Facilities Services at University of Chicago Medicine and Biological Sciences

CONFERENCE ROOMS ARE RESERVED IN THE ORDER THAT THE REQUEST WAS RECEIVED IN EMS.

Outlined are the conference room approvers for the various buildings:

• Medical Center / BSD: Dora Larrieu
• Comer K269 / K287: Sharrol Sims
• KCBD Building: Dan Tiberi
• BSLC Building: Don Churilla
• Gordon Center: Don Churilla
• Center For Care & Discovery: Dora Larrieu
• Radiology DCAM: 1544: Contact Radiology Administration 2-6024

Conference Room Alerts / Information

Conference Room Alerts - Additional Rooms in EMS , DCAM 1113 seating  40 people,. CCD conference rooms  3592, 3630, 4592 and 4630 with a seating capacity of 8. If any questions please contact Dora Larrieu in Multi-Media Services at 2-6265.

UCM Conference Room Polices

List of available Conference Rooms in EMS

Make A Reservation In EMS

I want to make a reservation In EMS Click Here

General Information

Multi-Media Services supports the management of many public conference spaces for room setups and approvals in selected locations. Due to room availability reservations may be re-assign or based on the size of the group, type of program, and space available to assure the maximum and most appropriate space utilization.

If a requester is making a reoccurring room reservation in EMS it will be their responsibility to re-new the booking upon the expiration of the booking.

Restrictions

Certain buildings such as GCIS, BSLC, KCBD and the Center for Care & Discovery 7th floor conference center, have restrictions and policies regarding food and beverages. Room fees are require in order to reserve selected rooms. Departments seeking to host weekday events in public spaces may need additional approval from Hospital Administration.

Safety & Environmental Compliance

Depending on location certain events and meetings must be reviewed for safety and environmental compliance. When a request is made for a special event or large gathering, to Multi-Media Services they will coordinate the review of the event with the following departments that include Safety and Environmental Compliance, Public Safety, Physical Plant and Environmental Services.

UCM Safety Policy S06-22  Catered Events & Large Gatherings

UCM Special Events Checklist

Events Management System (EMS) Online Conference Room Reservations 

Any user can view the availability of conference spaces. To request conference space in EMS, first create an account in EMS. Once the form is reviewed and approved, you’ll be granted privileges and can begin requesting space. Once a request is submitted the requester will receive an email confirmation within two business days on the status. If the request is urgent ,the requester can contact Dora Larrieu at 2-6265 or send an email through the listed "Contact Us." list.

Virtual EMS On-Line Training

Need help in using EMS? Users can review the Virtual EMS On-line Training video click here . Need additional help please contact Multi-Media Services at 2-6265.

Priority Scheduling

BSD academic courses are given first priority pending the location (BSLC,KCBD,GCIS) of the request. Other major events receive second priority for scheduling space in the various conference rooms. Departments may begin scheduling space in EMS Enterprise at any time during the calendar year. Some restrictions may apply on approving based on the facility.

See the BSLC Scheduling Policy Reservation Agreement (DOC) »

Approvals

The approval of a room reservation is a mutual agreement between the person approving the request and the department. The requester must provide a list of the dates, times and venue spaces. Once the request has been approved and confirmed via an email a binding reservation is set forth.

Note: Due to unforseen circumstances some resevations may be subject to change in moving to another location.

Denials

The person that approves the conference room in the selected buildings reserves the right to deny space usage for a group or event if the event scope is beyond the physical or technical abilities of the staff or facility.

Reservation requests may also be denied if the organization or event is in conflict with the University of Chicago Medicine and Biological Sciences policies and safety regulations.

Fees

In certain cases, there may be a charge for conference room spaces that include various services such as equipment rentals, cleaning, audio visual, labor and a room fee. Non-medical center organizations or individuals are charged room rental fees. Payments are expected prior to the time of service. 

• Audio visual
• Conference room fee
• Physical plant
• Other contracted services

WebEx Conferencing

The University of Chicago IT Services offers several web conferencing options with a wide range of features for your needs. Conference organizers may choose from a number of features when they schedule their meetings:

• WebEx Meeting Center - Integrates the web and a conference call, and requires only a web browser when using integrated Voice over IP telephony. It is most suitable for real-time software demonstration, reviewing documents, and project updates. Supports up to 1000 attendees in one meeting. You can also control your audio conference from within the WebEx Meeting Center interface. Voice control includes options to mute and unmute participants.
• Audience - Faculty and Staff
• Service Charges - WebEx is not usage-based. It is charged at the Exec level per allotted licenses. 

 Requesting the Service:

• Click here to complete the order form.
• Note: If you are requesting a group shared account.  Input the group name as noted below.
  Example:
    First Name: WebEx
    Last Name: Team
•  Service Levels -  24x7
• WebEx PowerPoint here
• Support Contact - See documentation here.  You can also contact the IT Services Service Desk by submitting a ticket via the ITS Self-Service Portal, by phone at 2-5800 (773-702-5800), or via email at itservices@uchicago.edu.

Audio Visual

In most cases, Multi-Media Services can accommodate all the requestors’ needs for any event. There will be charges for services that may include equipment, linen rentals, cleaning, and audio visual support. Multi-Media Services will coordinate with other departments such as Physical Plant and other in-house and contracted services. Non-medical center organizations or individuals are charged room rental fees. Payments are expected prior to the time of service. 

Cancellations

Cancellations made less than two business days prior to the event,  may incur additional fees that impact equipment and other services.

Estimates

We will provide an estimate for all requested services and equipment. Fee variables may include, but are not limited to, room setups, number of participants, type of activity, equipment requirements and other services.

Changes made less than two business days prior to the event, may incur additional fees  for equipment, labor and other services.