EVENTS GUIDE Booking Kenney/BOB 500 and/or Auditorium by SAIS o Reservations o Cancellations o Sharepoint IT Facilities Communications o Venue descriptions Booking of 811 (Ambassador Nitze s Office) Booking all other Rooms at SAIS o Reservations o Cancellations o Sharepoint IT Facilities Communications Booking for Other Johns Hopkins University Entities o Reservations o Cancellations o Sharepoint IT Facilities Communications Booking for External Organizations o Reservations o Cancellations o Sharepoint IT Facilities Communications Venue Discriptions and Room set-up diagrams for flexible event spaces Pricing for External Organizations Pricing for other JHU entities Appendix A - Room Capacity & Audio-Visual Summary Appendix B - Instructions for completing a Sharepoint Form
Booking Kenney/BOB 500 and/or Auditorium by SAIS o Reservations For all events in Kenney/Herter, Auditorium, and BOB 500, reservations are made through the events coordinator. All users with Astra access can still view the above referenced rooms in Astra, they just cannot be booked. The events coordinator works through the Office of Operations in close coordination with the Office of Communications. The three auditoriums may be reserved no more than 120 days ahead of the event. Exceptions are made on a case-by-case basis by the event coordinator in consulation with the Directors of Operations and Communications. Reservations are made separately; no recurring reservations may be made. Any programs that have yearly recurring events need to communicate with the events coordinator regarding those events. To request a reservation through the events coordinator, visit https://saisdc.wufoo.com/forms/big-3-request-form/ to submit your request. Requests are accepted on a first-come, first-served basis. The event coordinator will notify the requester within 24 business hours if the Astra reservation has been made based on availability. The event coordinator will also use the information on the form to resolve disputes or make recommendations if multiple offices request a venue at overlapping timeframes. Requests can be made to reserve a combination of three different times/rooms for one event while the event speaker is confirmed; however, the reservations must be narrowed down to one date/time/location no later than 10 business days before the event. If event details (eg. the speaker or panelists) are not confirmed 10 business days before the event, reservations will be subject to possible cancellation in both Sharepoint and Astra. The event coordinator sends a report of new events to the Directors of Operations, Communications, and others as appropriate. Hierarchy of event bookings: Events for the Dean hold priority over program events. Space conflicts between academic programs, research centers, administrative offices and student groups/clubs will be reviewed on a case-by-case basis. The prominence of the speaker(s) will be used in determining which event will hold priority. The event coordinator will assist in locating alternative venues at SAIS (or external) for displaced events. The responsibility for additional costs to secure an external venue for a displaced event will be determined on a case by case basis by the event coordinator in consultation with the Director of Operations. Events with confirmed speakers hold priority over events without confirmed speakers at the time of booking. The event coordinator will contact the program reserving the venue to request more specific
information and determine if a speaker is confirmed. A program without a confirmed speaker has 2 business days to present the requested information to the event coordinator. If no speaker/event is confirmed within 2 business days, the reservation can be released to the program with a confirmed speaker. Exceptions to this policy are made on a caseby-case basis. Reservation disputes will be decided by the event coordinator or raised to the Director of Operations and the Director of Communications within 24 business hours of the request. Students cannot be charged to attend events, either at the door or ahead of time. Outside attendees can be charged to the attend the event beforehand. o Cancellations Contact the event coordinator to change a reservation or request a cancellation. o Sharepoint Complete a SharePoint form for all reservations that require the assistance of Facilities, AV or Communications. This includes any room setups; AV needs such as webcasting, microphones, etc.; and publicity for the event to either only the SAIS community or the general public/media. Initial SharePoint forms must be filled out within 48 hours of the requester receiving the reservation confirmation. As additional details of the event are confirmed, the requester can update the form. There is a 24-hour freeze on changes within SharePoint email Facilities, SAISHelp, and the Communications Office if changes occur within the 24- hour period prior to the event. Once written approval is given, update the SharePoint events form with the new information and make note that they were approved include the name of the person who approved the changes. All SharePoint forms must be fully completed by the requester no later than noon of the Tuesday of the week before the event to ensure a successful event. See Appendix A for instructions on how to complete the SharePoint form The Event Request form is available on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/lists/events %20Request%20List/Newform.aspx o IT Complete descriptions of the technology available in each SAIS classroom is listed Appendix A and on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/shared%20d ocuments/classroom%20inventory.pdf Please complete the SharePoint form for the event at a minimum the Thursday before the event takes place. If possible, please complete the form at least a week before.
