Policies and Procedures for Kim Building Reservable Spaces

The reservable spaces within the Kim Building – Pepco Seminar Room 1105, Kay Boardrooms 1107 and 1111, Stanley Zupnik Lecture Hall 1110, Kim Rotunda, and Kim Plaza – 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. Priority is also given to the Bioengineering Department for the use of the Pepco Seminar Room. 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 Kim Building, 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 Zupnik Lecture Hall 1110 must be submitted at least 72 hours in advance of the meeting/event date.

For questions regarding the Kay Boardrooms, Lecture Hall, Rotunda, or Kim Plaza, please contact Larniece Brown in the Dean’s Office at 301-405-8335 or lbrown34@umd.edu.

For questions regarding the Pepco Seminar Room please contact Karen Lasher in Bioengineering at 301-405-9673 or karen@umd.edu.

For questions regarding computer lab reservations, please contact Gabrielle Barnhart at 301-405-4908 or gabby@umd.edu.

Classes are not permitted within the reservable spaces, with the exception of Lecture Hall 1110. Any class scheduling must be done through the University Scheduling Office. Review sessions for classes should be scheduled through the Dean’s Office utilizing the Reservation Form.

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 4 weeks 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 Reservation Form. 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 Kay Boardrooms, Zupnik Lecture Hall, and/or Catering Room, please visit the Dean’s Office (Kim Building room 3110).

To sign out the key for the Pepco Seminar Room, please visit the BIOE Main Office (Kim Building room 2330).

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 Kim Building exterior doors are open from 6:30am-8:00pm, Monday through Friday. If your meeting/event is being held during the weekend, please indicate as such on the Reservation Form.

Rooms

Kay Boardrooms (1107 & 1111)

  • The Kay Boardrooms are arranged conference style. Each room has 8 tables in a U-shaped configuration; each U-shaped configuration seats 16 people.
  • There are approximately 22 chairs in each Kay Boardroom and a combined total of 45 chairs if the rooms are joined. The standing capacity in each Kay Boardroom is 49.
  • There is a retractable room divider between the Kay Boardrooms which allows the spaces to be combined or used separately. Two people are required to open or close the divider by standing on either side and simultaneously turning the knobs on the wall.
  • If you are only using one Kay Boardroom for your meeting/event, you must ensure an even distribution of chairs in each room prior to closing the divider. Failure to do so may result in a disruption to your meeting/event.
  • Kay Boardroom furniture is not to be removed from the room by anyone other than Facilities Management staff. Kay Boardroom furniture is not to be moved into the Pepco Seminar Room.
  • Food and beverages are permitted in the Kay Boardrooms with the condition that ALL debris and trash be removed after the meeting/event.
  • Do not move the podiums in the Kay Boardrooms. If you wish to have the podiums relocated, please submit a request to eit-help@umd.com at least 24-hours prior to your event.
  • Classes are not permitted within the reservable spaces, with the exception of Lecture Hall 1110.
  • Thumbtacks, staples, or adhesives of any kind are not permitted on any walls, doors, or other painted surfaces anywhere within/around the Kim Building.
  • The use of trashcans or chairs to prop open doors is not permitted.

Pepco Seminar Room (1105)

  • The Pepco Seminar Room is arranged in a seminar style with approximately 49 chairs; there are 4 tables in this room for use. The standing capacity in the Pepco Seminar Room is 49.
  • Pepco Seminar Room furniture is not to be removed from the room by anyone other than Facilities Management staff. Pepco Seminar Room furniture is not to be moved into the Kay Boardrooms.
  • Food and beverages are permitted in the Pepco Seminar Room with the condition that ALL debris and trash be removed after the meeting/event.
  • Do not move the podium in the Pepco Seminar Room. If you wish to have the podium relocated, please submit a request to eit-help@umd.com at least 24-hours prior to your event.
  • Classes are not permitted within the reservable spaces, with the exception of Lecture Hall 1110.
  • Thumbtacks, staples, or adhesives of any kind are not permitted on any walls, doors, or other painted surfaces anywhere within/around the Kim Building.
  • The use of trashcans or chairs to prop open doors is not permitted.

Zupnik Lecture Hall (1110)

  • Requests for the Zupnik Lecture Hall 1110 must be submitted at least 72 hours in advance of the meeting/event date.
  • Classes are not permitted within the reservable spaces, with the exception of Lecture Hall 1110. Any class scheduling must be done through the University Scheduling Office. Review sessions for classes are considered meetings/events and should be scheduled through the Dean’s Office utilizing the Reservation Form.
  • ABSOLUTELY NO FOOD AND/OR BEVERAGES ARE ALLOWED IN THE LECTURE HALL. Failure to comply will result in a charge of $100.00 to your department. If you have an event in the Lecture Hall but wish to serve food/beverages, the Rotunda, Kay Boardrooms, or Pepco Seminar Room should be added to your reservation for this purpose.
  • The Lecture Hall seats 100 people.
  • This room has a fixed seating arrangement that cannot be altered.
  • Thumbtacks, staples, or adhesives of any kind are not permitted on any walls, doors, or other painted surfaces anywhere within/around the Kim Building.
  • The use of trashcans or chairs to prop open doors is not permitted.

Rotunda / Innovation Hall of Fame (IHOF)

  • The Rotunda capacity is as follows:
    • Seating with tables – 120
    • Seating only – 180
    • Standing – 220-240
  • If you require a podium in the Rotunda, please select this option when filling out the Reservation Form. This option is only available during normal business hours.
  • If you are having an evening or weekend event in the Rotunda, you will need to manually turn on additional lighting. The light switches are located in the back of the Catering Room (adjacent to the Kim Kafé); the key for this room can be checked out from the Dean’s Office front desk.
  • Thumbtacks, staples, or adhesives of any kind are not permitted on any walls, doors, or other painted surfaces anywhere within/around the Kim Building.

Kim Plaza

  • The Kim Plaza refers to the open area in front of the Kim Building.
  • Requests for the Kim Plaza submitted by units outside of the A. James Clark School of Engineering will be subject to review; scheduling will be dependent upon approval.
  • EIT assistance and equipment is not available for this space.
  • All trash must be removed and taken to the dumpster between the Kim Building and Potomac Building.
  • Thumbtacks, staples, or adhesives of any kind are not permitted on any walls, doors, or other painted surfaces anywhere within/around the Kim Building.

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.

Room furniture is NOT to be removed from assigned rooms by anyone other than Facilities Management Staff.

If you wish to arrange the furniture in an alternative configuration, it must be done utilizing ONLY the furniture present in that room and must be returned to normal
 
Any furniture required for hallway use (such as registration tables) must be provided by the individual holding the meeting/event or by Facilities Management.

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)
  • All tables and chairs returned to original configuration. Please consult the framed room layout found on the wall of each boardroom.
  • 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 http://dining.umd.edu/catering/ for more information.

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