Guidelines for Scheduling Space

Guidelines for Scheduling Space

From: The Department of Facilities Management.

Contact Information: 212-237-8611, 8541

To: The John Jay College Community

From: Senior Vice President Robert Pignatello

Re: Guidelines for Scheduling Space

These guidelines were developed to assist you when scheduling a room or event at the College. They include the procedures for requesting space and event planning, a space request form (which can be accessed online and submitted electronically) and detailed information about each room: the maximum capacity, layout of rooms and the configuration(s) that can be used. All of this information is available online at the Facilities website. Any changes will be reflected in the online version of the guidelines.

If you have any questions regarding the guidelines, please call Linda Vonlumm (Assistant Director - Room Reservations) in the Department of Facilities Management at extension 8611 or Ana Cabrera (Assistant) at extension 8639.

Thank you.

Contents:

Procedures for Space Request and Event Planning
Space/Room Inventory
Space Rental Rates
Room Descriptions

Room 1212N (Conference Room) – North Hall

Room 1311N (Lecture Hall) – North Hall

Room 4302N (Lecture Hall) – North Hall

Faculty and Staff Dining Room - 2nd Floor North Hall

Student Cafeteria – 2nd Floor North Hall

Multi-Purpose Room – 2nd Floor North Hall

Cyber Café/Rathskeller (Computer Room) – 2nd Floor North Hall

Cyber Lounge (Computer Room) – 2nd Floor North Hall

Dance Studio – C-Level T- Building (899 Tenth Ave.)

Theater – T- Building Main Lobby (899 Tenth Ave.)

Theater Lobby – T- Building (899 Tenth Ave.)

Gymnasia – 4th Floor T-Building (899 Tenth Ave.)

Room 203T- T-Building (899 Tenth Ave.)

Classroom 206/207T- T-Building (899 Tenth Ave.)

Classroom 332T (Smart Classroom) T-Building (899 Tenth Ave.)

Room 531T- T- Building (899 Tenth Ave.)

Room 603T- T-Building (899 Tenth Ave.)

Room 610T – T-Building (899 Tenth Ave.)

Room 620T – T-Building (899 Tenth Ave.)

Room 630T T –Building (899 Tenth Ave.)

Room 631 A/B – T-Building (899 Tenth Ave.)

Room 636.17T – T-Building (899 Tenth Ave.)

Room 613 (Training Room) BMW Building

Room 614 (Training Room ) BMW Building

Room 615/616 (Conference Room w/moveable divider) BMW Building (Limited Availability)

Room 615 BMW Building (Limited Availability)

Room 616 BMW (Limited Availability)

Tuscan Sun Grill in the Westport Cafeteria (Lobby)

Procedures for Space Request and Event Planning

All event planning and space requests for John Jay College are coordinated through the Office of Finance and Administration, Department of Facilities Management. Space on campus, including the Gerald W. Lynch Theater and lobby, Main Gym, Auxiliary Gym, North Hall Multi-purpose room (MPR), Cafeteria, and conference rooms can be reserved through the Department of Facilities Management. Classroom space can also be reserved through the Department of Facilities Management after the Registrar’s Office has completed academic scheduling. Space that cannot be reserved through the Department of Facilities Management includes administrative and academic conference rooms, cyber lounges and labs. Administrative and academic conference rooms are under the auspices of the director and/or chair of each department. Information on reserving cyber lounges and labs is listed on each room’s description page further into this document.

Requesting Space: All requests for space begin with the completion of the electronic Space Request and Event Planning Form. The form is sent to Linda Vonlumm (Assistant Director - Room Reservations) electronically after clicking on the submit button. This form is available by clicking here.

IMPORTANT: All areas of the form must be completed. Incomplete forms may be rejected or held until the proper information is obtained, and may significantly delay the process of review. No forms will be approved if the maximum number of guests expected is not indicated on the application. Please note that the maximum number of guests varies depending on the facility used and the desired setup. The Department of Facilities Management cannot respond to verbal requests regarding space availability until a completed Space Request and Event Planning Form has been received.

