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INFORMATION FOR

Facilities Managed Rooms

Information

Set Up Your Profile

Follow the step-by-step instructions to setup your Virtual EMS Profile.

Please visit the YSM Online Room Scheduling site to create your user profile today.

The Facilities Operations Service Center will receive a notification when a new user profile has been submitted. The request for a new user profile will be reviewed for approval. Upon approval, you will receive an email stating that your profile has been activated. The email will include detailed instructions on how to reserve a room in the new virtual system.

Reservation Process

Requests for new reservations can only be submitted through June 20, 2014. When submitting a room reservation through the new virtual web system, you will receive what is referred to as a PENDING Room Summary email. This is NOT your confirmation. Your request is PENDING until it is reviewed and approved by one of our specialists. Upon approval, you will receive a room confirmation email.

A COA number is now required for all room requests. Kindly note, you will not be charged to use the room. The COA number will be kept on file in the event that the room is not returned to its original condition. You may be subject to a service charge if the room is not returned to its original condition. If you plan to serve food at your event, a Facilities Work Request is required for custodial services. A COA number is required for processing.

If you know in advance that you will not be utilizing the room on a specific date, please log into the system and cancel your reservation so that the room(s) can be available to others.

If you need to adjust the date and/or time on a current reservation, please log into the system and utilize the Browse for Space option first to be sure that the change can be made before attempting to adjust your reservation.

NOTE: When browsing for space, anything blocked off in BLUE means that the room is not available for the requested time.

If you submitted a room request for TODAY or the NEXT BUSINESS DAY, please contact us directly at 203-432-6888. At that time, we will review the room request in our system and send you a confirmation email.

Policies and Procedures

The individual / department submitting a room reservation is responsible for arranging and paying for any of the below services if needed:

  • Should you require audio visual assistance or equipment, please contact Classroom Technology directly at 203-737-3404. These services are not included with room reservations.
  • YSM Courtyard / Outside event policy
  • If your request is for: Amistad Park / TAC Courtyard / SHM Rose Garden or the Harkness Lawn & Patio areas, please read below:

You must submit a Facilities Web Request (FWR) for the following Services:

  • Fire Code Compliance To ensure safety requirements
  • Grounds Maintenance For lawn maintenance and/or trash receptacle needs

NOTE: YOUR ROOM REQUEST WILL REMAIN IN PENDING STATUS UNTIL YOU EMAIL facilities.servicecenter@yale.edu WITH THE WORK ORDER NUMBERS.

Custodial Services & Furniture Set Up

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

  • Prior to your event, your department must coordinate the proper cleaning arrangements as all rooms must be cleaned afterwards. Your department will be charged for restorative costs if the space is not returned to its original condition.
  • To request cleaning, furniture set up, etc., please submit a FAMIS Web Request (FWR) at www.facilities.yale.edu no less than (3) business days prior to the date of the event.

Student Information

Students are able to utilize the new virtual system however the same rules and regulations apply when alcohol is served.

Before submitting a room request in our new system, you must obtain a COA number from the Office of Student Affairs. We ask for this information in the event that the room is not left in its original condition.

All room requests submitted through the new system will be in a PENDING status. You will receive a system generated web request summary email. Your reservation is not CONFIRMED until we receive the request and review it. If approved, you will then receive an official room confirmation email.

If you know in advance that you will not be using the room that you have reserved, please log into the system and CANCEL the reservation so that the room can be available for others.

IMPORTANT: If your request is for an event in which alcohol will be served, please note that your request will be forwarded to the Office of Student Affairs for review. If your request is approved, you will receive a confirmation email. Please continue to refer to the protocol detailed below:

The following protocol applies to Medical / Undergraduate / Graduate Students:

  • You must follow ALL guidelines in the Undergraduate Regulations section at the following website: https://yalecollege.yale.edu/.
  • 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.

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

Amistad Park

104 Washington Avenue

This is an outdoor event space.

BCMM

Molecular Medicine Conference Rooms (Boyer Center)

295 Congress Ave

BCMM 101


Conference room, seats 25 people
Equipment: Conference table, blackboard, white board, projection screen, overhead projector, slide projector (must bring own slide carousel). Kitchenette just outside each room contains a sink, refrigerator, oven, and microwave.
Contact Person: Facilities Operations, reserve this room using The Online Reservation System
Directions: Enter the Boyer Center at 295 Congress Ave. First door on left.
Note: Sign out equipment in room 101.

BCMM 201


Conference room, seats 25 people
Equipment: Conference table, blackboard, white board, projection screen, overhead projector, slide projector (must bring own slide carousel). A small kitchen area just outside each room contains a sink, refrigerator, oven, and microwave.
Contact Person: Facilities Operations, reserve this room using The Online Reservation System
Directions: Enter the Boyer Center at 295 Congress Ave. Use elevator to second floor. Room is straight ahead.
Note: Sign out equipment in room 101.

