Who May Use the Meeting Rooms

Priorities for Scheduling
Events sponsored by the President’s Office, Dean’s Office and other entities of the Engineering School have first priority for meeting room use and are exempt from room-rental fees and deposits, but not exempt from charges for room reconfiguration, special cleaning, lost keys, etc.

Other users of University of Maryland College Park are scheduled on a first-come, first served basis and are exempt from room-rental fees and deposits, but not exempt from charges for room reconfiguration, special cleaning, etc.

The reservable public space rooms in the Kim Building are intended to directly support engineering academic programs, research programs or development programs.

Other Restrictions
We do not permit chairs or trash cans to be used as door stops.  If a door stop is desired we have them available upon request in the Dean’s Office.

Student organizations may reserve rooms during business hours if sponsored by department.  NO NIGHTIME USE BY STUDENT GROUPS PERMITTED (unless there is an advisor present to oversee the event).

Use of adhesives of any kind and thumb tacks is NOT PERMITTED on any walls, doors, or other painted surfaces in the Jeong H Kim Building.

Reservation Policies

Space Request Forms
To reserve a room in the Jeong Kim Building, you must fill out and complete a Space Request Form online before your meeting by using the link (http://www.eng.umd.edu/room-reserve/).  It is also located on the Engineering website.  If you have a very urgent request, you can call 301-405-8335.

Advance Reservations
The meeting rooms may be reserved up to 6 months in advance, more than 6 months will require special consideration due to the high usage of our meeting rooms.

Limited Number of Reservations Permitted
Long term reservation of any of the seminar rooms is not permitted.  Rooms cannot be reserved for more than four weeks in a row for a given time slot.

No group can schedule the use of these rooms at any given time for long repeated terms into the future.

A group can schedule repeatedly but will have to compete with other groups when making such reservations.  For example, no one would be permitted to schedule the room every Wednesday from 9am-10am for the entire semester.

Uncommon usage
Any request for usage of any unusual nature will be forwarded by the Dean’s Office for review by the oversight committee.  This committee consists of the Director of Facilities, Associate Director of Facilities and executive Director, Information Technology.

Cancellations
If a reservation is made and the event/meeting will not take place at the reserved time, it is the responsibility of the person reserving the room to let us know immediately.

Holds
If a reservation is placed on “HOLD” it is the responsibility of the person reserving the room to release the “HOLD” immediately.  A room can only be held for two weeks unless a special request is made to hold it longer than the two weeks.

Hours
Our conference room’s normal operating hours are Monday – Friday, 8am – 4:30pm.  AV support may be available after hours at an additional charge.

The Main Kim Engineering Building doors unlock at 6:30am and lock again at 8:00pm, Monday – Friday.  If your event is during the evening hours you may want to contact Building Security at bss@umpd.umd.edu to prevent the lights from switching to energy saving mode.

General Policies

Keys
The individual/or group reserving rooms must come to the Dean’s Suite, room 3110 to sign out a card-swipe key to gain access to rooms.  Key(s) must be returned to us within 24 hours after meeting/event is over.  If your event ends after business hours, you have the option to return the key by sliding key under the Dean’s office door or return it the next business morning.

Room Capacity
Kay 1 & 2 Boardroom, rooms 1107 & 1111 each have approximately 23 chairs and a total of 46 chairs if room is combined.

Pepco Room, room 1105 has approximately 40 chairs.

Room Set-up
Pepco standard room set up is Seminar Style ONLY with two tables.  The Kay Boardrooms 1 & 2 standard room set up is U-shape (see conference room set-ups).

Set-up arrangements
If you require special room configuration/setup & takedown, you must contact facilities at x52222.

Wall Divider (Kay 1 & 2)
To have the wall opened or closed, you must request it when you fill out the Space Request Form when reserving the room.

Equipment/Furniture

•  Laser Pointers: Are not provided by Dean’s Office.
• Chairs/Tables:  Are not to be removed or switched out of either room unless  AUTHORIZED.
•  Extra Chairs:    Are available through Facilities Management Special Events .  (ext. 5-2222)

Food and Drink
Food and beverages are permitted in Pepco and Kay 1 & 2 with restrictions (see Cleaning/Reconfiguration Fee).

ABSOLUTELY NO FOOD AND/OR BEVERAGES ALLOWED IN THE LECTURE HALL!!! (All food and beverages must be served and consumed outside the Lecture Hall on either the first or second floors).

Parking
The Dean’s office DOES NOT validate parking for event participants.

Clean Up
Meeting rooms must be cleaned after your function.  Trash MUST be removed, tables wiped and chairs back in place.

• Trash: You must remove all debris before departing the building by (taking it out to the dumpster, located between the Potomac building and KIM building) and re-configuring the room at the end of your event/meeting or a fee will be charged to provide clean up costs if food and beverage is used in rooms to pay for cleaning if spills occur and also the fee will be assessed when reconfiguration is required prior to the next event/meeting (see Cleaning/Reconfiguration Fee).

• Tables:  All tables and credenzas must be wiped down using WATER ONLY.

• White Boards:  Erased and wiped down.

• Room:  Returned to its original set-up.

• AV Equipment:  Turned off.

• Failure to Clean:  (see Cleaning/Reconfiguration Fee)

Fees

As part of the reservation procedure, the responsible party will be required to sign an agreement and provide their FRS number at the time of reservation to pay for cleaning if spills occur if food and beverage is used in rooms.

Cleaning/Reconfiguration Fee
At the end of your event/meeting the room must be returned to its original configuration.  A $100.00 fee will be assessed when cleaning/reconfiguration is required prior to the next event/meeting.

Rental Fees
For groups other than engineering or college park campus, the rental fees are per room, per day.