Policies and Procedures for Clark Hall Reservable Spaces

The reservable spaces within Clark Hall 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.

Failure to comply with the following policies may result in fees to your department and/or the inability for the responsible party to make subsequent reservations.

RESERVATION POLICIES

Reservations
In order to reserve a room in the 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.

To request the use of the reservable spaces, please complete the Reservation Form found here: reservation form.

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

For questions regarding the Forum, Overlook and Memorial conference rooms please contact Esther Edmonds in the Dean’s Office at 301-405-8335 or eedmond1@umd.edu.

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 (reoccurring meetings, such as general body meetings, do not fall into this category). If you feel your meeting/event is an exception, please contact the Dean’s Office at (301) 405-8335 for scheduling assistance.

Holds and Cancellations
Placing holds on the reservable spaces through the Reservation Form without prior authorization from the Dean’s Office is 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 help desk for EIT. 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 afterhours or on the weekend, please contact EIT prior to your meeting/event at 301-405-1634 or eit-help@umd.edu.

Keys
To sign out the keys for the Forum, Overlook and Memorial conference room please see Esther Edmonds in the Kim Building room 3110.

All keys (swipe keys and hard keys) must be returned immediately after 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 the Department of Transportation Services (DOTS) at 301-314-7275.

BUILDING & ROOM POLICIES
Failure to comply with the following policies may result in a charge of $100.00 to your department.

Hours
The Clark Hall exterior doors are open from 6:30am-8:00pm, Monday through Friday. If your meeting/event is being held during the weekend, please email building security at bss@umpd.umd.edu.

Rooms

Forum 1101A/B Capacity 200

AJC1101A AJC1101B
Forum 1101A Forum 1101B


  • The Forum is configured in theater style with 4 round tables on each side
  • There are 260 chairs available, if you require more please contact facilities at 301-405-2222
  • There are 23 tables available please contact facilities at 301-405-2222
  • The configuration of this room is only allowed to be changed by facilities, please do not move tables or chairs on your own. Please contact facilities at 301-405-2222.
  • Food and beverages are permitted in the Forum with the condition that ALL debris and trash be removed after the meeting/event.
  • The two podiums inside the Forum are not able to be moved for any event, they are stationary podiums. 
  • Classes are not permitted within the forum please contact the scheduling office to make arrangements for classes. .
  • The use of trashcans or chairs to prop open doors is not permitted.
  • For all AV related questions please contact EIT at 301-405-1634

 

Overlook Conference Room 2223 Capacity 14

Overlook conference room 2223
Overlook Conference Room 2223


  • Food and beverages are permitted in the Overlook with the condition that ALL debris and trash be removed after the meeting/event.
  • For all AV related questions please contact EIT at 301-405-1634
  • Any configuration of this room is not allowed

 

Clark Memorial Room 1117 Capacity 12

AJC 1117
Clark Memorial Room 1117


  • Food and beverages are permitted in the Clark Memorial Room with the condition that ALL debris and trash be removed after the meeting/event.
  • For all AV related questions please contact EIT at 301-405-1634
  • Any configuration of this room is not allowed

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
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 trashcans and bringing trash out to the dumpster between the Kim Building and Potomac Building
  • Tables and credenza wiped down (using only water)
  • White boards erased/wiped down
  • A/V equipment turned off

Alcohol Policy                                                                                 
Alcoholic beverages are not permitted within Clark Hall or unless provided and served by Dining Services or a Dining Services approved vendor. Please visit http://dining.umd.edu/catering/ for more information.