Harkness

Edward S. Harkness Hall

367 Cedar St.

HARKNESS LOUNGE/PATIO


Reception room, holds 150 people with tables and chairs, about 300 persons standing, patio 100.
Equipment: Piano
Directions: Enter Edward S. Harkness Hall at main entrance. Go through doorway on left and follow hallway to the end. Door on left leads into Harkness Lounge.
Notes:
  • ITS Media Group


HARKNESS LAWN


Outside Event Space

Hope

Jane Ellen Hope Building

315 Cedar Street
  • The Jane Ellen Hope Building is the major teaching facility of the Yale Medical School. The 315 Cedar Street entrance is accessible only to those who have medical school key cards. If you are planning a meeting in this building with non-medical school participants, please instruct them to enter at 333 Cedar Street and proceed along the C-Wing to the Hope Building.
  • There is an elevator in the Hope Building and all lecture, seminar rooms and bathrooms are ACCESSIBLE TO THE HANDICAPPED. A pay phone is on the first floor and the second floor has a phone that dials out only.
  • No food or drinks are allowed in the lecture halls or classrooms, only in the seminar rooms.
  • On the third floor of the Hope Building there is a Lounge which may be used for small, informal receptions, provided the adjoining seminar rooms are not used for teaching at that time. There is also a (locked) kitchen. As with all keys, the key may be picked up from the SHM Rotunda Security guard.

H-103

Historic amphitheater, seats 58 people
Equipment: electric screen, blackboard, Ethernet.
Directions: Upon entering the Hope Building at 315 Cedar street, walk up a set of stairs. H-103 is on the top of the stairs on your left side.
Notes:
  • Seating is very graduated on a steep slope. Uncomfortable for long events.
  • ITS Media Group


H-110

Lecture hall, seats 120 people
Equipment: 3 Slide projectors (which will accommodate both dual and single projection), a video/data projector, permanently installed VCR (which will play both VHS & SVHS formats), sound system, motorized projection screen, satellite & videoconferencing capabilities, Ethernet, podium with Mac computer.
Directions: Upon entering the Hope Building at 315 Cedar Street, walk up a set of steps. H-110 is on the top of the stairs on your right.
Notes:
  • Medical Student Courses are assigned to this room daily from 8:00 am -5:00 pm.
  • ITS Media Group


H-203

Classroom, seats 42 people
Equipment: Lectern, motorized projection screen, data projector, Dell Laptop, sound system with wireless mic, VCR/DVD in podium, VCR, Ethernet connection, conference table, blackboard.
Directions: Enter Hope Building at 315 Cedar Street. Take elevator on the right. Ride to 2nd floor. Take a right and walk up 8 steps. H-203 is in front of you.
Notes:
  • Physician Associate Courses are assigned to this room daily from 8am to 5 pm. The room is available after 5 pm during the week and all day on the weekends.
  • ITS Media Group


H-216

Lecture hall, seats 120 people
Equipment: Three slide projectors (which will accommodate both dual and single projection), a video/data projector, permanently installed VCR (which will play both VHS & SVHS formats), sound system, motorized projection screen, fiber optic cable and Ethernet connections, video conferencing and satellite capabilities, a telephone, blackboard, lectern, laser pointer, microphone, podium with PC.
Directions: Enter Hope Building at 315 Cedar Street. Take elevator on the right to 2nd floor. Take a left and immediately right. H-216 is the first door on your left.
Notes:
  • Small area in front of room for snacks, etc.
  • ITS Media Group


HOPE SEMINAR ROOMS

(The following applies to all seminar rooms)
Lounge: about 70 chairs can be set up (may only be reserved if the seminar rooms are NOT in use).
Equipment: Ethernet connection, conference table, pull down screen, blackboard. NO audiovisual equipment.
Directions: To second floor rooms: Enter Hope Building at 315 Cedar St. Take elevator on the right to 2nd floor. Turn left and immediately right. First door on the left is H-210, second is H-211, and H-212 is third on the left.

To third floor rooms: Enter Hope Building at 315 Cedar St., Take elevator to 3rd floor. Turn right and all rooms encircle the open lounge area. (H-316 & 314 are on the right side, H-309-311 are on the left side of the lounge)

Map of room locations in Hope

Notes:
  • Medical Student Courses are assigned to this room daily from 8:00 am to 5:00 pm.
  • Kitchenette available.
  • ITS Media Group
H-210 seats 12
H-211 seats 15
H-212 seats 12
H-309 seats 30, Powerpoint capable with plasma screen
H-310 seats 30, Powerpoint capable with plasma screen
H-311 seats 26, Powerpoint capable with plasma screen
H-314 seats 30, Powerpoint capable with plasma screen
H-315 seats 30, Powerpoint capable with plasma screen
H-316 seats 30, Powerpoint capable with plasma screen

