David Braley Health Sciences Centre Room Booking Policies

David Braley Health Sciences Centre Room Booking Policies

David Braley Health Sciences Centre Health Campus 100 Main Street West, Hamilton ON, L8P 1H6 Email: mhcroombooking@mcmaster.ca Website: http://fhs.mcmaster.ca/mhc-corporate-services/index.html Purpose: The David Braley Health Science Centre (DBHSC) Room Booking Office is dedicated to creating and maintaining a safe, clean and inspirational educational environment for its Faculty, Staff and Visitors. We are committed to supporting the teaching and academic needs of the University. The use of all conference and teaching rooms on the room booking system requires a reservation made through DBHSC Room Bookings. Anyone who does not have a room booking confirmation, please be courteous and vacate rooms promptly for those who do. If an existing room reservation is no longer required, please cancel immediately to allow availability for others to book. As a courtesy to other groups: Please remove excess garbage Leave rooms clean and tidy as you found them Do not bring additional furniture into the room Do not move existing furniture or equipment Report furniture or equipment issues to Room Bookings Do not tape posters or literature to walls Clean off the white boards/blackboards Food is not permitted along the copper walls. 1) Types of Bookings & General Booking Guidelines: The DBHSC is restricted to events of an academic nature such as conferences, community engagement including City of Hamilton events, teaching and in some cases internal social events organized by McMaster University. a) Single Booking one date at a specific time. Requests can be made one calendar year in advance. It is recommended that single booking requests be made at least 48 hours in advance. b) Recurring/Academic Booking numerous dates at a specific time. Recurring Bookings may be requested 18 months in advance for the following: educational course and programs that follow the academic year, rounds/in-service meetings and annual orientations. c) All requests must be made by submitting a room booking request form and confirmations will be emailed back within 48 hours of submission date. d) Each booking will be limited to (1) one booking contact. Other parties/people inquiring about the event will be directed back to the initial room booking contact. e) Rooms at DBHSC are available to book daily, Monday to Friday from 0800 to 2200 hours only. If you wish to book a weekend event, please contact Room Bookings to discuss your needs. Additional rates will apply for Housekeeping and Security. 2 P a g e

David Braley Health Science Centre Health Campus 100 Main Street West, Hamilton ON, L8P 1H6 Email: mhcroombooking@mcmaster.ca Website: http://fhs.mcmaster.ca/mhc-corporate-services/index.html 2) Room Setups: 3) Parking: 4) Catering: a) Rooms will be set up as posted unless otherwise requested on your room booking form. All setups requested after the form has been submitted must be given in writing at least (7) seven days prior to event day. Failure to follow this policy will result in additional labor charges. DBHSC room booking office will coordinate this room setup with our in house team. b) All rooms are equipped with a screen and projector. Questions regarding how to use the audio visual equipment can be directed to DBSHC s on site IT Tech at olaizos@mcmaster.ca c) Relocating furniture in the building will require a professional mover and charges will apply. Building Management will coordinate the move and reset with the moving company on behalf of the event organizer. a) All parking inquiries are to be sent to parking on Main Campus at parking@mcmaster.ca a) DBHSC preferred caterers: i) Paradise Catering: http://hospitality.mcmaster.ca/catering/index.html ii) La Prep: http://www.laprep.com/us/us-en/menu/catering.html iii) Charred: http://www.charred.ca/ iv) Village Green: http://www.thevillagegreencuisine.com/ b) If you wish to use a different caterer please specify the company on the room booking form and we can provide the policies for External Caterers. *Additional fees may apply. c) Please be advised that on the 2nd floor breakout space, 2033; there exists a large piece of Artwork. We ask that catering not be set up in this space, in order to protect the Artwork from unintended damage. 5) Signage: a) Signs/posters are not permitted to be displayed on any walls unless the use of painters tape used. Should you need sign stands please identify this request on your room booking form. The stands available can hold an 8.5 x 11 or 8.5 x 14 sheet of paper portrait style. 3 P a g e