If PowerPoint is the only requirement on the Sharepoint form, due to higher priority events, IT cannot support. If training is needed, please contact SAISHELP. AV does not provide support for live concerts. Concert event organizers must make their own arrangements for a sound system and any necessary support. The event organizer should arrive one hour prior to the event to review set-up if AV support is needed. Outside organizations are not to contact the IT/AV personnel directly. All communications regarding IT/AV support need to be directed through a JHU staffer to the IT/AV office. The SAISHelp Desk offers the following technology services for deployment in conjunction with supporting the various meetings, classes and events taking place on the SAIS campus Video Conferencing (VTC)- up to 2 sites by default -- can utilize JHU bridging service if there are more sites involved at an extra cost to the organizer Video Recording WebCast: Please note that only one webcast can be done at a time. They will be scheduled on a first come first serve basis. Audio Conferencing (teleconference) Audio Recording Projector Display from Laptop/PC CD/DVD movies Audio support utilizing microphones, includes table, lavaliere and hand held microphones Auxiliary camera and audio support requiring substantial lead time such as TV networks, including the use of Multiboxes PowerPoint wireless remote clicker Simultaneous translation service coordination IT will ensure the audio is working properly; the service itself must be arranged independently AV Support rate is $100 per hour for set up an additional $50 per hour for the tech to stay on call during the event for any events on Saturday or Sunday. o Facilities All meetings or events that take place outside of normal SAIS operating hours need to have a sharepoint form filled out. This will ensure that the requested room is unlocked for the event. The event organizer should arrive one hour prior to review set-up. BOB 500 is a flexible venue. Kenney/Herter is a flexible venue. The auditorium is a flexible venue (except for auditorium seating).
Maintenance Technicians (MT): Normal business hours o (8 a.m. 9 p.m., Monday Friday). Overtime ($45 per hour) charges (per MT) which could apply to all off-hours events. Be as specific as possible when requesting a flexible layout. Include a handwritten or electronic drawing of the proposed layout on the SharePoint form. The MT s set up the event space according to the instructions input within the SharePoint form. Table covers/skirts are used for registration and stage tables only. Facilities does not provide round tables, which should be rented through an event rental company or caterer. Do not use grills, sternos, open fires or any form of incendiary equipment. The MT s do not set up linens or any equipment belonging to outside vendors or independent contractors such as caterers, speakers, musicians, etc. Outside organizations are not to contact the facilities personnel directly. All communications regarding facilities support need to be directed through a JHU staffer to the facilities office. o Communications Weekly Event Calendar Reminder Email The Communications Office sends an events reminder email to the SAIS community every Wednesday morning. Event information must be submitted through the online SharePoint events form by noon each Thursday of the week prior to the event to be included on the SAIS online events calendar (http://www.sais-jhu.edu/calendar/index.htm) and on the digital signs across SAIS. If the event has a detailed flier or complete conference agenda (if relevant), attach it to the online events form or email it to saispubaffairs@jhu.edu. The Communications Office uses the information submitted in the SharePoint events form to publicize the event on the online SAIS events calendar and the Week Ahead at SAIS email (if open to public/media). Contact the Communications Office directly for advice on publicizing the event to internal and external audiences. Establish a formal event title/topic with the speaker(s) that can be used for publicity purposes. Confirm with the speaker(s) the correct spelling of the speakers name and formal title/affiliation. If the speaker is a SAIS graduate, include that information in the SharePoint form. Confirm the event s intended audience members. Events can be open to several categories of people. Generally all events are at least open to SAIS faculty/staff/students (SAIS community). Beyond the SAIS community, other invitees can include SAIS alumni, invited guests and/or
public/media. In addition, an event may be closed except for invited guests. If the event is closed, it will not be publicized on the SAIS events calendar or in the Week Ahead email. Confirm with the speaker(s) whether all comments will be on the record, off the record, or not for attribution. Contact the Communications Office if you have questions about event groundrules or see Appendix B with the Sharepoint Instructions. If there are RSVP s for the event, determine how responses will be collected. Also determine whether the event will have a formal check-in process in the lobby as guests enter the event. Report all RSVPs from the media to the Communications Office. If a TV or radio crew plans to attend, it is critical to request the multibox as part of the AV setup equipment. The multibox allows broadcast crews to record high-quality audio directly from the sound system. Determine if special seating should be allocated for VIPs who might be attending the event. Post reserved seating signs at the event. Designate people who will operate the wireless microphones for the audience members during a Q&A portion of the event. It