Guidelines for Use of Conference Rooms 61, 63, 203, 204, and 551 Mrak
Conference Rooms 61, 63, 203, 204, and 551 are available to discuss administrative matters pertinent to the University, primarily for Mrak Hall departments. The rooms are not intended for instructional-related activities, seminars, oral examinations or for use by student clubs/organizations. The Offices of the Chancellor & Provost have priority for use of the rooms and other reservations.
Reservation requests for 61, 63, 203, 204, and 551 Mrak must be submitted via the web to: http://mrakroomrequest.ucdavis.edu.
Management Responsibilities for Conference Rooms 61, 63, 203, 204, and 551 Mrak
Area of Responsibility |
Department |
Contact |
||
Reservations coordination |
Offices of the Chancellor & Provost |
Receptionist |
2-2065 |
|
Climate control & lighting |
Facilities |
Work Control Center |
2-1655 (24 hrs) |
|
Custodial needs |
Facilities |
2-1831 (24 hrs) |
||
Security & overall management |
Offices of the Chancellor & Provost |
Receptionist |
2-2065 |
Guidelines for Use of Mrak Hall Conference Rooms 61, 63, 203, 204, and 551
Failure to comply with these guidelines may affect the department's or group's use of facilities or other privileges.
1. Reservations
a.
The rooms are reservable Monday-Friday, 8:00 a.m.-5:00 p.m. Use outside these hours is not authorized.
b.
Departments housed in Mrak Hall may reserve the rooms beginning in January for the following July-December and in July for the following January-June. Other departments may schedule rooms up to 6 months in advance.
c.
Reservations must be submitted via the web (http://mrakroomrequest.ucdavis.edu). The Offices of the Chancellor and Provost will reply to requests within 24 hours of receipt. There is no "hold" policy.
d.
Departments must notify the Offices of the Chancellor and Provost of any cancellations as soon as possible. Please keep your confirmation reservation message until your meeting is completed. If you find you have to cancel a meeting, then open your confirmation and reply directly to that message. This action ensures that all pertinent information (room, date, time, etc.) needed to cancel the reservation is provided.
2. Equipment
a.
Only room 203 contains audio/visual equipment. Departments wishing to use the audio/visual equipment must have prior training. Keys for the audio/visual equipment cabinet may be checked out from the Offices of the Chancellor and Provost (Mrak fifth floor receptionist) the same day of the meeting and must be returned immediately following the meeting. An employee ID or driver's license is required to sign out the keys. The equipment cabinet must be locked when leaving the room. The department reserving the room is responsible for the security of the equipment during that period. Rooms 61, 63, 204, 551 contain no audio/visual equipment. Departments must make arrangements to bring their own equipment.
Conference rooms 61 and 63 require a key to gain access to the rooms. Departments in Mrak Hall have been issued a key to these rooms. User groups outside of Mrak Hall will need to check out a key from the fifth floor reception desk. We ask that the key be checked out just prior to the meeting time and returned immediately following the conclusion of the meeting.
Conference Room Telephones: The telephone lines are restricted to on-campus use. Departments that require off-campus access via the telephone lines must have an authorization code so the charges can be billed to the department. Allow sufficient time for Communications Resources to process your request (at least 24 hours advance notice). To obtain an authorization code, the department's Area Telephone Representative (ATR) must submit an Authorization Code Order Form to Communications Resources. If you have questions about this service, contact Communications Resources at 530-752-4603. For more information on the telephone connections, please refer to Computer & Voice System Information.
Speakerphone: A speakerphone is available for use. It can be checked out from the receptionist in the Offices of the Chancellor & Provost.
3. Food service and general housekeeping
The users are responsible for leaving conference rooms clean and orderly and should allow for cleanup time within their scheduled reservation. Departments may be held financially responsible for damage or additional custodial services.
a.
Tables and chairs should be in the original placement.
b.
Flip charts, posters, fliers, announcements, and decorations must not be taped or tacked to walls or doors. The rooms include dry erase boards.
c.
When food is served, care must be taken not to damage the room furnishings. All food and trash must be removed promptly following the meeting, and surfaces must be wiped clean. If meals are served, the trash must be removed to the dumpster outside, rather than filling the trash receptacle in the room or in the hall.
203 specific: Garbage bags are available in the credenza. Alternatively, a user can telephone the Custodial Division (2-1831) for a special pickup, which will be recharged to the user department. Beverage coasters are available in the top right drawer of the credenza.