Rotator

Welcome to UNCG Research

MHRA Conference Room Rules and Room Descriptions

Print Friendly

Online reservation form at http://research.uncg.edu/mhra-conference-room-form

Jody Hughes (334-4623, jfhughes@uncg.edu, Monday-Thursday, Front Desk) or,

Debbie Freund (256-0426, freundd@uncg.edu, Fridays, in 1704).


ROOM USAGE:

  • ORED conference rooms are not to be used as classroom space.
  • Student or public use is only allowed with a UNCG faculty or staff member present in the room at all times.
  • ORED office hours are 8:00 a.m. thru 5:00 p.m., Monday thru Friday. Special arrangements for after-hours access may be arranged in advance.

MAKING A RESERVATION:

  • Upon receipt of your reservation request, Jody or Debbie will send you a confirming email. Your reservation is not confirmed until you receive this confirmation!
  • Please be mindful of your requested time. If you need time for set up and clean-up, please indicate that when you make your reservation.
  • Let us know if you must cancel reservation – please don’t just not show up!

KEYS:

  • All meeting spaces are locked when not in use to protect the facilities and to keep other groups from using the space that you have reserved.
  • To obtain keys for the reserved meeting space, see Jody Hughes (334-4623, jfhughes@uncg.edu, Monday-Thursday, 1601 MHRA Front Desk) or Debbie Freund (256-0426, freundd@uncg.edu, Fridays, in 1704 MHRA).
  • The reserving group is responsible for ensuring the room is locked and the keys are returned immediately after use.
  • In the event of lost keys, the reserving group will be responsible for any replacement/rekey costs.

FOOD:

  • Catering can be arranged through Dining Services (334-5195) or online at: https://uncgcatering.catertrax.com/.  Arrangements for catering set-up, clean-up and after hours access are the responsibility of the reserving group. You must, at the time you place your food order, make arrangements with them to clean up immediately after your meeting, so that the room will be ready for the next group.
  • Keep in mind the catering office does not come back and clean up after boxed lunch meals, so it is the responsibility of the reserving group to clean up.
  • Outside vendors can also be used, but someone from the reserving group must be available to meet the delivery person to sign for/pay for the order when they arrive.
  • ALCOHOLIC BEVERAGES: Any use of Alcoholic Beverages must be approved through the Office of University Counsel. Rules and application form: http://policy.uncg.edu/alcohol.
  • COFFEE POT: A coffee pot is available in the kitchen for use in room 1607 only. There are two standard coffee pots, one for decaf and one for regular coffee, as well as a Keurig coffee maker. Coffee supplies (including coffee and filters, cups, sugar and creamer) are not provided. The coffee pots must be emptied and rinsed out prior to leaving. The coffee filter basket must be emptied and rinsed prior to leaving the facility. Instructions for use of the coffee pot are found in the kitchen.

CLEAN UP:

  • Furniture should be returned to its original layout at the conclusion of the meeting. Only chairs may be moved but should not be taken from the room.  Do not move the tables (tables may be moved in 2711 but must be returned to original layout following your event).
    • All surfaces must be cleared and wiped down prior to leaving the room.
    • DO NOT leave leftover food in the refrigerator or freezer.
    • A fee may be assessed to the reserving group if clean-up is handled by housekeeping.
  • Any food or drink trash must be removed by the reserving group. All weekend groups MUST remove any food or drink trash to the outside dumpster.

EQUIPMENT:

  • Please make sure to turn off the computer and projector, lock the teaching station and raise the screen if you use the teaching stations when your meeting is over.
  • Equipment may not be left in the rooms before or after your event. If you group leaves and comes back, make sure to lock the door. We are not responsible for equipment left in our conference rooms.
  • Most of the conference rooms have a teaching station and projector/screen (see detailed list of rooms). UNCG faculty/staff may use their UNCG credentials to log in. A generic guest account for non-UNCG users is available (see info sheet on the teaching station), as well.
  • Room 3603 has an overhead projector but no computer. A laptop must be used to connect to the projector.  An ORED loaner may be available, if advance arrangements have been made when you reserve the room.

TELEPHONE CONFERENCE CALLS:

  • Telephone Conference call equipment is available, if arranged in advance, for all rooms except the kitchen and social lounge. This requires a separate reservation – reserving a room does not guarantee you will have access to a conference phone unless it has been reserved.
  • The telephone is capable of connecting to one or two other numbers. If there will be multiple numbers on the call, contact Telephone Services in advance to request a “meet me” number you can give out to participants to dial-in.
  • Long distance charges for conference calls, if applicable, will be charged to the reserving group.

TELECONFERENCE or WEBINAR or VIDEO CONFERENCE?

