Section Renumbered 8/06

1. General
2. Conference Room Coordination
3. Reservations
4. Standing Reservations

A. GENERAL

A number of conference and assembly rooms are available for use by Laboratory groups and by outside groups when the purpose of the meeting is related to Laboratory work. Use by employee organizations must be arranged through the Human Resources Department. Rooms may not be used for purposes unrelated to Laboratory work unless the proposed use has been approved by the Laboratory Director's Office. Although some rooms have been assigned to specific groups or departments, all Laboratory conference/meeting rooms are to be listed on Calendar and are intended to be available for general use by Laboratory employees. Meeting rooms and auditoriums that are 45 square meters or larger are defined as Institutional Conference Rooms and are administered and maintained by the Facilities Division. Institutional Conference Rooms are listed on the Facilities Web page and are scheduled through the Work Request Center.

B. CONFERENCE ROOM COORDINATION

Each conference room is assigned a conference room coordinator (CRC) to act as room reservationist and provide guidelines for conference room users. The Work Request Center is the CRC for Institutional Conference Rooms.

C. RESERVATIONS

Reservations are made by the responsible CRC with consideration for the following:

• The Laboratory Director has priority use of all Laboratory meeting rooms.

• In specific-purpose rooms (e.g., those with video-conferencing facilities), groups that need to use the equipment have priority. Currently, these rooms are 50B-4205, 50B-6106, 50F-1647, 71-264, and 90-3075. Rooms 50B-4205, 50F-1647, and 90-3075 are administered by Video Conferencing Services (6767).

• If a change is made in a room reservation (e.g., a group with a standing reservation is persuaded by another user group to relinquish the room), the CRC must be notified of the change by the original user. The CRC is not responsible for changing reservations.

D. STANDING RESERVATIONS

Groups that need meeting space on a regular basis (e.g., weekly, monthly) may reserve a conference room under the following conditions:

• The request for a standing reservation must be made in writing to the appropriate CRC.

• If the standing reservation will not be used on a specific date, the CRC should be notified at the earliest possible time, thus enabling others to use the room.

Standing reservations that are not used on a frequent and regular basis may be canceled by the CRC.