General Welch Hall Use Policy - The Rockefeller University ...

THE ROCKEFELLER UNIVERSITY
POLICY GOVERNING THE USE OF WELCH HALL FACILITIES
Approved by Academic Council on April 15, 2013
The Rockefeller University allows the use of Welch Hall facilities for University functions
convened by University personnel. This policy governs the types of events that may be held in
Welch Hall, the roles and responsibilities of users, and the procedures to be followed by those
seeking to use Welch Hall facilities.
Welch Hall is not available for rental by external organizations. Non-Rockefeller events are not
permitted in any room in Welch Hall under any circumstances.
1. Criteria for Use of Welch Hall Facilities by University Personnel
University personnel are encouraged to use Welch Hall facilities for research, education,
independent study, informal meetings, and University functions. Where the policy refers to
the RU community, it includes all Rockefeller personnel as well as Tri-Institutional M.D.-Ph.D.
students and Tri-Institutional Chemical Biology students.
The Markus Library and Scientific Information Commons (including Level B) is open to the RU
community 24 hours a day, seven days a week. The doors are unlocked between the hours of
9 a.m. and 5 p.m. Mondays through Fridays. RU ID cards are required for entry at all other
times. The B level first-year graduate student room is RU ID card access only for users
approved by the Dean’s Office.
The Audubon Room and A Level Study Lounge are open to the RU community 24 hours a day,
seven days a week. At all times, an RU ID card is needed for entrance. The Audubon Room
may be closed on occasion for institutional events and Trustee-related meetings. Similarly, the
North and South Gardens may be closed on occasion for institutional and Trustee-related events.
The Great Hall, North Room, and Training/Class Room are available for use only by advance
reservation.
2. Procedures for Scheduling the Use of Facilities
Reservations for the Great Hall, North Room, and Training/Class Room can be made using the
online reservation system. The Development Office must approve all reservations of Welch
Hall facilities and will acknowledge all electronic bookings. Frequently recurring meetings,
such as weekly or monthly lab or departmental meetings, are not permitted.
Use of the Markus Library 2nd Floor for event purposes is restricted to very special institutional
events and will require approval by the Development Office in consultation with the library
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and appropriate departments. The Markus Library can only be reserved by contacting Lindsey
Cole in Development at (212) 327-8183 or lcole@rockefeller.edu.
Group study rooms are open for use by members of the RU community on a first-come, firstserved
basis. There are four group study rooms in total—one on the 2nd Floor, two on A Level,
and one on B Level. These rooms are under the purview of University Librarian Carol Feltes.
3. Facility Configurations
Each room in Welch Hall has a “default set-up,” which reflects its primary intended use. (See
descriptions in Appendix A of this document.) Due to limited staff resources and concern for
the preservation of the historic features of the building, there may be limits imposed on room
set-up modifications. Users are encouraged to reserve a room with a default set-up that best
suits their activity.
For special occasions that require room reconfiguration, users are responsible for
communicating their needs to Custodial Services and for any labor costs incurred.
For events that require Audio-Visual equipment other than the permanent, in-room set-up,
users are responsible for communicating their needs to Information Technology.
4. Food Consumption
Food and drink are permitted in the Coffee Lounge on the 2nd Floor and in the A and B Level
study lounges. Catered food and beverage service is permitted for approved special events but
must be provided by the University’s in-house caterer, Restaurant Associates.
5. Institutional Events Only in Welch Hall
In accordance with the Policy on Use of University Lecture Halls, Conference Rooms, and
Dining/Reception Areas, personal events such as birthday parties or weddings are not permitted.
Also in accordance with University policy, Welch Hall facilities may not to be used for events
primarily designed to benefit (i.e., publicize or raise funds for) other organizations.
The Faculty and Students’ Club, a separate corporation, is able to accommodate some small
private events sponsored by members, particularly on weekends. University personnel may
consider this option for personal events. For additional information, contact Human Resources
at (212) 327-8300, or Patrick Griffin, Club Manager. (See additional contact information below.)
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6. Principal Contacts
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Online reservation system https://appext.rockefeller.edu/calendar/events/login
For more information or to submit
special reservation requests
Inquiries regarding the library and
group study rooms
Lindsey Cole
Development Office
(212) 327-8183
lcole@rockefeller.edu
Carol A. Feltes
University Librarian, Markus Library
(212) 327-8909
cfeltes@rockefeller.edu
Food Services Chad Ethier
Director of Food Services, Restaurant Associates
(212) 327-8840
cethier@rockefeller.edu
Custodial Services Mary Raffloer
Manager, Custodial Services – Plant Operations
(212) 327-7317
rafflom@rockefeller.edu
IT/Audio-Visual
for full-service or self-service
assistance
IT Helpdesk
(212) 327-8940
helpdesk@rockefeller.edu
Faculty and Students’ Club Patrick Griffin
Manager, The Faculty and Students’ Club
(212) 327-8078
griffip@rockefeller.edu
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WELCH HALL FACILITIES BY FLOOR
SECOND FLOOR
MARKUS LIBRARY
Primary use: Research and study by RU community
APPENDIX A
Access: Open 24 hours a day, seven days a week to members of the RU
community. Unlocked from 9 a.m. to 5 p.m. weekdays; RU ID card
required at other times.