is recommended that the wireless microphones are used instead of microphones on a stand during major events to allow for easier access by audience members. Also note that if the event is being recorded, a video conference or Webcast, it is critical to have guests use the microphones during the entire program and the Q&A session. Programs can check out a digital camera from the IT/AV Department to take photos of the event. Alternatively, programs can also contact the Communications Office about hiring (for a fee) SAIS professional contract photographer. If the event has a reception, plan for where food/drinks will be set up and when set up might occur within the event timeline. Determine if a pre-event hold room is needed for the speaker(s) and/or VIP s guests. Be sure to provide water for the speakers during events both at podium and panel tables. o Parking Two VIP parking spots are managed by the guard staff. Nitze Parking after 5 p.m. is first come-first served. Parking for JHU VIP s is approved on a case by case basis. BOB No parking is available. 1776 Massachusetts Avenue Space, if available, is at a reduced rate. Booking 811 (Ambassador Nitze s Office) o The use of this room is restricted for special use and not to be scheduled on a routine basis. It is to remain locked except as noted below. o Reservations
To request a reservation through the events coordinator, submit a form here: https://saisdc.wufoo.com/forms/big-3-request-form/. o Cancellations Contact the event coordinator change a reservation or request a cancellation. o SharePoint An initial Sharepoint form must be completed in all cases even if a change in set-up is not required. The Sharepoint form will alert the facilities team to open the room ½ hour before your event. Please include 811 in the heading/title of the event on the Sharepoint Form The Event Request form is available on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/lists/events %20Request%20List/Newform.aspx Booking all other Rooms at SAIS (not Kenney/BOB 500/ Aud or R811) o Reservations The meeting organizer reserves the room in ASTRA and receives a reservation number. Take note of the ASTRA reservation number to include in the SharePoint form. Students cannot be charged to attend events, either at the door or in advance. Outside attendees can be charged to the attend the event in advance. No exchange of money can occur at any SAIS venue. o Cancellations The meeting organizer removes the reservation in ASTRA and SharePoint. The event organizer should also contact SAISHelp regarding the cancelation if it is after the noon Thursday deadline. o SharePoint Complete a SharePoint form for all reservations that require the assistance of Facilities, AV or Communications. This includes any room setups; AV needs such as webcasting, microphones, etc.; and publicity for the event to either only the SAIS community or the general public/media. An initial Sharepoint form must be filled out within 48 hours of the requester receiving the room confirmation. As additional details of the event are confirmed, update the form. There is a 24-hour freeze on changes within SharePoint email Facilities, SAISHelp, and the Communications Office if changes occur within the 24- hour period prior to the event. Once written approval is given, update the SharePoint events form with the new information and make note that they were approved include the name of the person who approved the changes. All SharePoint forms must be fully completed by the requester no later than noon of the Thursday before the event to ensure a successful event. See Appendix B for instructions on how to complete the SharePoint form
o IT The Event Request form is available on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/lists/events %20Request%20List/Newform.aspx Complete descriptions of the technology available in each SAIS classroom is listed Appendix A and on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/shared%20d ocuments/classroom%20inventory.pdf AV does not provide support for live concerts. Concert event organizers must make their own arrangements for a sound system and any necessary support. If PowerPoint is the only requirement on the Sharepoint form, due to higher priority events, IT cannot support. If training is needed, please contact SAISHELP. The event organizer should arrive one hour prior to the event to review set-up if AV support is needed. Outside organizations are not to contact the IT/AV personnel directly. All communications regarding IT/AV support need to be directed through a JHU staffer to the IT/AV office. The SAISHelp Desk offers the following technology services for deployment in conjunction with supporting the various meetings, classes and events taking place on the SAIS campus Video Conferencing (VTC)- up to 2 sites by default -- can utilize JHU bridging service if there are more sites involved at an extra cost to the organizer Video Recording WebCast: Please note that only one webcast can be done at a time. They will be scheduled on a first come first serve basis. Audio Conferencing (teleconference) Audio Recording Projector Display from Laptop/PC CD/DVD movies Audio support utilizing microphones, includes table, lavaliere and hand held microphones Auxiliary camera and audio support requiring substantial lead time such as TV networks, including the use of Multiboxes PowerPoint wireless remote clicker Simultaneous translation service coordination we will ensure the audio is working properly; the service itself must be arranged independently AV Support rate is $100 for set up and an additional $50 per hour per tech to stay on call during the event for any events on Saturday or Sunday.
