YSM Room Reservations - Policies and Procedures

To reserve a room, please obtain the appropriate form below:

1. YSM Room Reservation Request Form
2. YSM Mother's Room Request Form

Once the form is completed, you can email the form to bso.customerservice@yale.edu or you can fax your form to 203-737-4446.

If your room request is for TODAY or the NEXT BUSINESS DAY, you can contact the Facilities Operations Call Center directly at 203-785-4620. We will provide availability via telephone. Please note: a reservation request form will need to be submitted before you can receive an email confirmation.

All requests that are submitted to us via email are processed in the order in which they are received.

BEAUMONT ROOM REQUESTS - Effective immediately

For all Beaumont Room inquiries, a Request for Service form for cleaning is required when submitting your room reservation request form. The reservation request will not be processed without the Request for Service form.

Important: When you receive an email room confirmation, please take the time to review the confirmation thoroughly as it may contain specific details in regards to unavailability.

Please note the following

1. If you have an ongoing reservation (weekly, biweekly, monthly, etc.), it must be renewed each year. Room reservations are not automatically carried over from academic year to academic year.

2. Please understand there may be a possibility that you will not be able to reserve a specific room simply because you have had it in the past. A change in the medical student curriculum might require the displacement of an event that has taken place for many years in the same room.

Priorities

The priorities for scheduling these rooms are as follows:

1. Medical student classes/Graduate student classes/Physician Associate classes
2. Grand Rounds
3. Lectures
4. Other functions

Note: No reservations will be accepted until July 1st of the upcoming academic year. Exceptions will be made on a case by case basis by the Office of Education.

Undergraduate Students

You must follow ALL guidelines in the Undergraduate Regulations section at the following website: http://www.yale.edu/yalecollege/publications/uregs/.

If alcohol is served, a licensed bartender and Yale Police Officer must be hired. Food and non alcoholic beverages must also be served.

Representatives from Yale Police and Yale Security will review your request and determine if Yale Police and/or Security are required. If so, you will be contacted for charging instructions.

A University official (Master, Dean of Student Affairs, or Business Director) must sign the reservation form certifying that he or she has met all guideline requirements as outlined in the Yale Security Website. He or she must sign the reservation form to acknowledge their department will be responsible for any and all damages to that area. This signature is needed to confirm the event.

Yale Security Website: http://yalecollege.yale.edu/content/conferences-and-major-events-checklist#4

Room Changes / Cancellations

If you need to make CHANGES to your existing reservation, you can send an email to bso.customerservice@yale.edu. Please be sure to reference your reservation number in your request. You will be notified if the change cannot be processed. If the change(s) can be made, you will receive a revised confirmation.

If you need to CANCEL your reservation, please send us an email as soon as possible so that the room can be available for others. Again, please be sure to reference your reservation number.

YSM Courtyard Event Policy

If your request is to reserve one of the following areas, please be sure to review the policy below:

Upon notification of availability, you must contact the Fire Code Compliance Department to ensure that your event meets all life safety requirements for an outdoor gathering. You will also need to notify the Manager of Grounds Maintenance for lawn maintenance and/or trash receptacles. Upon approval from both parties, the reservation will be made and an email confirmation will be sent. It is the customer�s responsibility to be sure the area is completely cleaned (trash removed, chairs/tables/tents picked up, etc.) after the event.

Contact information:

Access to Rooms

Keys are available from the SHM Rotunda Security guard (open 24 hours a day). If you need to request a key, you must provide a valid Yale ID. Sponsoring departments of non-Yale personnel are responsible for the keys. If you reserved the Beaumont Room, Steiner Room or the Harkness Auditorium, please lock the exit doors and return the key to the SHM Rotunda Security guard.

The keys must be returned immediately after the use of the room. You can contact Security at 203-785-5555.

Audiovisual Services

(These services are not included with room reservations)

ITS Media Services 203-737-3404 and Fax 203-737-5256

The Department of Media Services, AV/Video Section, makes the AV equipment in the rooms available. Please contact this department to arrange for the use of audiovisual equipment when reserving a room.

Before exiting the room, please be sure that the projection equipment is secured.

Note: A charge will be applied for audiovisual equipment. Services MUST be reserved at least 24 hours prior to the event. A 25% SURCHARGE will be applied to orders received within 24 hours.

Custodial Cleaning, Trash Removal & Furniture Set Up

If you plan to serve food and refreshments at your event, please adhere to the following procedure:

It is MANDATORY that your department makes arrangements in advance for these services. You must complete a Request for Service form (including a TCN number) or submit your request through the FAMIS Web Request FWR (www.facilities.yale.edu) with specific task instructions. Your PTAEO and/or YNHH Cost Center number is required. Your request must be submitted no less than 72 hours prior to the date of the event.

If you request furniture set up (tables, chairs, etc.), please be sure to specify that in your request also.

If you fail to meet these requirements and the room is not returned to its original condition for the next year, you will be contacted immediately at which point a PTAEO and/or YNHH Cost Center number will be required and you will be charged.

If you are experiencing electrical, heating or cooling problems during your event -- please contact Physical Plant at 785-4620.

Medical Student Teaching/Physician Associate Teaching

All necessary reservations for teaching events during the first and second year will be made by the Office of Education in accordance with the first and second year curriculum calendars.

Sponsors

If you are sponsoring an event, you are responsible for providing your guests/staff with information concerning: directions, parking, audio-visual equipment, keys, custodial services, electrical and heating problems.