Clark Hall Meeting & Event Reservation Form

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****All members of our campus community are required to wear masks indoors, regardless of vaccination status. If you are unvaccinated, you are expected to wear a KN95 mask. Everyone, regardless of vaccination status, should also wear a KN95 mask when around large groups.

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Guidelines for Reserving Room Managed by the Engineering Dean’s Office

Before requesting conference rooms in the Jeong H Kim building and A. James Clark Hall, we ask that you adhere to the following updated strategies in accordance with campus COVID guidelines.

  • Wearing masks – though they are not required, fully vaccinated people are welcome to wear masks if they choose
  • Holding meetings online (e.g., by Zoom)
  • Selecting a larger meeting room that allows participants to spread out
  • Providing hand sanitizer in meeting spaces and common areas
  • Encouraging hand washing
  • Encouraging people to stay home when sick
  • Following current CDC guidance on cleaning and disinfection

Policies and Procedures for the A. James Clark Hall (AJC) Reservable Spaces

The reservable spaces within AJC are the Forum, Overlook and Memorial conference rooms.  They are available for use only by individuals or organizations within the University of Maryland College Park.

First priority is given to meetings or events sponsored by the President’s Office, Dean’s Office, and the School of Engineering. Meetings and events sponsored by other units within the University of Maryland College Park are scheduled on a first come, first served basis.

RESERVATION POLICIES  (Failure to comply with the following policies may result in fees (up to $100.00) to your department and/or the inability for the responsible party to make subsequent reservations.)

Reservations

In order to reserve a room in Clark Hall, a Faculty or Staff member must complete the Reservation Form prior to the intended meeting/event. A departmental KFS number must be provided; accounts will only be charged in instances when policies are not followed.

Requests for the room must be submitted at least 72 hours in advance of the meeting/event date.

Classes are not permitted within the reservable spaces, Any class scheduling must be done through the University Scheduling Office.

Student Use

Students or student organizations who wish to use the reservable spaces must procure sponsorship for their meeting/event from an advisor, faculty member, or staff member within their department. The sponsor must then fill out the form on behalf of the student or student organization. By filling out the form, the sponsor agrees to assume responsibility for the meeting/event and will be held to the rules and restrictions within our policies.

Advance Reservations

Meetings/events may be scheduled up to 6 months in advance. Exceptions to this rule include Clark School colloquiums, seminars, and lectures (recurring meetings, such as general body meetings, do not fall into this category)

Holds and Cancellations

Holds -  NOT PERMITTED

Cancellations of meetings/events must be made at least 24 hours in advance of the scheduled start time.

EIT

Engineering IT audio/visual assistance and equipment may be requested through the EIT Help Desk. Please note that EIT services are not available outside of normal business hours (8:30am-4:30pm, Monday through Friday). If you require A/V assistance or equipment after hours or on the weekend, please contact EIT prior to your meeting/event at 301-405-1634 or eit-help@umd.edu.

Conference Room Access

Card swipe access will be granted by your University ID.  In the event you are given a key it must be returned to the Dean's Office at the conclusion of your meeting/event. If your meeting/event ends after business hours, you must return all keys to the appropriate office by 10:00am the following weekday. Failure to return keys will result in a charge of $30.00 per key to your department.

Parking

The Dean’s Office does not validate parking! For any parking related questions, please contact your unit parking coordinator or the Department of Transportation Services (DOTS) at 301-314-7275.

Hours

The Clark Hall exterior doors are open from 8:00am-8:00pm, Monday through Friday. If your meeting/event is being held outside these hours or during the weekend, please email building security at bss@umpd.umd.edu (link sends e-mail).

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Rooms (click below to expand)

       ▸   Forum (1105A / 1105B)

       ▸   Overlook Conference Room (2223)

       ▸   Clark Memorial Room (1117)

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Furniture

If you require additional furniture, need furniture removed from the rooms, or assistance with furniture set up and breakdown you must contact Facilities Management at 301-405-2222 regarding event furniture and services.  Any furniture required for hallway use (such as registration tables) must be provided by the individual holding the meeting/event or by Facilities Management. Please do not move furniture on your own, you will need to place a request with facilities.

Clean-Up

Following current CDC guidance on cleaning and disinfection in spaces that are department “responsibilities” We ask that you contact  Blanca Chavez, bgarcia@umd.edu FM Bldg Srvc at 301-405-2222, for cleaning and disinfecting after your event/meeting.

All reservable rooms must be cleaned after use. Failure to comply with the following will result in a charge of $100.00 to your department.

  • ALL DEBRIS MUST BE REMOVED from the room. Including emptying the trash cans and bringing trash out to the dumpster located on the side of the building.
  • Tables and credenza wiped down (using available wipes)
  • White boards erased/wiped down
  • A/V equipment turned off

Alcohol Policy

Alcoholic beverages are not permitted within the Kim Building or in the plaza unless provided and served by Dining Services or a Dining Services approved vendor. Please visit https://dining.umd.edu/catering/ for more information.

Chalking

Please visit https://www.president.umd.edu/chalking-guidelines for sidewalk chalking guidelines.

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By checking off you are agreeing to be liable for any damages or fees that may occur and that your party will adhere to the policy as well.

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