ECE Conference Rooms Use and Policy

If you need to request a room reservation for the ECE conference room you will need to send an e-mail to the following alias: "reservation@ece.ucsd.edu". You will receive the following auto-reply to outline our use policies. I would appreciate your sharing this information with colleagues in your area.

(SEE BELOW)

Thank you for your request to reserve ECE conference facilities (conference room 2512 (EBU I) and/or kitchen 2511 (EBU I), or Conference room 3311 (EBU I) or 4309 (EBU I)). We will respond to your e-mail regarding availability within 24-36 business hours. Priority for use of the room resides in ECE and the room will be available to non-ECE users only if ECE does not need it. Due to the high utilization by ECE on Friday's, during the academic year the room will not be available to other than ECE affiliates on Friday.

While awaiting a response, please see our policies regarding the areas. At the bottom of the e-mail is space for your signature agreeing to abide by the policies as outlined plus space for an index. The index will only be charged should there be damage to the room or its facilities. Please fax this signature / index page to: 45909. Reservation will not be confirmed until we receive this paperwork.

Access to room and facilities
A single official UCSD event is permitted in our facilities, but no on-going regularly scheduled meetings are allowed.

You will receive a confirmation within 24-36 business hours. The conference room (2512) and kitchen (2511) are scheduled individually. If you need both, please schedule both rooms. Please reserve only the time you need vs adding in excessive contingency times surrounding the scheduled event.

You will need to obtain a pass card to enter 2512 and a key to enter 2511 prior to the event. These can be obtained from the 2800 pod between the hours of 1:00-5:00 PM Monday-Friday. The card/key must be returned at the end of the event, or if after 5:00 PM please return by 9:00 AM the next business day.

For now, the AV remote, microphone and laser pointer must be checked out from the 2800 pod. Once locks for the cabinets are installed, users will need to check out a cabinet key to gain access to this equipment. This equipment will be stored on the right side, first cabinet.

Use of audio-visual equipment (PDF)
There are two options for use of the equipment.
1) A self-serve user: all first time users must first be cleared by ECE help on the use of the equipment if they plan on using any of the facilities.

2) An assisted user: you can ask our ECE technical help to manage the AV facilities for you. Regardless of option 1) or 2), ECE help operates on a recharge basis and bill in increments of 15 minutes. Please connect with them 3 working days in advance for training or running the AV. They can be reached at ecehelp@ece.ucsd.edu.

Care of the room
At this time there is no charge for the use of the room. To continue this practice, it will require everyone's cooperation.

Please leave the chairs in the conference setting (all chairs in rows facing the stage with aisles in the middle and one on each side of the room).

Food is ok in 2512, but if spills do occur, when event is over please use the rug cleaner and brush in cabinet (stored on the left when facing the stage). If there are crumbs, we have a vacuum in storage in room 2521. The kitchen key opens 2521 as well. Please make sure all food is removed from 2512 and/or 2511 and trash is in the trash bins. Do not store any leftover food in the refrigerator. If the kitchen is used, please use the cleaning tools in the cabinets to ensure counters, tables and floors are cleared of debris/spills. If you find after cleaning the room that there are still lingering problems, please send an e-mail to reservations@ece.ucsd.edu.

Thank you for your cooperation.

I agree to abide by the policies as described above.

_________________________________________________	____________
signature (sign and print)	date

Index to charge should there be damage to room / facilities (unrestricted funds):_____________