David Braley Health Science Centre Health Campus 100 Main Street West, Hamilton ON, L8P 1H6 PLEASE NOTE: no signs are permitted on the copper walls. Email: mhcroombooking@mcmaster.ca Website: http://fhs.mcmaster.ca/mhc-corporate-services/index.html 6) Damage & Security: DBHSC reserves the right to inspect and control all private events held on the premises. Only Building Management is permitted to move any of the furniture belonging to DBHSC. The event organizer will be held responsible for any damage to floors, carpets or walls caused by its organizers/facilitators, attendees, suppliers etc. Liability for damages to the premises will be charged accordingly. Event organizers are responsible for everyone at their event while in the room or anywhere on DBSHC property. Please remove all personal effects and equipment from the room at the end of the event. Belongings left behind will be reported as lost and found and sent to Main Campus. 7) Bayview Room: This room is reserved for events for the senior leadership of McMaster University including Deans of FHS, AVP s and Faculty Executives as well as the City of Hamilton. Housekeeping rates will apply for general cleaning tasks and setup of catering tables. All other furniture required will be the sole responsibility of the user to arrange with a rental company. If use of DBHSC s furniture is required and approved, then professional movers will be required, and costs for this will be applied to the user. Building Management will coordinate the move and reset with the moving company on behalf of the event organizer. 4 P a g e

Room Rental Fact Sheet The Auditorium Room 2032 Please do not touch the blinds or lights before or during events. Please note on the booking form whether you require the blinds up or down. For events with an AV presentation where blinds need to be raised or lowered, please request this with your booking information or contact the administration office at least 48 hours prior to the event. A member of the administration office will attend to operate the blinds one time per event. Food or beverage is not permitted in the bleachers; additional charges will apply if food is present at a $100 cleaning charge. Furniture is not to be moved in the breakout spaces. Should you require furniture moved please note this on the booking form and we can arrange movers at a cost to the requester. Rooms 2035/2036 If your event requires a change to the dividing wall, please request this via email at least (1) one day prior to your meeting so scheduling of staff can be arranged. Staff may not be available for same day requests. There is a $20 charge for same day moves if staff are available. Please do not tape signs or posters to the movable wall General Details Please ensure you cancel room requests not required even on the day of the event; it is helpful so we are able to accommodate last minute request. Catering requirements must be identified on your room booking form to reserve serving tables as we have a limited number available. If you request tables on the day of your event there will be a $10 charge per table. When booking any space our Housekeeping Team needs time to clean after each meeting. Please allow them at least an hour to get to the room and perform the necessary duties. 5 P a g e

Bookable Rooms The Auditorium: equipped with retractable bleacher seating for 158 people and able to accommodate 100 more chairs to total a seating capacity of 258 people. Two breakout rooms/lounges also occupy each side of the auditorium that comes with the booking of the auditorium that are equipped with couches and chairs. The Conference Rooms (2035/2036): equipped with seating in each room for 38 people boardroom style. These two rooms have a dividing wall that can be booked together or separately. Teaching Rooms (2005, 2004, 2007, 2008, 2010, 2011, 2013, 2017, 2018, 2019 & 2023): with the exception of room 2018 these teaching rooms are equipped with a hollow square setup for 20 people. Room 2018 can accommodate 25 people with the hollow square setup. All rooms noted above are equipped with a projector, screen, microphone, and speaker system (with the exception of room 2004; which uses a TV in place of the projector screen). Each room has a laminated sheet with all the instructions and codes to the computer so you are able to operate the audiovisual equipment with ease. Should you have any questions regarding how to use the audiovisual equipment please contact our on-site IT Tech, Stephan at olaizos@mcmaster.ca 6 P a g e