o Facilities All meetings or events that take place outside of normal SAIS operating hours need to have a sharepoint form filled out. This will ensure that the requested room is unlocked for the event. The event organizer should arrive one hour prior to review set-up if flexible. Outside organizations are not to contact the facilities personnel directly. All communications regarding facilities support need to be directed through a JHU staffer to the facilities office. Maintenance Technicians (MT): Normal business hours o (8 a.m. 9 p.m., Monday Friday). Overtime ($45 per hour) charges (per MT) which could apply to all off-hours events. Be as specific as possible when requesting a flexible layout. Include a handwritten or electronic drawing of the proposed layout on the SharePoint form. The MT s set up the event space according to the instructions input within the SharePoint form. Table covers/skirts are used for registration and stage tables only. Facilities does not provide round tables, which should be rented through an event rental company or caterer. Do not use grills, sternos, open fires or any form of incendiary equipment. The MT s do not set up linens or any equipment belonging to outside vendors or independent contractors such as caterers, speakers, musicians, etc. The Piano in the basement does not move for any of the events o Communications Weekly Event Calendar Reminder Email The Communications Office sends an events reminder email to the SAIS community every Wednesday morning. Event information must be submitted through the online SharePoint events form by noon each Thursday to be included on the weekly SAIS online calendar (http://www.saisjhu.edu/calendar/index.htm) and on the digital signs across SAIS. If the event has a detailed flyer or complete conference agenda (if relevant), attach it to the online events form or email it to saispubaffairs@jhu.edu If your event includes a Q&A session, you must designate someone from your program/office to operate the hand-held wireless microphones to be used by audience members. If your event is being recorded for audio and/or video, microphones MUST be used for the Q&A session, in addition to the speaking portion of the program. The Communications Office uses the information submitted in the SharePoint events form to publicize the event on the online SAIS calendar
and Week Ahead at SAIS (if open to public/media). Contact the Communications Office directly for advice on publicizing the event to internal and external audiences. Establish a formal event title/topic with the speaker(s) that can be used for publicity purposes. Confirm with the speaker(s) the correct spelling of the speaker(s) name and formal title/affiliation. If the speaker is a SAIS graduate, include that information in the SharePoint form. Confirm the event s intended audience members. Events can be open to several categories of people. Generally all events are at least open to SAIS faculty/staff/students (SAIS community). Beyond the SAIS community, other invitees can include SAIS alumni, invited guests and/or public/media. In addition, an event may be closed except for invited guests. Confirm with the speaker(s) whether all comments will be on the record, off the record, or not for attribution. Contact the Communications Office if you have questions about event groundrules or see Appendix B with the Sharepoint Instructions. If there are RSVP s for the event, determine how responses will be collected. Also determine whether the event will have a formal check-in process in the lobby as guests enter the event. Report all RSVPs from the media to the Communications Office. If a TV or radio crew plans to attend, it is critical to request the multibox as part of the AV setup equipment. The multibox allows broadcast crews to record high-quality audio directly from the sound system. Determine if special seating should be allocated for VIPs who might be attending the event. Post reserved seating signs at the event. Designate people who will operate the wireless microphones for the audience members during a Q&A portion of the event. It is recommended that the wireless microphones are used instead of microphones on a stand during major events to allow for easier access by audience members. Also note that if the event is being recorded, a video conference or Webcast, it is critical to have guests use the microphones during the Q&A session. Programs can check out a digital camera from the IT/AV Department to take photos of the event. Alternatively, programs can also contact the Communications Office about hiring (for a fee) SAIS professional contract photographer. If the event has a reception, plan for where food/drinks will be set up and when set up might occur within the event timeline. Determine if a pre-event hold room is needed for the speaker(s) and/or VIP s guests. Be sure to provide water for the speakers during events both at podium and panel tables. o Parking
