space and services request form for hosted events - ICTP

ICTP - SPACE AND SERVICES REQUEST FORM FOR HOSTED EVENTS
- Please complete in: black, bold. Thank you! -
Activity's title (pls.also quote SMR No.) ___________________________________________________________________
______________________________________________________________________________________________________
Date(s) ______________________________________________________________________________________________
Working Hours _________________________________ Expected No. parts. _________________________________
Organizer ______________________________________ Secretary __________________________________________
1. ACTIVITY'S VENUE (as assigned by the Directorate)
Leonardo da Vinci Bldg. ❑ Main Lecture Hall (264 Seats) ❑ Euler Lecture Hall (62 Seats)
❑ Luigi Stasi Seminar Room (50 Seats)
For possible use (to be cleared with other offices in charge):
❑ Oppenheimer Meeting Room (table for 22) ❑ Room B (72 seats)
❑ Room D (38 Seats) ❑ Room H (24 Seats)
Adriatico Guest House ❑ Kastler Lecture Hall (120 Seats) ❑ Lundqvist Lecture Hall (table for 25)
❑ United Nations Room (table for 8) ❑ Giambiagi Lecture Hall (80 Seats) ❑ Denardo Lecture Hall (30 seats)
Enrico Fermi Bldg. ❑ Meeting Room 101 (table for 24)
For a more detailed overview of technical facilities, pls. see: http://portal.ictp.it/icts/facilities/lecture_rooms/
To be filled in by Local Organizer
2. INFORMATIC LABORATORY AND COMPUTER SERVICES
For a more detailed overview of computer equipment in Infolabs.: http://portal.ictp.it/icts/facilities/computer_labs/
Needed ❑ (see attached request form) Not Needed ❑
3. ADDITIONAL OFFICES/REQUIREMENTS
❑ Secretariat No. of persons ______ ❑ Director(s) No. of persons ______ ❑ Lecturer(s) No. of persons _____
4.a ARE ANY LECTURES PLANNED BEYOND STANDARD WORKING HOURS AT ICTP?
(8.30 AM - 4.48 PM, MONDAY TO FRIDAY) ❑ Yes ❑ No
4.b ARE ANY LECTURES PLANNED ON WEEK-ENDS/OFFICIAL HOLS.? ❑ Yes ❑ No
If Yes, pls. specify date(s): ______________________________________________________________________________
5. POSTER SESSION
Required Yes ❑ No. of poster boards ________ Not required ❑
At Leonardo Building: P Gallery, Lobby, 51 magnetic boards, wall-mounted, mts 1,25 (height) x 1,22 (width)
At Adriatico GH: outside KLH, 8 wall-mounted boards, size of each board mts. 1.75 (width) x 1.90 (height) for total 26.60
sq.mts. + 4 mobile boards of 4 faces each, size of each face: mts 1,20 (width) x1,90 (height); total 16 faces for 36.48 sq. mts.
Dates From: ___________________________ To_____________________________
6. SECURITY NEEDED Yes ❑ Not required ❑
For those events where very high level participation is foreseen.
================================================================================================
Date _____________________________ Requested by __________________________________________________
KINDLY RETURN THIS AND THE "REQUEST FOR INFO LAB/COMPUTER SERVS." FORMS TOGETHER AT LEAST 1 MONTH BEFORE
THE EVENT TO: CONFERENCE SUPPORT AND HOSTED ACTIVITIES OFFICE,
The Abdus Salam ICTP, Strada Costiera, 11, 34151 Trieste, Italy - FAX: +39 040 224163
NB: Any damages to the equipment will be charged to the activity's budget. Number of seats, rooms nomenclature and technical
equipment: as per online updatings. PTO ./.

ICTP - SPACE AND SERVICES REQUEST FORM FOR HOSTED EVENTS (Page 2)
CHECK LIST FOR SCIENTIFIC ACTIVITIES
Technical Equipment
❑ Additional Overhead Projector (one overhead projector is already part of standard equipment in each room)
❑ PC + Beamer for Power Point presentation
❑ Beamer only (=LCD projector, in case a laptop computer is used)
❑ PAL VHS Player ❑ MULTISTANDARD VHS Player ❑ Audio Recording
Microphones are available at:
Leonardo Building: Main Lecture Hall and Euler Lecture Hall
Adriatico Guest House: Kastler and Giambiagi Lecture Halls, Infolab.
❑ Required ❑ Not required
Pls. specify type (wireless tie-clip - desk - wireless handheld), as per room availability:_____________________
Other Requirements
❑ Message Boards No. ________________________ ❑ Additional Tables No. _____________________________
Pls. specify location(s)_________________________________________________________________________________
❑ Others (pls specify)_________________________________________________________________________________
Only if different from standard, pls. specify: ❑ Seating arrangement ❑ Technical equipment
_____________________________________________________________________________________________________
NB: Only action concerning spaces will be acknowledged by the Conference Support and Hosted Activities Office. This service is not
responsible for assessment, information and execution of the technical and computer services, or for the interaction with the
Organizer about the state of the Laboratory(-ies) and any equipment.
For use of the Conference Support and Hosted Activities Office Request No. ________________
❑ Assigned as per request ❑ Changes required
Remarks________________________________________________________________________________________________________
Informatic Laboratory at ___________________________________________________________________________________________
Offices allocation at LB
❑ Secretary's Office & dates ______________________________ ❑ Directors' Office ___________________________
❑ Lecturers' Office ______________________________
Offices allocation at AGH
❑ Office No. 1, ext. 951 __________________________ ❑ Office No. 2, ext. 952 ___________________________
❑ Office No. 3, ext. 953 __________________________ ❑ Office No. 4, ext. 954 ___________________________
❑ Office No. 5, ext. 955 __________________________ ❑ United Nations Room, ext. 643 ___________________
Date _____________________________ Person in charge _________________________________________________
_____________________________________________________________________________________________________
FORWARDED FOR ACTION TO: FORWARDED FOR INFORMATION TO:
Maintenance Services Activity's Secretary
Info.Lab. & Computer Servs. Reception Desk
Multimedia and audiovisual equipment support Bar & Cafeteria
AGH Cleaning If lessons on week-end or HOL: ICTP Catering Svcs.
Admin. Services & Security Officer (if YES at point 6.) Security_LB (secur_mb@ictp.it)
Services involved are kindly required to acknowledge receipt of this request for services to the Activity’s Secretariat (by e-mail), thus
confirming their action.
____________________________________________________________________________________________________
SPACE AND SERVICES REQUEST FORM/Conference Support and Hosted Activities Office/Rev. March 2010