External Information, Rates & Policies External room booking services are available to staff, to the general public and to outside organizations who are not affiliated with McMaster University or McMaster University Hospital. Please refer to the McMaster policy for University Facilities for Non-Academic Purposes: http://www.mcmaster.ca/policy/general/misc/pufnap.htm Rates: Full rates are charged to external clients who are defined as individuals or groups with no direct link or University affiliation OR are charging a registration fee for people to attend their event (this also applies to internal clients when charging a registration fee). External clients may not reserve regular blocks of space during the academic year and will be required to provide payment 48 hours in advance of using rooms; otherwise the booking will be cancelled. Monday to Friday* Room Cost Per Hour Half Day Rate Full Day Rate The Auditorium (2032)/Main Floor Lobby $150.00 $600 Preservation $1200 Preservation Teaching Rooms (2035 & 2036) $50.00 $200 per room $400 per room Teaching Rooms (2004, 2005, 2007, 2008, 2010, 2011, 2013, 2019 & 2023) $25.00 $100 per room $200 per room Teaching Rooms (2018 and 2017) $27.50 $110 per room $220 per room Breakout Spaces (2024, 2031/A, and 2033) - $150 $300 Monday to Friday* Indoor Park/Train Display Half Day (Mon to Fri) Daily (Mon to Fri) When booked with the Lobby or Auditorium $250 * $500* When booked solely for the Indoor Park Space $500* $1000* *These prices do not include the water feature being on. Please inquire with Room Bookings for additional pricing. Movie/Television Shows* For Movie and/or Television Show filming rates at 100 Main Street West please contact The Building Administration Office at 905-525-9140 ext 22352. *For Weekend requests please contact the Booking Office directly. 7 P a g e

Internal Information, Rates & Policies Internal room booking services are available to all McMaster Departments. Rates: Rates as outlined below are charged to internal clients who are defined as any McMaster Department with a University account number for the purposes of billing. Internal clients may reserve space during the academic year after the academic curriculum needs and Department of Family medicine needs have been met. If an internal Department is charging a registration fee for people to attend their event then the external rates apply. Room Number Monday to Friday* Cost Per Hour 4 Hour Rate Daily Rate (8am to 5pm) Day & Evening Rate (8am to 10pm) Teaching Rooms: 2004, 2005, 2007, 2008, 2010, 2011, 2013, 2019, 2023 $20.00 $75.00 $140.00 $200 Teaching Rooms: 2017, 2018 $25.00 $90.00 $185.00 $260 Breakout Spaces: 2030, 2031A, 2033, 2024 $30.00 $110.00 $200.00 $290 Auditorium: 2032 $60.00 $225.00 $400.00 $580 Main Floor: Lobby $60.00 $225.00 $400.00 $580 Conference Rooms: 2035, 2036 $40.00 $150.00 $280.00 $400 Indoor Park/Train Display* When booked with the Lobby or Auditorium $250* When booked solely for the Indoor Park Space $500* *These prices do not include the water feature being on. Please inquire with Room Bookings for additional pricing. *For Weekend requests please contact the Booking Office directly. 8 P a g e

McMaster Student Union Recognized Groups & Academic Societies 1. Students are able to rent rooms 2004, 2005, 2007, 2008, 2010, 2011, 2013, 2019, and 2023 for a flat rate of $10.00/hour Monday to Friday. 2. Students are able to rent the auditorium for $60 an hour or for an 8 hour booking of $400; Monday to Friday. 3. For weekend requests please contact the Booking Office directly. 4. Payment must be received a minimum of 48 hours prior to booking date or booking will be cancelled. 5. Student Groups must complete the EHOSS approval form located at: http://conference.mcmaster.ca/student and submit this form along with their room request form. 6. Requests must be sent by email. No booking request will be received via phone or voicemail. 7. One executive representative to submit requests using a mcmaster.ca email address only for each event booked. 8. Requests must be submitted a minimum of 10 business days in advance of the event. 9. Additional fees will apply if charging a registration fee for people to attend the event or the event has no relation to McMaster University. 9 P a g e

Room Layouts 10 P a g e

Room Layouts 11 P a g e

Room Layouts Room 2017 & 2018 12 P a g e

Room Layouts Rooms 2004, 2005, 2007, 2008, 2010, 2011, 2013, 2019, 2023 13 P a g e