Event Management and Facility Use Guidelines
Transcript Of Event Management and Facility Use Guidelines
Event Management and Facility Use Guidelines
Regenstrief Institute has 35 meeting rooms available for meetings, conferences, and events. See Appendix A for room locations, capacities, and capabilities. To support stewardship of Regenstrief space and resources, this document provides guidance that must be followed in order to use Regenstrief space.
Business Environment: Please note that Regenstrief Institute is the home to over 200 faculty and staff. Meetings and events can be disruptive to normal workflow. Event creators/owners and event-assigned support staff must insure that meeting participants are aware of their surroundings and to not be disruptive to the daily work environment of the Regenstrief faculty and staff. Should a meeting or event become disruptive to the Regenstrief business environment, the event creator/owner and event-assigned support staff will be immediately notified and will be responsible for taking immediate corrective action. Disruption that cannot be quickly resolved may result in immediate termination of the event.
Meeting room scheduling: To insure business continuity at Regenstrief, Regenstrief faculty and staff are able to schedule available meeting rooms throughout the Institute directly through Outlook and spontaneously using installed touchscreens. All meeting/event guidelines contained in this document apply to all meeting and event creators/owners and event-assigned support staff working at the Institute or in its Centers. Regenstrief personnel are expected to use this privilege wisely by:
- Choosing space that is appropriately-sized for the number of meeting participants physically present.
- Routinely reviewing recurring meeting reservations and canceling meeting series that fall out of use.
- Redirecting requests to the required online event request process as appropriate.
See Appendix A.1 for detailed instruction on how to reserve a Regenstrief Institute meeting room in Outlook and instructions on how to use the Room Wizard touchscreens located at each meeting room door.
Required online event requests: Prior approval is require for anyone seeking to reserve Regenstrief Institute space for 1) large functions of 40 or more individuals where a majority of the participants are not Regenstrief Faculty or Staff, 2) all meetings occurring outside of the established business hours of the Regenstrief Institute which are M-F, 85, or 3) all functions originating by external organizations. The approval process is an online form to be completed by the creator/owner of the event http://www.regenstrief.org/contact-us/eventmeetingrequests/. Do not submit an Outlook calendar request until you have received approval.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Event advertisement/communications: All externally-facing event communications and advertisements must be reviewed and approved by Regenstrief Institute Communications prior to public release. Only approved signage will be allowed on site. Please contact: (insert contact here)
Event support: The creator/owner of the meeting, conference or event is responsible for providing personnel for event organization and execution.
Facility Usage
Room Management Responsibilities: Room set up, clean up and A/V set up/shutdown are the responsibility of the meeting creator/owner and event-assigned support staff. To avoid charges, clean up/dispose of all food and drink. Wipe down tables and shutdown the A/V system after use. All rooms must be returned to the standard table/chair configuration after each meeting. See the standard room configurations posted in every meeting room. Do not write on walls or glass. With the exception of specifically-designated writeable walls on the second and third floor. Note that very few walls have this designation; look for this image before you write. Do not use tape to mount paper, posters, signs or visual aids to walls. Only Post-It-style (self-adhesive) flip-chart paper is permitted for temporary use on wall surfaces.
Audio/Visual (A/V): Creators/owners of all events are responsible for all of the A/V needs of their meeting. Refer to Appendix A for a list of A/V capabilities by room. Upon request Regenstrief provides training for both Regenstrief and non-Regenstrief personnel on Institute A/V equipment and systems prior to the scheduled event.
Laptop computers are required to use the Regenstrief’s A/V equipment. All external meeting presenters should bring their own laptop to connect to our A/V equipment. Network security policies prevent Regenstrief Institute from providing or loaning laptops to non-Regenstrief personnel for meeting presentation purposes as well as use of the in-room computing equipment.
Conference phones: Meeting rooms are equipped with conference phones and use manuals. A list of the conference room telephone numbers and a breakdown of types of phones available by room can be found in Appendix B
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Internet connection: Visitors to Regenstrief Institute are welcome to use the Indiana University provided AT&T wireless service for their internet connectivity during their visit. This guest wireless service is provided free of charge. Instructions for connecting to this service can be found on the IU Knowledge base under: How can IU visitors connect to AT&T wireless free of charge? (https://kb.iu.edu/d/azqb#visitors)
Parking: Short-term (two hours or less): Regenstrief Institute has limited visitor parking space available adjacent to the South–facing side of the building. These parking spaces are intended for short term use by visitors without an IUPUI campus parking permit. Visitors utilizing one of Regenstrief’s visitor spaces must sign the visitor parking log at the first-floor reception desk and include vehicle information.
Long-term (longer than two hours): Visitors attending on-site activities lasting longer than two (2) hours must park in either Wilson Street Garage, Lockefield Garage or Riley Outpatient Garage. These are pay-to-park garages. Payment for the garage parking fee is the responsibility of the visitor or the event organizer. Regenstrief Institute is not responsible for reimbursement of the cost of tickets, fines or fees incurred by improper or illegal parking.