Space requests are processed on a date-of-request basis. If requested space is not available, other rooms or alternate dates will be suggested. A request for a particular room does not guarantee that space will be assigned. Requests are not finalized until you receive a space confirmation from the Department of Facilities Management. This confirmation will come in the form of an e-mail with a confirmation number. No advertisement or announcement of an event should take place prior to the receipt of this e-mail confirmation.

Student Events: Requests for all student events must be submitted to the Office of Student Activities via a Meeting/Event Request Form. There must be 5 business days of advance notice to request space for a meeting and 15 business days of advance notice for an event. After this form is submitted for consideration it is the responsibility of the Office of Student Activities to forward a Space Request and Event Planning Form to the Department of Facilities Management if they cannot provide a space. The form submitted to the Department of Facilities Management must have the Meeting/Event Request Form attached indicating that all the procedures have been followed properly. If all paperwork is correctly completed, the Department of Facilities Management will schedule available space for the meeting/event and confirm that availability via an email with a confirmation number.

Food Services: John Jay College has contracted with MBJ Food Services which includes the Tuscan Sun Grill at Westport as the sole supplier to provide all food service, including catering on campus. Contact Johnny Vasques at 445 West 59th Street, NY, NY 10019, (212) 582-1629 or extension 8294. Food service requests for college events must be approved by area Vice President. Please click here to review the new food services policy.

Damages: All groups using John Jay Space are responsible for the proper use of the facilities, furnishings and equipment. Damages should be reported immediately. Damage to any equipment and/or furnishings may result in reimbursement charges. Excessive cleanup after events may also incur additional charges.

Insurance: Events sponsored by or held for individuals or groups external to the College, other than City and State entities, may require a certification of insurance. The sponsoring organization must obtain comprehensive general liability insurance for bodily injury and property damage. John Jay College and The City University of New York must be named as the certificate holder and as additional insured. The amount is determined on a case by case basis. The certificate of Insurance must be presented to the Facilities Office at least seven (7) working days prior to the event or the event will be subject to cancellation.

In addition, events sponsored by or held for individuals or groups external to the College, other than City and State entities, assume full responsibility for any loss, damage or claims arising out of use of the facilities and agree to indemnify, defend and hold harmless the University, the college, the Dormitory Authority of the State of New York, State of New York, the City of New York and the appropriate University related entity (where applicable), as well as their officers and employees, from any liability arising out of the actions of the user, its agents, employees and invitees, incidental to the use of the facility by the user.

Audio Visual: Audio/Visual equipment requests must be submitted to the Media Services Department by the user. Procedures are listed on the Media Services website at www.jjay.cuny.edu/mediaServices/. A link to the media services request form is also provided on the electronic confirmation users receive once the room has been confirmed by the Department of Facilities Management.

News Media: If the event is open to the news media please notify the Communications Office at extension 8628.

Expenses: Non-college/university groups co-sponsored by a John Jay academic department or office will be charged for direct extraordinary expenses (maintenance, janitorial and /or security) incurred by the College in connection with the event.

Miscellaneous: The individual reserving space is responsible for submitting a Facilities Work Order for the room set-up prior to the event. It is the responsibility of the reserving party to attend any pre-event meetings. A link to the work order system (Archibus) is provided on the electronic confirmation users receive once the room has been booked by the Department of Facilities Management.

Organizer must insure that all arrangements (food, audio-visual services, insurance, etc.) are completed at least seven (7) working days prior to the events.

Items (including signs) may only be posted on easels, music stands or other free standing equipment and areas designated for that purpose. No items can be fastened / taped to walls, doors, glass and ceilings. Candles, open flames or other hazardous materials are prohibited.

Non-college groups should provide a description regarding the nature of their organization. Users are required to comply with all university and college rules and policies, and applicable local, state and federal laws.