LMP

Laboratory for Medicine and Pediatrics (LMP)

330 Cedar St.

FITKIN AMPHITHEATRE LMP 1094

Amphitheatre, seats 150 people
Equipment: Data projector, two carousel projectors, overhead projector, VCR, sound system, screen, laser pointer, Ethernet, telephone, blackboard, lectern, video conferencing and satellite video capability, podium with PC.
Directions: Enter 330 Cedar Street (Boardman Building). Go down hallway to "T", take a right. Use stairwell on the right. Go up the stairs halfway, entrance to Fitkin is on the landing.
Notes:
  • Telephone number in room is 785-4124
  • Media Services

SHM

MARY S. HARKNESS AUDITORIUM

SHM 333 Cedar
Auditorium, 446 seats (300 on the first floor, and 146 in the balcony).
Equipment: Stage, State of the art tele-conferencing facility, equipped with two permanently installed cameras for broadcasting (system can accommodate 7 cameras), DLP Data/Videoprojector, Bose Panaray Sound System, two 35 mm slide projectors for dual slide projection, SVHS VCR CD playback, audio-tape playback and record, wireless lavalier microphone/two hand held microphones for audience questions, 35í diagonal screen, laser pointer, lectern, podium has a DVD/VCR combo, portable blackboard.
Directions: Enter SHM, 333 Cedar Street. At the rotunda turn left. The Auditorium is on the right. Wheelchair Access
Notes:
  • The projection booth (737-1695) is locked. Call Media Services 737-5280, Fax 737-5256 for use. 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.
  • If you require the auditorium for testing, YOU MAY NOT RENUMBER THE SEATS!
  • Telephone 785-4243 (in projection booth)


STEINER ROOM SHM L-210

Conference room, 22 seats.
Equipment: Conference table, projection screen, Ethernet, telephone.
Directions: Enter 333 Cedar Street. Take a right at the rotunda, then a left into the staircase. Walk up to the 2nd floor. Walk through the double doors, turn left and take the hallway to your immediate left which leads to the rotunda area. The Steiner Room is on the left side of the circular railing.
Notes:
  • Room is locked. (Get key from security guard at the rotunda.)
  • Media Services

ROSE GARDEN AND ROSE GARDEN COURTYARD

Outdoor Event Space

LACTATION ROOM SHM L-0007

Behind the Mail Office

TAC

The Anlyan Center for Medical Research (TAC)

300 Cedar St.

  • The Anlyan Center for Medical Research & Education is a teaching and research facility of Yale Medical School.
  • The building is accessible Monday – Friday from 7:00 am – 7:00 pm. If you are planning an event after hours or on the weekend, you MUST make arrangements with Security at 203-785-5555. Please note that a fee will be applied.
  • There is an elevator in the building and all lecture, seminar rooms and bathrooms are ACCESSIBLE TO THE HANDICAPPED.
  • No food or drinks are allowed in the lecture halls or classrooms, only in the seminar rooms.

Directions:

  • From the Howard Ave. Garage -Upon exiting the Garage turn right onto Howard Ave. and walk towards Congress Ave. Take a left onto Congress Avenue. Walk one block. At the intersection Cedar/Congress turn right and enter via the main entrance.
  • From the Air Rights Garage -Upon exiting the garage walk on York Street towards the Hospital Turn left onto Cedar Street, walk one block, cross Congress Avenue. The building on the right is TAC.

N107

Auditorium, seats 152 people
Equipment: Data projector, speakers, lectern, Network connection, VCR/Slide projectors, document camera in the podium, podium with PC.
Directions: Door on right in foyer leads into the auditorium.
Notes:
  • The auditorium is locked. During regular work hours TAC security will unlock the room. After hours or on weekends arrangements must be made with Security at 203-785-5555.
  • ITS Media Group
  • A large foyer outside the room can be used for breaks or reception, etc.

The following areas can be reserved for breaks or reception, etc. If you need to use the areas below for your event, you must reserve them as they are not automatically available when booking the auditorium.

  • TAC Lobbies (Upper and Lower)
  • TAC Bridge
  • TAC Courtyard



N203

Conference room, seats 36
Equipment: Data projector, Network connection
Directions: Take elevator to the second floor. Turn right. Room at the end of the hallway is N203.
Notes:
  • This room is setup as class room (i.e. chairs with writing tablets, no table).
  • ITS Media Group

NL01-C


Important:
  • Due to possible noise interference, if you are requesting to use only the lobby areas, they cannot be reserved if there is another event scheduled in the auditorium during the time which you are requesting.


SEMINAR ROOMS

(The following applies to all seminar rooms)
Equipment: No AV, Network connection.
Directions: Take elevator to the second floor. Turn right. Rooms are on the left along the hallway.
Notes:

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. Contact the ITS Media Group for further information.

N205 seats 20, pull-down projection screen
N207 seats 20, pull-down projection screen