Emergency Evacuation/Severe Weather: In the event of an emergency such as a fire or tornado, all visitors are required to follow instructions from staff to seek appropriate protection. Building evacuation routes and severe weather shelters are located by each elevator and in the main corridors throughout the building. For fire/safety reasons, all visitors must sign in at the front desk when they arrive at the building.
Food/Drink: Food and drink are the responsibility of the event creator/owner and the event-assigned support staff. Coordination of the setup and clean up are included in this responsibility. Regenstrief Institute is not responsible for the management of catering services. Event coordinators are welcome to choose any caterer for events that do not include the service of alcohol. A preferred list of caterers will be provided upon request. However, if alcohol is being served at any event, event coordinators must use Regenstrief’s preferred vendor, Sahm’s Catering (insert contact Ph#). Sahm’s Catering has the required bartender’s license to serve the State of Indiana. All alcohol must be purchased through Sahm’s Catering. Only beer and wine can be served. Please notify Sahm’s Catering well in advance of the event if any attendees are under the age of 21.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Damage/Theft/Vandalism: The event creator/owner is responsible for all costs incurred due to negligence theft or vandalism of Regenstrief Institute property that occurs during their scheduled event. Charges: Event creators/owners from external organizations must provide an IU account number or credit card number at the time of submitting the required online request.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A
Room # 105 112 114 132 136 138 145 146
1st Floor
Capacity 90-206
6 16 9 3 3 3 3
Location Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area
Room # 321 322 323 324 325 332 341 350 352 356 357 358
3rd Floor
Capacity 6 6 6 6 12 12 18 5 5 3 3 6
Location Public Area Public Area Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area
Room # 209 210 235 245 246 247 248
2nd Floor
Capacity 22 33 12 3 3 3 3
Location Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area
Room # 403 404 405 406 407 414 443 448
4th Floor
Capacity 6 6 6 6 12 12 3 3
Location Public Area Public Area Public Area Public Area Secure Area Secure Area Secure Area Secure Area
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A.1
Schedule a meeting When you schedule a new meeting, you can set a topic for the meeting, choose attendees, and specify when and where the meeting will take place. Responses to your meeting requests appear in your Inbox.
Note: Make sure you are NOT in the room calendar when you go to schedule the meeting. Use either your personal calendar or the person you support.
1. From the main Outlook window, in the New group, do one of the following:
o From the Inbox, choose New Items > Meeting.
o In Calendar, click New Meeting.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Regenstrief Institute has 35 meeting rooms available for meetings, conferences, and events. See Appendix A for room locations, capacities, and capabilities. To support stewardship of Regenstrief space and resources, this document provides guidance that must be followed in order to use Regenstrief space.
Business Environment: Please note that Regenstrief Institute is the home to over 200 faculty and staff. Meetings and events can be disruptive to normal workflow. Event creators/owners and event-assigned support staff must insure that meeting participants are aware of their surroundings and to not be disruptive to the daily work environment of the Regenstrief faculty and staff. Should a meeting or event become disruptive to the Regenstrief business environment, the event creator/owner and event-assigned support staff will be immediately notified and will be responsible for taking immediate corrective action. Disruption that cannot be quickly resolved may result in immediate termination of the event.
Meeting room scheduling: To insure business continuity at Regenstrief, Regenstrief faculty and staff are able to schedule available meeting rooms throughout the Institute directly through Outlook and spontaneously using installed touchscreens. All meeting/event guidelines contained in this document apply to all meeting and event creators/owners and event-assigned support staff working at the Institute or in its Centers. Regenstrief personnel are expected to use this privilege wisely by:
- Choosing space that is appropriately-sized for the number of meeting participants physically present.
- Routinely reviewing recurring meeting reservations and canceling meeting series that fall out of use.
- Redirecting requests to the required online event request process as appropriate.
See Appendix A.1 for detailed instruction on how to reserve a Regenstrief Institute meeting room in Outlook and instructions on how to use the Room Wizard touchscreens located at each meeting room door.
Required online event requests: Prior approval is require for anyone seeking to reserve Regenstrief Institute space for 1) large functions of 40 or more individuals where a majority of the participants are not Regenstrief Faculty or Staff, 2) all meetings occurring outside of the established business hours of the Regenstrief Institute which are M-F, 85, or 3) all functions originating by external organizations. The approval process is an online form to be completed by the creator/owner of the event http://www.regenstrief.org/contact-us/eventmeetingrequests/. Do not submit an Outlook calendar request until you have received approval.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Event advertisement/communications: All externally-facing event communications and advertisements must be reviewed and approved by Regenstrief Institute Communications prior to public release. Only approved signage will be allowed on site. Please contact: (insert contact here)
Event support: The creator/owner of the meeting, conference or event is responsible for providing personnel for event organization and execution.
