Generally, the Scheduling Manager shall have priority during any semester
for room reservations for academic needs. Exceptions may be made for external events
that need to be scheduled significantly in advance. Once all academic requirements
have been completed, the Scheduling Manager will notify Smith Programs and Events
that they may schedule their events.
Smith Programs and Events will book all known events and notify Smith Operations
when completed. Then reservations may now be made for all other requirements. Smith
Programs and Events will reserve rooms for other events as defined by (a) above
as the requirements become known throughout the semester.
Anyone desiring a room or rooms for other purposes should notify Smith
Operations of their requirements via telephone, e-mail, or in person.
Reminder: if this is for a program or event, please submit your
request through the Online Event Request Form:
WHY SHOULD I USE THIS SYSTEM? You should submit your event to the online submission site in the following instances:
Smith Operations will respond to the
requestor with the room(s) assigned to them and any restrictions on the use.
Requests from outside the Smith School of Business shall be handled in the
Dedicated Conference Rooms: 1570 (Undergraduate Studies), 3570A (Communications/QUEST),
2534 (Executive Education), 3370 (Marketing and LBPP) and 4370 (DO&IT), as well
as all space within the Office of Career Management is reserved through their respective
South Original and North Wing Classrooms and Conference Rooms: (1202, 1206,
1212, 1303, 1307, 1314, 1330, 1333, 1335, 1336, 1505, 1511, 1518, 1520, 1528, 1524
Frank Auditorium, and conference rooms 1326, 2330, 3332, 3440, 4335, 4440, 4534,
and 4535, 1411, 1412, 1415, and 1418) are available for reservations by faculty,
staff and students. Smith MBA Student groups may also reserve these spaces for external
functions on Friday afternoons, evenings, and weekends.
PhD Seminar Rooms: (2509 and 3330H) may be reserved by faculty and staff if
not required by the PhD Program Office.
Students reservations can be made through the following channels:
Case Rooms: (2301C/D, 2311C/D, 2333F/G/H/J/L/M/N/P/Q/R/S/T) may only be reserved
in advance by MBA students, on a first come, first serve basis. These reservations
may be made no more than two weeks in advance of the requested date and for a period
of no longer than 4 hours. Reservations can be made with the Master’s Program Office.
Grand Atrium (Pownall Atrium), 3rd Floor Lobby, 1400 Atrium, North Wing Atrium
may only be reserved by faculty or staff typically only when all rooms surrounding
these spaces are empty (generally after 2pm on Fridays and on weekends).
Executive Education Classrooms and Conference Rooms: (2505, 2511, 2515, 2534)
are reserved solely through Executive Education. Smith Programs and Events will
work with Executive Education Office for events handled by OSPE.
Executive Dining Room: administered through Executive Education, this room
will be made available for receptions and lunches for important departmental or
program events. Smith Programs and Events will work with Executive Education Office
for events handled by OSPE.
Outside Area (Edwards Courtyard & Mayer Mall): may be reserved by any department
or any club or organization that is officially sanctioned by the Smith School of
Business during the evenings and weekends pending class schedule.
Executive Meeting Space (2333A/B/C/D): requests for use of these rooms should
be directed to the Smith Program and Events Director and are handled on a case by
Department Controlled Spaces: the following labs, computer rooms and classrooms
are controlled by individual departments or organizations. Their use may be coordinated
through the appropriate organization.
This policy administered by the Office of Smith Programs and Events and is governed
by the Office of the Dean. Any clarifications or resolution of conflicts should
be addressed to the Director of Smith Programs and Events and the Vice Dean.
Exceptions to these guidelines may be made by the Director of Smith Programs
and Events. Exceptions involving the Executive Education Classrooms, Conference
Rooms and Dining Room shall require the additional consent of the Office of Executive
Important Things To Consider
The most important thing to consider when planning an event is how it will
affect other people and other areas of Van Munching Hall. If you are planning an
event during a time when classes are in session, it’s very important to ensure
that your group does not disrupt classes.
How will the arrival, departure and traffic from your event impact other
people and other areas of the building? This includes transportation to and from
Van Munching Hall, as well as traffic in the building caused by your event. Are
there classes in session during your event? Are exams taking place during your
event? Who else will be using stairs, elevators, hallways and restrooms during
What Kind of Event?
