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					                                   UNIVERSITY OF MINNESOTA
                                   BOARD OF REGENTS OFFICE
                                    600 McNamara Alumni Center
                                        Phone: 612-625-6300
                                        FAX: 612-624-3318


                               COMMITTEE ROOM RESERVATIONS


Date:           June 9, 2011

To:                                                       Fax:

From:           Mary Swords (625-6300)
                mswords@umn.edu

Re:             Reservations for Board of Regents Committee Rooms
                655 (West) and 665 (East), McNamara Alumni Center

This agreement is in place for the following office/unit for the 2011 calendar year.

Office/Unit

Responsible Party:         Name

                           Phone Number

                          DEPTID #


Others approved to reserve rooms using the DEPTID noted above include:
(Please Print)




The Board of Regents Office is pleased to make these two committee rooms (available at no charge) for
use by faculty, staff, and student groups of the University of Minnesota.

You may view room availability using the UMCal calendar program.
    If you currently use UMCal, go to file; agenda; open; select: browse. On the left of the window
      select: Resources; then search by category; Country: Twin Cities; Facility: Regents, Board of;
      Resource type: RM - Conference Room. „
    If you do NOT use UMCal, please go to umcal.umn.edu and log in using your x500. When you
      get to the calendar, select the “view agendas” icon. At the next screen Select: Resources;
      Country: Twin Cities; Facility: Regents, Board of; Resource Type: RM; Resource Name: RM
      Regents McNamara; hit the “find” button and the two committee rooms should appear in the list.
      Select a room to view availability.

If a room appears to be available, you must contact the Board Office via email (uregents@umn.edu)
or by phone (5-6300) to confirm a reservation.
Please note the following rules for use of the committee rooms (especially note #4 and #5 below):
    1. Rooms are generally available 8:00 a.m. - 4:30 p.m. Monday-Friday.
        (the sixth floor must be vacated by 4:30 p.m. – no exceptions are allowed)

   2. Rooms are preset with tables and 12 chairs in a horseshoe arrangement with a presenter‟s table
      that seats three facing the horseshoe, and approximately 50 audience chairs. TABLES IN THE
      ROOMS ARE NOT TO BE MOVED UNDER ANY CIRCUMSTANCE.

   3. Audience chairs must be returned to the original arrangement.

   4. FOOD IS NOT PERMITTED ANYWHERE ON THE SIXTH FLOOR, however coffee, soft
      drinks, and water may be served in the rooms. D‟Amico or University Dining Services may be
      contacted for refreshments: clean up must be scheduled for the same day as the event. Please
      dispose of papers and beverage containers.

   5. BREAKOUT SESSIONS IN THE LOBBY OR HALLWAY ARE NOT ALLOWED. If you
      need additional space for breakout sessions, please reserve both committee rooms for your
      meeting.

   6. The committee rooms are locked when not in use. Please check in with the Board Office upon
      arrival.

EQUIPMENT AVAILABLE
The Committee Rooms are equipped with the following:
      VHS player
      White board and markers
      Proxima Projection and Screen
      Conference call capability
      Live data jacks
      Wireless internet

You must PROVIDE YOUR OWN LAPTOP computer or related equipment, or contact Classroom
Management at 6-1411 to rent equipment at your own cost.

Conference calling is available. Please arrange at your own cost a conference call for multiple callers
through the Conference Operator at 5-2003.

Please contact Classroom Management at 5-8801 for technical assistance. The Board Office staff does
not provide technical assistance.

CHARGES
            Rental Fee:          None
    Damage/cleaning fee:         If necessary

I have read and understand the above directions and information. I understand that the DEPTID indicated
above will be charged for repairs if damage occurs during the use of the rooms by staff representing the
department/unit.


Signature of Responsible Party                                                  Date



Printed Name

				
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