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Conference Room Guidelines

Room Scheduling

Basic Principles
  1. The renovation of the conference room was paid for primarily by University and Departmental funds and is therefore under final control of the Chairman of Biomedical Informatics.
  2. The room has A and B sides. (A is the larger/east side, B is the smaller/west side.) These are booked separately. Please schedule the smallest appropriate unit. Large meetings need to book both A and B
  3. The room should be scheduled on a "highest and best use" basis. Some meetings are more important to the department than others.
  4. The room can only be booked one semester ahead. (For example, during the fall semester, the room can be booked through the end of the spring semester.)
  5. We assume that every attempt will be made to cooperate on the room; these guidelines are a "fail safe." that should be needed very rarely.
Meeting Priorities

    Meetings are categorized by priority:

  1. It is a given that the chairman can reschedule the room for emergencies.
  2. DMI Seminar and Major Site Visits of all types will have next priority.
  3. DMI Classroom assignments will have next priority.
    • Classes will initially be reserved A/B. After the start of classes, small classes may drop back to either A or B, depending on size and AV needs.
    • Thoughts should be given to scheduling DBMI classes on Tuesday and Thursday, to allow Monday & Wednesday for all day use by Site Visits such as AMIA, Funding agencies, etc. Seminar will move back to Thursday next year.
    • There is no requirement that classes be in the conference room, this is only a convenience.
  4. Other DBMI or Core meetings hosted by people on VC5 are the next category.
  5. Meetings hosted by others based on VC5
  6. Last are, other University Departments, Hospital departments, etc. (Other departments have let us use their spaces on a "may be bumped" basis in the past, we should return the favor.)
Resolving Conflicts
  1. A higher priority group can bump a lower priority group with 5 working days notice. This allows time to find alternate space. Note that since seminars and classes are scheduled far in advance, this should not be a major issue for these.
  2. Bumping is not automatic and must be mediated by the Assistant to the Chair.
  3. If there are conflicts within a category, there are several use guidelines:
    • Meetings including external guests have priority over purely internal meetings. ("Internal" means DBMI, Core, and FCG on this campus)
    • Groups using the Conference Room 'bells & whistles' AV have priority over purely discussions meetings. This may include moving a meeting from the A side to the B side.
    • Larger groups have priority over smaller ones, ie. 10 vs. 4.
  4. If these guidelines conflict the Assistant to the Chair will attempt resolve and mediate an agreeable solution. If she cannot mediate an acceptable solution, the chairman has final say.
AV Equipment
  • Given the cost and complexity of the new AV equipment, we don't want it broken. Also, we don't want one person overwhelmed with requests to "help out" with the AV.
  • Therefore, use of AV equipment will be limited to only those certified as a DBMI AV Tech. On a regular basis, we will have audiovisual give a class to Fellows, PhD Students, RMAs and anyone else on VC5 who want to get certified. The AV cabinet will be locked and only trained individuals may check out the key. Those wishing to use the AV equipment who are without a DBMI AV Tech Certified person at the meeting will have to contact the CPMC AV Office at 305-8356 to schedule technical assistance from Jeff Schmulivitz, et al. (The reason for including Jeff is because he was on the committee for the design of the room and his staff is most familiar with this equipment. He routinely provides fee-for AV services.)
Logisitics
  • Operation of the sliding panels to divide the room into two will be part of the DBMI AV Tech Certification process. NO ONE else is to attempt this operation. (You break it, you bought it.)
  • Requirements for table and chair set up should be arranged through the Assistant to the Chair. If those using the room do not want to move furniture, building facilities can be contacted to do it (again, for a fee).
  • Food will be allowed in the Conference room. But, entities using the Conference Room will be responsible for the clean up, "carry in - carry out". This is a must or the reserving party will be 'black listed' in future.