Confirmation of Room Reservations
Considerations
for
Reserving a Room
Making Room Reservations
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.
Where to Make a Room Reservation:
Schedules Office, Room 7-131, x3-4788
Most classrooms can be reserved simply by calling the Schedules Office. An inventory of classrooms is available from the Schedules 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.
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, or contact the IAP Office, room 7-104, x3-1668.
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. Your IAP Coordinator should be able to help you. 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 is rented.
Operating Audio-Visual Equipment
Operators must be hired in certain rooms with projection booths. In 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, 3-7603.)