Two VIP parking spots are managed by the guard staff. Nitze Parking after 5 p.m. is first come-first served. Parking for JHU VIP s is approved on a case by case basis. BOB No parking is available. 1776 Massachusetts Avenue Space, if available, is at a reduced rate. 2. Other Johns Hopkins University Entities Outside JHU entities must contact the event coordinator to determine space availability Students and attendees cannot be charged to attend the event. No exchange of money to attend can occur. To request a reservation through the events coordinator, submit an event request form here https://saisdc.wufoo.com/forms/big-3-request-form/ prior to the assignment of an ASTRA reservation. Requests are accepted on a first-come, firstserved basis. o Event coordinator will provide a copy of this section in the events guide to ensure the JHU entitiy is fully aware of the policies for reserving SAIS space. If SAIS program/office is co-hosting an event with another JHU organization, a representative from the program/office must be present at all times during the event. If a SAIS entity is willing to attend and partner fully with another JHU organization and meet responsibilities listed above, rental fee may be waived. Name and POC from SAIS must be provided on the event request form. The event coordinator reserves the right to expropriate the space for priority events deemed critical to the mission of the school. SAIS venues are only available during normal business hours (8 a.m. 9 p.m., Monday Friday). Requests for space during the weekends will be determined on case-by-case basis by the event coordinator in consulation with the Director of Operations. The JHU entitiy will be provided a venue on a first-come, first-served basis if venue and resources are available and entity is willing to pay venue fee listed below. SAIS reserves the right to deny such requests based on internal needs. Pricing for JHU entities (normal business hours/off hours): o Kenney Auditorium/Herter Room: Half day (between 1 and 4 hours): $1,250 Full day (between 4 and 8 hours): $2,000 Full day-plus (more than 8 hours): $2,250 o Auditorium/Reception Room: Half day (between 1 and 4 hours): $1,000 Full day (between 4 and 8 hours): $2,000 Full day-plus (more than 8 hours): $2,250 o BOB 500: Half day (between 1 and 4 hours): $750 Full day (between 4 and 8 hours): $2,000 Full day-plus (more than 8 hours): $2,250
o Classrooms/Conference: Half day (between 1 and 4 hours): $120 Full day (between 4 and 8 hours): $240 Full day-plus (more than 8 hours): $300 Facilities Set-up charges: $150, overtime of $45 per hour per MT for all events outside of 9am to 9pm, Monday through Friday AV support staff rate: $100 flat fee for set up; an additional $30 per hour for the tech to stay on call during the event for events Monday through Friday from 8am to 9pm. AV Support Rate is $100 flat fee for set up; an additional $100 per hour for the tech to stay on call during the event for any events on Saturday or Sunday. The three auditoriums may be reserved no more than 120 days ahead of the event. Reservations are made separately; no recurring reservations may be made. The event coordinator will notify the requester within 24 business hours that the Astra reservation has been made. The event coordinator will also use the information on the form to resolve disputes or make recommendations if multiple offices request a venue at overlapping timeframes. If event details (eg. the speaker or panelists) are not confirmed 10 business days before the event, reservations will be subject to possible cancellation in both Sharepoint and Astra. o Cancellations Contact the event coordinator change a reservation or request a cancellation. o Sharepoint Event coordinator will complete Sharepoint form in close coordination with the JHU entitiy if a SAIS program is not co-sponsoring. SAIS co-sponsor will complete the Sharepoint form if the event is cosponsored and the rental fee is waived. Initial SharePoint forms must be filled out within 48 hours of the requester receiving the reservation confirmation. As additional details of the event are confirmed, the requester can update the form. There is a 24-hour freeze on changes within SharePoint email Facilities, SAISHelp, and the Communications Office if changes occur within the 24-hour period prior to the event. Once written approval is given, update the SharePoint events form with the new information and make note that they were approved include the name of the person who approved the changes.
o IT All SharePoint forms must be fully completed by the requester no later than noon of the Thursday before the event to ensure a successful event. See Appendix D for instructions on how to complete the SharePoint form The Event Request form is available on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/lists/ Events%20Request%20List/Newform.aspx Complete descriptions of the technology available in each SAIS classroom is listed Appendix A and on SharePoint at https://collaborate.johnshopkins.edu/sites/saisnew/saisit/shared%20d ocuments/classroom%20inventory.pdf If PowerPoint is the only requirement on the Sharepoint form, due to higher priority events, IT cannot support. If training is needed, please contact SAISHELP. Outside organizations are not to contact the facilities personnel directly. All communications regarding facilities support need to be directed through a JHU staffer to the facilities office. AV does not provide support for live concerts. Concert event organizers must make their own arrangements for a sound system and any necessary support. The event organizer should arrive one hour prior to the event to review set-up if AV support is needed. Outside organizations are not to contact the IT/AV personnel