2012 Room Request Form by Ve9F85o0

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									                                   Please direct room requests to:
                                   liget@umkc.edu for Kansas City
                                rintaevansc@umkc.edu for Columbia
   * NHSB Room Reserving personnel will contact Columbia for room coordination and vice versa*

             Please include Name, Date, & Time of Event in the subject line of your email
        Please DO NOT send the request as an attachment; if you do, it will be returned to you.

   To request a room, submit the following chart (filled out in its entirety) in the
                 body of your email to the appropriate personnel.
                            Usage of Quick Parts is highly encouraged.

Quick Parts Instructions:

       Copy the below chart and paste in a new mail message.
       Highlight the entire chart and select “Quick Parts” from the “Insert” tab of your Outlook ribbon.
       Add to your Quick Parts gallery- save with a name you’ll easily remember. “Room Reservation”
        would do nicely.
            o To quickly add the form to your email when making requests, type the first few letters
                of the saved name in the body of your email, and press F3. The chart will automatically
                appear in the body of your email.

Usage Guidelines

       Rooms are reserved on a first-come, first-serve basis. Last minute requests are not typically
        successful!
       Please allow enough time for set-up and tear-down. Meeting organizer(s) and presenter(s) are
        responsible for cleaning the room after the event (tables wiped down, boards cleaned, all
        trash/left-over food thrown away) and that the room is returned to its prior set-up.
       For Polycom video conferences, the campus facilitators should arrive at least 15 minutes prior to
        the start of the meeting to assist with sound checks, physical Polycom connections, etc.
       If video conferencing in a technician assisted room, the meeting will be recorded.
       If loading dock access is required, please indicate the company arriving and expected time for
        unloading items.
       No events will be scheduled during UMKC final exam weeks or the week before UMKC classes
        start in the spring/fall semesters. Events should be scheduled in advance; however, no events
        will be scheduled in classrooms earlier than the second week of the spring /fall terms. {This
        policy is for classrooms only; it does not apply to the School of Pharmacy conference rooms.}
       For a list of room capacities and equipment: click here
       For afterhours policies: click here
       For study-room availability: click here
       Any details withheld will not be assumed!
                                                    Please direct room requests to:
                                                    liget@umkc.edu for Kansas City
                                                 rintaevansc@umkc.edu for Columbia
                      * NHSB Room Reserving personnel will contact Columbia for room coordination and vice versa*

         For NHSB Scheduler Use Only                                        For Columbia Scheduler Use Only

Event Name:                                                           Event Name:

Event Date:                                                           Event Date:

Event Time:                                                           Event Time:

Confirmed Room:                                                       Confirmed Room:

Tech. Confirmed:                                                      Tech. Confirmed:

Misc. Details:                                                        Misc. Details:

PLEASE FILL OUT ALL SPECIFICS IN THE CHART BELOW:

              Room Reservation Request                                                   Details
                    *Required Field **As Applicable


*Name of Event

*Date of Event

Alternate Date(s) for Consideration

*Start/Finish Time for Event

*Event Organizer and Phone #

*Requesting K.C. Room?                                (Yes/No)

**K.C. Facilitator’s Name

*Number of KC Attendees

*Requesting Columbia Room?                            (Yes/No)

**Columbia Facilitator’s Name

*Number of Columbia Attendees

                    Technology Needs                                                     Details
  *Needs not specified will not be assumed by the scheduling staff*

Polycom Connection

LCD Projector, Computer, Document Camera, Tegrity Recording,
Video (DVD, VHS)                     List all needs to right 

Will you need a technician on hand for technology assistance?

Telephone Conference?

Will Food be Served?

                                                                 MENU:

   *Columbia MUST request Food Permit 1 week in advance

                         Misc. Needs                                                     Details

Consider Event for NHSB Lobby Monitor?

Add Event to UMKC SOP Online Calendar?

                                     Additional Needs/Requests 

								
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