Please bookmark the EECS Rooms Calendar URL: http://calendars.mit.edu/eecs. See the following information before requesting room reservations.
Grier Rooms, 34-401 A and B, are for MIT use with preference given to EECS faculty and principal investigators for events of high relevance and importance to the EECS community. Weekend use of the Grier Rooms is limited to the EECS Department. The Jackson Room (38-466) is for EECS Department use only.
EECS Headquarters Conference Rooms (38-413 and 38-477) are for EECS Department Headquarters usage only. Use of either EECS headquarters conf. rooms (38-413 and 38-477) is limited to DH meetings, EECS staff-related meetings, EECS-related meetings (RQE, thesis committee, etc.), and occasional research meetings. They may not be used for recurring research meetings. Hours of use: 8:30 a.m. to 5:30 p.m.
Reservations: EECS must approve all requests to reserve rooms. Requests will be approved in the order received via the "Submit Event" form (upper right). An EECS headquarters administrator will review requests and e-mail notice of approval (or denial). Reservations may be made up to one year (365 days) in advance. NOTE: Student groups must have an EECS faculty member or staff supervisor present at the event.
If you are not a member of EECS, please remember that our reservation policy allows an EECS user to supersede your reservation at any point up to seven days prior to the date of your event.
Are you using a caterer or the MIT facilities movers? You are responsible for signing out a key (at 38-409G) and being at the Grier Room to give the caterer and/or mover access. EECS headquarters personnel are not responsible for interacting with caterers and movers. PLEASE NOTE the rules for having catered events inside of the Grier Room: http://www.eecs.mit.edu/docs/grier/Grier-Catering-Rules.pdf
Special room setups: If you need a special room setup, you must select "Custom Room Configuration" in the online form and contact the MIT Department of Facilities/Grounds at least 10 days before your event. Call: 617 253-5001; fax: 617 258-7490; email: email@example.com. PLEASE NOTE: As of December 2013, you must request moving/setup services via Atlas.
It is your responsibility to contact Facilities, make an SAP requisition, and send them a hard copy along with a room layout with clear instructions for set-up. Print out the blank diagram from this calendar and clearly indicate your layout. Send a copy of the diagram and the requisition should be sent to the MIT Department of Facilities/Grounds at least 10 days ahead of your event—allowing for both setup and reset. Please send a copy to EECS Headquarters (attention: Kathy Sullivan, EECS, Room 38-409H).
Special or extra equipment/furniture: If you need additional chairs or tables, booths, or other setup materials, it is your responsibility to contact the appropriate providers/vendors to make the arrangements. You are also responsible for having alll such furnishings or equipment dropped off and picked up in a timely fashion that doesn't overlap with any other events scheduled before or after your event. Again, scheduling delivery and pickup and meeting with the delivery or pickup personnel onsite are your responsibilities.
Audio/visual equipment: There are overhead LCD projectors in the Grier and Jackson rooms. If you have AV problems, please DO NOT TOUCH THE LCD OVERHEAD PROJECTOR. Check with EECS Headquarters for assistance. Motorized ceiling-mounted screens are available in each of these rooms, including two screens in Grier A. Wireless networking is available on a limited basis. You are responsible for all other AV equipment, including extension cords.
Clean-up: All users are required to completely clean up the rooms afetr use. Failure to follow the rule may jeopardize future requests to use the room.
- ALL trash must be bagged (double-bagged if wet). Bags must be tied securely and left in the foyer outside either Grier room (this is also the case for Jackson). A large (beige-colored) receptacle is placed outside each Grier to provide a secure holding place for wet or smelly trash. PLEASE USE IT!
- If your event is on a Friday or over a weekend, you MUST submit an SAP requisition for trash removal.
- If the carpet becomes soiled enough to require cleaning, you must provide an account to cover the cost.
- All table surfaces must be cleaned off after use, using wet paper towel and cleaner.
- Lost and found items should be removed by the administrator for the event, who assumes responsibility for tracking down the owner.
Keys: Keys for the Grier rooms and the Jackson room are available through the EECS Headquarters, 38-409H. You will be required to sign in and provide contact information to use the key. Failure to return keys will result in forfeiture of future use of any EECS rooms.