Teleconferences or conference calls use only a telephone and the information is all audio. Most of our rooms can be set up for a teleconference, assuming the telephone equipment is available and reserved in advance (see CONFERENCE CALLS)

Webinars or webcasts are virtual meetings held over the Internet. These meetings allow participants to simultaneously participate by logging into a website and virtually looking at documents or watching content. Users may interact with one another through text chat, email or over the telephone in web conferences. Make sure to reserve the Telephone Conference Equipment if you will be connecting via the computer AND telephone!

Video conferencing allows participants to view a live stream of video of each other. This is only available in Room 2711 where we have video conferencing equipment equipped with a video camera.  The video conference equipment must be reserved separately when reserving the room. This reservation will alert our technician who will set it up ahead of time. In order to do this, he must have the IP address and contact name/info of the organization sponsoring the videoconference. Upon confirmation of the room and equipment, send an email to David Starnes (dastarne@uncg.edu)  or Chris Farrior (ciffarrio@uncg.edu) with this information to finalize the reservation.

Skype or similar programs are not usable on the equipment in our rooms. Contact David or Chris is you need more clarification.


MHRA ROOM DESCRIPTIONS

Room 1406/Kitchen (On the 1st floor, accessible from the main MHRA hall or from 1607 MHRA)

  • Includes a sink, refrigerator, small icemaker, microwave oven and range. No cooking utensils (pots, pans, spoons, etc.) are provided.
  • The kitchen must be cleaned and all items removed from the refrigerator after use. If you are using the kitchen and put items in the refrigerator ahead of time for use at your meeting, make sure to label them. The refrigerator is regularly cleaned out and unlabeled food may be thrown out.

Room 1302/Social Lounge (On the 1st floor, accessible from the main MHRA hall)

  • Maximum seating capacity is approximately 14
  • Large room includes 4 upholstered chairs and 2 loveseats, 6 side chairs, end tables and a credenza  and 2 long tables for food service. The kitchen is directly across the hall. It is a good location or socials or small gatherings.

Room 1607/Large Conference Room (On the 1st floor, accessible from the main MHRA hallway or through the ORED office suite room 1601)

  • Maximum seating capacity is 28 (18 around the conference table and 10 against the wall around the room)
  • Room includes a large conference table which cannot be moved, a computer teaching station (includes a hookup to connect your laptop, if desired), ceiling data projector, wireless slide advance/presenter with laser pointer, wireless keyboard, whiteboard, long bar suitable for food service with direct access to the kitchen. Conference call equipment may be available, if arranged in advance.
  • Room is suitable for meetings, presentations, lectures, or gatherings where a conference table style setup is appropriate.

Room 1609/Small Conference Room (On the 1st floor, accessible through the ORED office suite room 1601)

  • Maximum seating capacity is 10
  • Room includes a small conference table which cannot be moved, a hookup to connect your laptop, ceiling data projector, whiteboard, long table suitable for food service. Conference call equipment may be available, if arranged in advance.
  • Room is suitable for meetings, presentations, lectures, or small gatherings where a conference table style setup is appropriate.

Room 2603/Medium Conference (On the 2nd floor, accessible from the main MHRA hallway at the top of the stairs)

  • Maximum seating capacity is 21 (10 around the table and 11 additional chairs against the wall.
  • Room includes a medium conference table which cannot be moved, a computer teaching station, (includes a hookup to connect your laptop, if desired), wireless slide advance/presenter with laser pointer, ceiling data projector, whiteboard, long credenza suitable for food service. Conference call equipment may be available, if arranged in advance.
  • Room is suitable for meetings, presentations, lectures, or small gatherings where a conference table style setup is appropriate.

 Room 2711/Training Room (On the 2nd floor, accessible from 2601 MHRA at the top of the stairs)

  • Maximum seating capacity is 37.
  • Room includes  11 tables on wheels, 37 chairs on wheels, multiple hookups to connect laptops, ceiling data projector, wireless slide advance/presenter with laser pointer, whiteboard and videoconferencing equipment.  Conference call equipment may be available, if arranged in advance.
  • Room is suitable for meetings, presentations, lectures, or gatherings in a conference or classroom style. Tables and chairs may be reconfigure in this room but should returned to their the original position at the end of your event. Possible configurations include a large U or closed U shape, large conference table or classroom setup. We suggest you allow time to move the furniture into the style you prefer when you make your reservation. WE DO NOT MOVE THE FURNITURE FOR YOU!

Room 3603/Conference Room (On the 3rd floor, accessible main MHRA hallway at the top of the stairs)

  • Maximum seating capacity is 14 (8 chairs around the table and 6 chairs against the wall).
  • Room includes a small conference table which cannot be moved, computer workstation, ceiling data projector, whiteboard, long table suitable for food service. Conference call equipment may be available, if arranged in advance.
  • Room is suitable for meetings, presentations, lectures, or small gatherings where a conference table style setup is appropriate.

Room 3501/Humanities Faculty Lounge (On 3rd floor at the top of the stairs)

  • Cannot be reserved through ORED; see the History Department to reserve.