directly. All communications regarding IT/AV support need to be directed through a JHU staffer to the IT/AV office. The SAISHelp Desk offers the following technology services for deployment in conjunction with supporting the various meetings, classes and events taking place on the SAIS campus Video Conferencing (VTC)- up to 2 sites by default -- can utilize JHU bridging service if there are more sites involved at an extra cost to the organizer Video Recording WebCast: Please note that only one webcast can be done at a time. They will be scheduled on a first come first serve basis. Audio Conferencing (teleconference) Audio Recording Projector Display from Laptop/PC CD/DVD movies Audio support utilizing microphones, includes table, lavaliere and hand held microphones Auxiliary camera and audio support requiring substantial lead time such as TV networks, including the use of Multiboxes
PowerPoint wireless remote clicker Simultaneous translation service coordination IT will ensure the audio is working properly; the service itself must be arranged independently o Facilities The event organizer should arrive one hour prior to review set-up. Maintenance Technicians (MT): Normal business hours o (8 a.m. 9 p.m., Monday Friday). Overtime ($45 per hour) charges (per MT) which could apply to all off-hours events. Be as specific as possible when requesting a flexible layout. Include a handwritten or electronic drawing of the proposed layout on the SharePoint form. The MT s set up the event space according to the instructions input within the SharePoint form. Table covers/skirts are used for registration and stage tables only. Facilities does not provide round tables, which should be rented through an event rental company or caterer. Do not use grills, sternos, open fires or any form of incendiary equipment. The MT s do not set up linens or any equipment belonging to outside vendors or independent contractors such as caterers, speakers, musicians, etc. o Parking Two VIP parking spots are managed by the guard staff. Nitze Parking after 5 p.m. is first come-first served. Parking for JHU VIP s is approved on a case by case basis. BOB No parking is available. 1776 Massachusetts Avenue Space, if available, is at a reduced rate. 3. External Organizations External organizations will rarely be granted access to use SAIS space without a program or research center cosponsoring the event. On the rare occasion that we work with outside organization here at SAIS, please see below: External entities must contact the event coordinator to determine space availability Students and attendees cannot be charged to attend the event. No exchange of money to attend can occur. To request a reservation through the events coordinator, submit a form here: https://saisdc.wufoo.com/forms/big-3-request-form/ prior to the assignment of an ASTRA reservation. Requests are accepted on a first-come, first-served basis. o Event coordinator will provide a copy of this section in the events guide to ensure the external organization is fully aware of the policies for reserving SAIS space.
The event coordinator reserves the right to expropriate the space for priority events deemed critical to the mission of the school. The outside entity will be provided a venue on a first-come, first-served basis if venue and resources are available and entity is willing to pay venue fee listed below. SAIS reserves the right to deny such requests based on internal needs. Pricing for external organizations (normal business hours/off hours): o Kenney Auditorium/Herter Room: Half day (between 1 and 4 hours): $1,500 Full day (between 4 and 8 hours): $2,250 Full day-plus (more than 8 hours): $2,250 o Auditorium/Reception Room: Half day (between 1 and 4 hours): $1,250 Full day (between 4 and 8 hours): $2,250 Full day-plus (more than 8 hours): $2,500 o BOB 500: Half day (between 1 and 4 hours): $1,000 Full day (between 4 and 8 hours): $2,250 Full day-plus (more than 8 hours): $2,500 o Classrooms/Conference: Half day (between 1 and 4 hours): $120 Full day (between 4 and 8 hours): $240 Full day-plus (more than 8 hours): $300 Facilities Set-up charges: $150, overtime of $45 per hour per MT for all events outside of 9am to 9pm, Monday through Friday AV support staff rate: $100 flat fee for set up; an additional $30 per hour for the tech to stay on call during the event for events Monday through Friday from 8am to 9pm. AV Support Rate is $100 flat fee for set up; an additional $100 per hour for the tech to stay on call during the event for any events on Saturday or Sunday. o IT AV does not provide support for live concerts. Concert event organizers must make their own arrangements for a sound system and any necessary support. The event organizer should arrive one hour prior to the event to review set-up if AV support is needed. o Facilities Maintenance Technicians (MT): Normal business hours o (8 a.m. 9 p.m., Monday Friday). Overtime ($45 per hour) charges (per MT) which could apply to all off-hours events.