Are you hosting a conference, lecture, panel discussion, round-table
discussion, information session, reception or meeting?
What Time of Day Can Events Take Place?
Generally, the best day to host an event in Van Munching Hall is on Friday
when there aren’t as many classes scheduled. Of course, all events cannot and
will not occur on Friday. As such, there are other considerations when
scheduling your event. The most important considerations are classes and other
events occurring in the building on the potential date of the event.
Who May Host an Event in Van Munching Hall?
Any Smith School faculty, staff member or recognized student group may host
events in Van Munching Hall. Other members of the Smith and campus communities
may be able to host an event or meeting in Van Munching Hall. Members of Smith
School student groups should go through their appropriate governing body for
planning events (i.e. SUSA, MBAA). In general, Van Munching Hall rooms are not
open to the public to host events or for rental.
Who Is Attending?
Who is coming to your event? Are your attendees from inside the Smith
Community or outside the Smith community? Will this be the first time any of
your guests have visited Van Munching Hall? Are any of your guests members of
the Smith Alumni Chapter Board, the Dean’s Advisory Council or the Board of
Visitors? Are any of your guests’ alumni or corporate friends of the Smith
School with existing relationships with other departments in the school such as
the Dean’s Office, Office of Development and Alumni Relations, Office of
Marketing Communications, Office of Career Services, or Office of Executive
Who Is Paying for It?
Your first task is to determine a budget for your event and how expenses will
be paid for the event. Common sources are departmental and faculty budgets, fees
and sponsorships. If you plan to charge a fee, you need to let your business
manager in the business office know and they will help you manage the process.
The Office of Development and Alumni Relations (DAR) staff may have contacts
and/or connections with various corporations and could be instrumental in
securing sponsorship for your event. DAR should be contacted to coordinate event
sponsorship. In addition, it’s important to understand the strategic
relationships with various organizations.
Where Can It Be Held?
What spaces are available for my event? What is the best location for my
event? How to best utilize space in the building for my event? Will the spaces
that have been reserved reflect the type of event, # of attendees, audience and
hopeful outcomes? Generally, classrooms and public spaces in Van Munching Hall,
the Ronald Reagan Building and Bio Park can be reserved for your event if they
are not being used for academic purposes.
Where Can I Go for Help?
The Smith Programs and Events Team is a one-stop shop for advice and
resources for your event planning questions for Smith School events. If you have
invited external guests to attend your event, this should be your first point of
reference when planning an event at Van Munching Hall and as a Smith School
How Much Will My Event Cost?
In addition to the cost of food, you will want to consider costs for
marketing, invitations, printing, signs, parking, facilities requests,
housekeeping, equipment rentals, photography and gifts for speakers. Please
note: If the event occurs during regular business hours, there will be no charge
for A/V for events directly related to academics or Event team support except
for departments or groups outside of the Smith School of Business. There is no
cost for the use of the space.
NOTE: Please work with your department’s representative in the
business office to determine the length of time it will take to access funds
received from the business office. This information will be extremely important
as you negotiate services with vendors to ensure you are upfront with the
How Will People Find Out?
How are people going to find out about your event? It may be a simple email
invitation to members of the Smith School community or an elaborate mailing to
thousands of people. Depending on the purpose of your event this will be a key
component in your planning.
How will people tell you they are coming? Small audiences may RSVP to an
individual while larger groups or groups collecting a registration fee should
use Cvent for online registration and payment. Career related activities should
contact the OCS for posting events and collecting RSVP’s via HireSmith
Cvent is an online registration management program. With this program you can
register guests, collect payments (options include creating invoices and payment
by credit card), ask questions (type of meal, t-shirt size) and send e-mails to
registrants. This program can also assist with post-event follow-up such as
surveys, which allow you to prepare for future events. The system secures
current contact information from guests as they register, enabling you to update
What is the purpose of your event? Will your event help to elevate the Smith
Brand with the group or impact other areas? Are you trying to create awareness
and/or exposure for your department, club or group? Do you want to provide
information to existing constituents? Attract new constituents? Do you want to
provide a platform for speakers to address relevant business topics/issues?
Should this event be held?
One of the most important factors to consider for your event is the
department to be charged for the event. There must be an FRS# associated with
the event in order to use any resources either inside the Smith School or campus
wide services. In addition, to use online registration for fee based events an
FRS accounting number must be used to accept income.