Facility Usage
Room Management Responsibilities: Room set up, clean up and A/V set up/shutdown are the responsibility of the meeting creator/owner and event-assigned support staff. To avoid charges, clean up/dispose of all food and drink. Wipe down tables and shutdown the A/V system after use. All rooms must be returned to the standard table/chair configuration after each meeting. See the standard room configurations posted in every meeting room. Do not write on walls or glass. With the exception of specifically-designated writeable walls on the second and third floor. Note that very few walls have this designation; look for this image before you write. Do not use tape to mount paper, posters, signs or visual aids to walls. Only Post-It-style (self-adhesive) flip-chart paper is permitted for temporary use on wall surfaces.
Audio/Visual (A/V): Creators/owners of all events are responsible for all of the A/V needs of their meeting. Refer to Appendix A for a list of A/V capabilities by room. Upon request Regenstrief provides training for both Regenstrief and non-Regenstrief personnel on Institute A/V equipment and systems prior to the scheduled event.
Laptop computers are required to use the Regenstrief’s A/V equipment. All external meeting presenters should bring their own laptop to connect to our A/V equipment. Network security policies prevent Regenstrief Institute from providing or loaning laptops to non-Regenstrief personnel for meeting presentation purposes as well as use of the in-room computing equipment.
Conference phones: Meeting rooms are equipped with conference phones and use manuals. A list of the conference room telephone numbers and a breakdown of types of phones available by room can be found in Appendix B
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Internet connection: Visitors to Regenstrief Institute are welcome to use the Indiana University provided AT&T wireless service for their internet connectivity during their visit. This guest wireless service is provided free of charge. Instructions for connecting to this service can be found on the IU Knowledge base under: How can IU visitors connect to AT&T wireless free of charge? (https://kb.iu.edu/d/azqb#visitors)
Parking: Short-term (two hours or less): Regenstrief Institute has limited visitor parking space available adjacent to the South–facing side of the building. These parking spaces are intended for short term use by visitors without an IUPUI campus parking permit. Visitors utilizing one of Regenstrief’s visitor spaces must sign the visitor parking log at the first-floor reception desk and include vehicle information.
Long-term (longer than two hours): Visitors attending on-site activities lasting longer than two (2) hours must park in either Wilson Street Garage, Lockefield Garage or Riley Outpatient Garage. These are pay-to-park garages. Payment for the garage parking fee is the responsibility of the visitor or the event organizer. Regenstrief Institute is not responsible for reimbursement of the cost of tickets, fines or fees incurred by improper or illegal parking.
Emergency Evacuation/Severe Weather: In the event of an emergency such as a fire or tornado, all visitors are required to follow instructions from staff to seek appropriate protection. Building evacuation routes and severe weather shelters are located by each elevator and in the main corridors throughout the building. For fire/safety reasons, all visitors must sign in at the front desk when they arrive at the building.
Food/Drink: Food and drink are the responsibility of the event creator/owner and the event-assigned support staff. Coordination of the setup and clean up are included in this responsibility. Regenstrief Institute is not responsible for the management of catering services. Event coordinators are welcome to choose any caterer for events that do not include the service of alcohol. A preferred list of caterers will be provided upon request. However, if alcohol is being served at any event, event coordinators must use Regenstrief’s preferred vendor, Sahm’s Catering (insert contact Ph#). Sahm’s Catering has the required bartender’s license to serve the State of Indiana. All alcohol must be purchased through Sahm’s Catering. Only beer and wine can be served. Please notify Sahm’s Catering well in advance of the event if any attendees are under the age of 21.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Damage/Theft/Vandalism: The event creator/owner is responsible for all costs incurred due to negligence theft or vandalism of Regenstrief Institute property that occurs during their scheduled event. Charges: Event creators/owners from external organizations must provide an IU account number or credit card number at the time of submitting the required online request.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A
Room # 105 112 114 132 136 138 145 146
1st Floor
Capacity 90-206
6 16 9 3 3 3 3
Location Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area
Room # 321 322 323 324 325 332 341 350 352 356 357 358
3rd Floor
Capacity 6 6 6 6 12 12 18 5 5 3 3 6
Location Public Area Public Area Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area Secure Area
Room # 209 210 235 245 246 247 248
2nd Floor
Capacity 22 33 12 3 3 3 3
Location Public Area Public Area Secure Area Secure Area Secure Area Secure Area Secure Area
Room # 403 404 405 406 407 414 443 448
4th Floor
Capacity 6 6 6 6 12 12 3 3
Location Public Area Public Area Public Area Public Area Secure Area Secure Area Secure Area Secure Area
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018
Appendix A.1
Schedule a meeting When you schedule a new meeting, you can set a topic for the meeting, choose attendees, and specify when and where the meeting will take place. Responses to your meeting requests appear in your Inbox.
Note: Make sure you are NOT in the room calendar when you go to schedule the meeting. Use either your personal calendar or the person you support.
1. From the main Outlook window, in the New group, do one of the following:
o From the Inbox, choose New Items > Meeting.
o In Calendar, click New Meeting.
Event Management and Facility Use Guidelines, draft by RI Space Use Committee, 2/21/2018