Table covers/skirts are used for registration and stage tables only. Facilities does not provide round tables, which should be rented through an event rental company or caterer. Do not use grills, sternos, open fires or any form of incendiary equipment. The MT s do not set up linens or any equipment belonging to outside vendors or independent contractors such as caterers, speakers, musicians, etc. o Parking Two VIP parking spots are managed by the guard staff. Nitze Parking after 5 p.m. is first come-first served. Parking for JHU VIP s is approved on a case by case basis. BOB No parking is available. 1776 Massachusetts Avenue Space, if available, is at a reduced rate. Room Setup Diagrams for Flexible Event Spaces o Venue descriptions Overview and Capacity Kenney + Herter RAUD* RRR* BOB 500 BUILDING NITZE ROME ROME BOB Square Feet 3541 1213 666 1414 Theater 300 100 60 100 U Shape 25 30 Hollow Square 20 40 Conference 12 30 Banquet 300 60 Reception (standing) 300 60 100 Classroom w/ 6 tables 147 20 30 TECHNOLOGY Kenney + Herter RAUD* RRR* BOB 500 Video Conferencing X X X Video Recording X X X X WebCast X X X Audio Conferencing X X X X Audio Recording X X X X Projection X X X X Public Address support X X X X *RRR: Auditorium Reception Room ( Building) *RAUD: Auditorium ( Building)
Conference Style Banquet Style Opened Hollow Square Style Theater Style U" Shape
"T" Shape Classroom Style
APPENDIX A ROOM CAPACITY & AV SUMMARY Building Room Max Capacity Room Type Technology Features included in the Room R100 100 Auditorium Internet - Wireless; LCD; screen; TV/DVD VCR combo on a cart; Electronic white board; overhead transparency projector; network connection R102 42 Classrm Whiteboard;LCD Projector;Internet - Wired;Internet - Wireless;VCR;;Laptop VGA Connection;Electric Screen;Microphones;Podium;Microphone Stand;Sound System;Wireless Lavalier Microphone;Wireless HH Mi R103 24 Classrm Desk Podium R104 12 Classrm Whiteboard;LCD TV hooked to pc;internet - Wired;Internet - Wireless;VCR;Instructor Desk/ PC w/ DVD,USB connection R200 64 Classrm Whiteboard;Telephone Jack;Internet - Wired; R202 20 Classrm Projector;Computers;Internet - Wired;Microphone in the podium as well as on the Classrm desks (push button) R203 96 Classrm R204 12 Classrm Wired;Sound System TOA-9000 series Whiteboard;LCD Projector;Internet - Wired;Internet - Wireless;Instructor Desk/ PC w/ DVD, USB;Laptop VGA Connection;Electric Screen;Microphones;Podium; R205 41 Classrm Whiteboard;LCD Projector;Internet - Wired;Internet - Wireless;PC w/ DVD & USB;Laptop VGA Connection;Electric Screen;PC Microphone;Sound System R206 24 Conference R305 6 Classrm Tablet Arm Chairs; Desk Podium Whiteboard;LCD Projector;Internet - Wired;Internet - Wireless;Instructor
Building Room Max Capacity Room Type Technology Features included in the Room Desk/ PC w/ DVD, USB;Laptop VGA Connection;Electric Screen; R307 6 Classrm Tables;Chairs;Desk Podium; Whiteboard;LCD Projector;Internet - Wired;Internet - Wireless;Instructor Desk/ PC w/ DVD, USB;Laptop VGA Connection;Electric Screen; R308 6 Classrm R309 6 Classrm R310 6 Classrm R318 6 Classrm R319 6 Classrm R320 6 Classrm R321 6 Classrm R331 12 Classrm R332 6 Classrm R408 13 Classrm R532 9 Classrm R533 32 Classrm Tables;Chairs;Desk; Podium R534 32 Classrm Projector;Internet - Wired R535 20 Classrm R640 12 Classrm R806 56 Conference R812 46 Conference Projector; Internet - Wired
Building Room Max Capacity Room Type Technology Features included in the Room DC BOB (1717) DC BOB (1717) DC BOB (1717) DC BOB (1717) DC BOB (1717) Nitze (1740) Nitze (1740) Nitze (1740) Nitze (1740) Nitze (1740) Nitze (1740) Nitze (1740) Nitze (1740) B500 100 Conference LCD, Screen, 10 microphones, 2 wireless Hand Held microphones B616 16 Classrm Whiteboard;LCD Projector;Internet - Wired;Internet - Wireless;Instructor Desk/ PC w/ DVD, USB;Laptop VGA Connection B714 20 Conference LCD, Screen, Mobile VTC, VCR, DVD B736 40 Conference Tables;LCD;Screen; VTC, VCR, DVD, PC B756 10 Conference No AV Herter 100 Auditorium Projector;Internet - Wired; Kenney 200 Auditorium Projector;Internet - Wired; 16 x 9 drop down powered screen; podium; 7 table mics; 4 wireless hand held; 6 wireless lavlier; DVD; connection for laptop; network; mult box; cd recorder; N410 30 Conference Whiteboard;Carpeted;LCD Projector;Screen; white board; N417 64 Classrm LCD Projector;Screen; Internet - Wired;PC; DVD/VCR Combo; Wired Microphone, Over Head Transparency; White Board N501 18 Conference Screen; LCD (sitting on the shelf); white board; N507 21 Conference Projector; Screen; Internet - Wired; white board; TV/DVD/VCR combo on a cart; overhead transparency; N508 20 Conference Internet - Wireless; LCD; TV/DVD VCR combo on a cart; white board; N517 44 Classrm
APPENDIX B SharePoint Instructions The SharePoint form is needed to provide your event setup information to the facilities and AV teams, as well as for publicity in the SAIS calendar and/or to the general public and media. You should complete your SharePoint form as soon as possible, even if all event details are not confirmed just yet (please use TBD for fields still unconfirmed). Your SharePoint form must be fully completed no later than noon (12 p.m.) on the Thursday prior to your event. Please remember to update any previously submitted information if the details of your event change. Use this link to access SharePoint: www.saisjhu.edu/pubaffairs/forms/eventsform.html Ad Astra Number Event Name Event Type Will alcohol be served at this event? Enter the reservation number from Astra Enter the full title of the event. If you are publicizing the event, this title will be used on the SAIS calendar. Select the event type from the provided list