Under the purview of: Library staff
Restrictions: Requests to reserve Markus Library for rare RU receptions and functions
are considered on a case-by-case basis. Requests should be submitted to
the Development Office. General library inquiries should be submitted
to the University Librarian.
COFFEE LOUNGE Casual seating for 18-20
Primary use: Casual reading area
Furniture: Tables and chairs
Amenities/features: Self-serve refreshments counter, library stacks, television, doors
separating room from main Reading Room
Access: Open to members of the RU community. Unlocked from 9 a.m. to 5 p.m.
weekdays; RU ID card required at other times.
Under the purview of: Library staff
Restrictions: The Coffee Lounge is not available to reserve for events except on rare
and approved occasions
GROUP STUDY ROOM Seating for 8-20 around a rectangular conference table
Primary use: Meetings (e.g., thesis defense committee meetings)
Furniture: Table and chairs
Amenities/features: Door for privacy, projector, white board
Access: Open to RU community 24/7; RU ID card required
Contact to reserve room: Library staff
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FIRST FLOOR
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GREAT HALL 238 seated theater-style (rows facing the stage)
Maximum capacity for seated dining: 200 using twenty 54-inch round tables
Primary use: Institutional events. Examples are Insight Lectures, other campus-wide
lectures, Board of Trustees meetings, Academic Senate meetings, Heads
of Lab Luncheon Series, employee recognition events, receptions in
conjunction with academic symposia, convocation-related events,
graduate student recruitment events, institutional events such as faculty
award celebrations, Science Outreach and SURF events, poster sessions
Furniture: 238 stackable chairs
Amenities/features: Stage, full audio-visual services, storage for furniture nearby
Access: The Great Hall is available for use only by advance reservation
Contact to reserve room: Online reservation system
AUDUBON ROOM
Primary use: Independent study
Furniture: Tables and chairs for study
Amenities/features: Audubon prints from the University’s art collection
Access: Open to the campus community by RU ID card 24/7. Will be closed on
occasion for institutional events and Trustee-related meetings.
Contact to reserve room: The Audubon Room is not available for reservation
NORTH ROOM Meeting set-up: 14-16 at three adjoined tables with historic chairs (default setup);
18-20 conference style using Great Hall chairs; legal occupancy 70
Primary use: Board Committee meetings, Academic Council, HOL meetings, thesis
committee meetings, ad hoc University administration and faculty
meetings, Convocation-related events, graduate student recruitment
events, smaller receptions in conjunction with lectures or symposia,
employee recognition events, other approved institutional meetings
Furniture: Three 60” x 60” adjoined tables with historic chairs
Amenities/features: Includes self-service options such as a flat screen (46” LCD), which is
secured to a cart and in the room at all times (users must provide their
own computers). Video-conferencing equipment, portable folding screen
and projectors are stored off-site and should be requested through IT’s
standard A/V request system.
Access: The North Room is available for use only by advance reservation
Contact to reserve room: Online reservation system
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NORTH AND SOUTH GARDENS
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Primary use: For relaxation, reflection, and social interaction
Furniture: Tables, chairs, and benches
Access: Open to campus community 24/7; RU ID cards required after-hours.
A LEVEL
TRAINING/CLASS ROOM Seats 24
Primary use: Education and IT access
Gardens are generally open access but may be closed for occasional
institutional events (a campus alert will be sent in advance)
Furniture: Classroom-style with rows of tables and chairs
Amenities/features: 24 laptops, projector, screen, document camera, video conference, white
board. Self-service or A/V support from IT.
Access: Open for reservation by RU community between 9 a.m. and 5 p.m. on
weekdays
Contact to reserve room: Online reservation system
Note: Furniture reconfiguration is possible but IT and Custodial Services
assistance is required
STUDY LOUNGE
Primary use: Study and social space
Furniture: Carrels, armchairs, coffee tables
Access: Open to RU community 24/7; RU ID card required after 5 p.m. and on
weekends
Under the purview of: Library staff
Restrictions: Study lounge is not available to reserve for events
GROUP STUDY ROOMS Seats 4 to 6 around a table
(2 available)
Primary use: Study rooms, presentations, meetings
Furniture: Table and chairs
Access: Open to RU community 24/7; RU ID card required
Under the purview of: Library staff
Restrictions: Group study rooms are not available to reserve
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B LEVEL
STUDY LOUNGE
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Primary use: Study and social space
Furniture: Carrels, armchairs, coffee tables, library stacks
Access: Open 24/7 to members of the RU community, Tri-I MD/PhD students,
and Tri-I Chemical Biology students. Unlocked from 9 a.m. to 5 p.m.
weekdays; RU ID card required at other times.
Under the purview of: Library staff
Restrictions: Study lounge is not available to reserve for events
FIRST-YEAR STUDENT ROOM
Primary use: Study room for first-year students
Furniture: Table and chairs
Access: Restricted to first-year students and select faculty/staff only – RU ID
card required
Under the purview of: Library staff
GROUP STUDY ROOM Seats 4 to 6 around a table
Primary use: Study, presentations, meetings
Furniture: Table and chairs
Access: Open to RU community 24/7; RU ID card required
Under the purview of: Library staff
Restrictions: Group study room is not available to reserve
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