Administrator
Dates to Remember
Post / Revise Your IAP Activity
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
Please note that activity and subject sponsors are responsible
for scheduling and reserving rooms for their activities. Listing
a location on the IAP activity posting form does NOT reserve the
Room Reservations: Who to Contact
- Schedules Office: Most classrooms can be reserved via the Schedules Office online reservation request form. You can request a specific room or a room by size, seating arrangement, location, etc.You can also view the online MIT Schedules Office Classroom List which includes pictures and detailed room layout/equipment information.
- 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,
The Campus Activities Complex page.
Considerations for 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 Reservations:
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.
Obtaining Audio-Visual Equipment
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
Operating Audio-Visual Equipment
Operators must be hired for 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, an employee from AV or the Architecture Department must
be hired. Personal equipment can only be used outside the projection
booths in these rooms. 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 on 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, 3-7603.)
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