Choose yes or no depending on whether or not alcohol will be served at your event Alcohol license holder or responsible staff/faculty member Enter the license holder or responsible staff/faculty member who will ensure the event s adherence to SAIS alcohol policy. If no alcohol will be served, please indicate none'. Calendar Reservation Start Time Event Start Time Event End Time Reservation End Time Event Audience Campus Select whether or not the event should be publicized on the SAIS calendar. If the event is open to the SAIS community only or selected groups within the SAIS community only, the Communications Office will make this Note on the calendar. You can designate the audience in the Event Audience field below. Enter the time your reservation in Astra starts Enter the time your event starts Enter the time your event ends Enter the time your reservation in Astra ends Select from the provided list. If the event is only open to a select group (SAIS community, faculty, staff, students, etc.) this will be designated on the SAIS calendar in the form of a Note. For example, Note: This event is open to the SAIS community only or Note: This event is open to SAIS faculty and students only. Select the campus where the event will be held from the provided list
Event Location Event Description Event Coordinator Onsite Event Coordinator Academic Program Host Administrative Office Host Research Center Host Student Group Host External Event Host Event RSVP RSVP Deadline Contact details for public inquiries for the event Speaker 1 Name/Title Additional Speakers Select the location for the event from the provided list. If other is chosen, you should enter the location in the Event Description field below. Provide any relevant information to help describe your event Enter the name and contact info (including email address) of the event coordinator Enter name and contact info (including email address) of the person who will be the onsite event coordinator the day of the event. If this is the same as the event coordinator, enter same Select from the provided list (not applicable is a choice) Select from the provided list (not applicable is a choice) Select from the provided list (not applicable is a choice) Enter the name of the student group host if applicable. Please use the full name of the student group/club and do not use abbreviations. Enter the name of the non-sais external host or None if not applicable Enter the email address, URL or RSVP phone number. Enter none if RSVPs are not necessary Enter the RSVP deadline if applicable Enter the phone number and email of the person responsible for handling event inquiries Enter the name and full title of the speaker. For publicity purposes, we need both the position and organization of the speaker. For example: John Smith, professor of international economics at Johns Hopkins University SAIS Enter the name and full title of all additional speakers Select whether this event is on the record, off the record or not for attribution. PLEASE ASK YOUR SPEAKERS FOR THEIR PREFERENCE ON THIS INFORMATION and do not assume the event is on or off the record. Media Info --On the Record: The speaker s comments can be used and attributed by name/title to that speaker for publication. -- Not for Attribution: The speaker s comments can be used for publication. However, the comments cannot be attributed to that speaker by name (for example, you would have to say a representative of the Japanese government or an international
health policy expert ). -- Off the Record: The speaker s comments cannot be used for publication under any circumstance. Expected Attendance Cost Center No# Priority Comments/Additional Information Outside Vendors VTC (video teleconference) DC VTC Location BC VTC Location External VTC IP Remote Point of Contact for VTC Event A/V & Data Services Adobe Connect Link Facilities Setup Facilities # of chairs Facilities # of tables Facilities Other requirements Event Status Recurrence Enter the number of people you are expecting to attend the event Not necessary, leave blank For Internal Use Only Provide any additional comments/requests List outside vendors if catering is provided Select YES if there s a need for the event to be video teleconferenced via a VTC Choose location of VTC if applicable Chose location of VTC if applicable Provide if applicable Provide if applicable Select from the provided list which AV services you need for your event. If none are needed, please select the applicable box for this. PLEASE NOTE THAT ONLY ONE WEBCAST AT A TIME CAN BE CONDUCTED AT SAIS. THEY WILL BE DONE ON A FIRST COME, FIRST SERVE BASIS. Exceptions to this will be made on a case by case basis. Provide if applicable Select from the provided list which setup you need. We also require you submit a room diagram for rooms that do not have a fixed setup. Rooms needing a diagram are: Kenney Auditorium, Herter Room, Auditorium (for the stage area), Reception Room, BOB500 and any classroom that has movable chairs. You can attach the room diagram by selecting Attach File at the top of the SharePoint Form. Provide number of chairs needed for event Provide number of tables needed for event Select from the provided list other requirements you may have such as registration table, publications table, etc. Select Active Select if your event will recur multiple times