Instruction 5110 - Uniformed Services University of the Health ...

UNIFORMED SERVICES UNIVERSITY OF
TI-lE HEALTH SClENCES
SUBJECT: Use of Uniformed Services University
of the Health Sciences Facilities
Instruction 5110
(TRS)
ABSTRACT
JAN t I 1999
Th.is l.nstrucdon provides a d~taUed description of policies and procedures ln place for
usc of Lhe facilities at the Uniformed Sr:rvices University of the Health St.:ie0£:.(.."-'1 (LSU rtS).
lnclud~tl is a Jist of sch.cdul.i:ng prioriti c~ nnd thoir arnlicRtion ro difforcnf requemors. Also
included Is a description of charges that may be incurred as '~-el l as n checkll.st of areas of
.support for meetings held at the USUHS.
A. R~~sun11£C nnd furpoHc. This
Instruction:
l. Reissues USUHS lnstn1ctiou 5110';
3. Estnblishe~ policies und procedures
for lhe use of USUHS facilities; and
4 Assign!i tc~pon~;ibilitie}; in
c~1mpliance with rcquircmoms of DoD
Instruction I 000.1 sa and USUHS
lnstn1c:.tion 1 OOSd,
n. Rdenncc.s. See Enclosure /.
C. Anpi!11JtbJUll!... This [nstruction applies
to all facilities Of the USlJH~ .
D. Definit!ogs. See l!:nclosure l .
E. PoJis;y.
1. Facilities A'(ailablc.
Enclosures 3 and -1 list lhoso
USUI IS fa.cilili~s nvnilablc for gcnctt,ard meetings:
(3) Cour!ies for USt .. 11S
employees sponsored or approved by lhe
Civilian Uuman Resources (CHR) or
M iliLr.uy Pet:-;nnnel Office (MPO):
(4) USUHS·sponsored and
co~sponsored COt'\lirming e.ducation
fuuclions;
(5) Depprln1ent1ll semlnars nnd
n'reetings;
(6) USUHS, depurtmental. and
sludcnl fullctions other t.han lh()se lititcd
above~

(7) Henry M. Jackson
Foundation for the Advancement of
MiHtary Medicine (IIM.JF)IUSUHS
conferences;
(8) Non-USlJ11S conferences
and functions with a USlJI rs sponsor;
(9) Non-USUIIStt:.S.
Government functions; and
( 1 0) USUilS-saJlctioncd,
non-profit organi:atlion functions (i.e.,
USUI-IS students wives' clubs. etc).
b. Graduale student classes will
have priority for the use of Classroom A,
Conference Rooms /\2054 and A2040, the
Comptllcr Lt.tb (Room A2058), and the
Learning Re,source Center (LRC) Rooms
(02001. D2002, D2013).
c. All functions at the USlJHS
rm1st have a USUHS sponsor. This
spomor or designate should be present at
the function. The sponsor must be an
employee of lhe USlJHS. Members of lht:
HMJF who do not work on campus may
not sponsor fLmctions that have no relation
to the mission of eilher rhe USUHS or the
HMJF.
d. Exceptions ro these priori Lies
may be aLLthorize.d only by the PrcsidcnL,
USUT IS, through the Dcnn, School of
Medicine (DEl\>). or Dean, GSK.
J. Participation by USUHS Personnel.
l\on-USUHS organizations and
groups using the USUHS facilities must
have a USU ILS sponsor and musl ngr~~ ltl
permit other USUHS personnel to
participate in their meetings, workshops,
and similar functions to U1e extent of up to
10% of the total number of pnrticlp

familiar with Lhe type of equipment to be
used. lf sucb a person is not already
available to the group, the USUHS strongly
encourages the hiring of :;uch an
individual. The MD is not sufficiently
:ilaffcd to provide projectionists.
c. AU S.WJtches, buttons, knnb~,
etc., which ~rl! LQ he used or not 1o be ust:d
nre cle~r l y marked on Lhc equipment in the
rooms.
d. Aucllovisuu.l equipment may not
be removed.
7. Telephone Service.
Telephone Service will not be
provided for non·VSUHS functions. Pay
phones are located througbout tile USlJHS.
Non-USL'HS groups may :mange for
inotullalion or nuditional telephone service,
at their expense, by conlucling lhe
Communiculion Coordinator at
(301 )295-3667, with at least a three week
notificarjon. For lelcconfcrcncing
r~quirements see £'nclo.wre 6.
8. rood and ncvorages.
a. Lighl refr~shme n ts, such as
doughnuts nnd c.ofi't!e, may bt! served at
meetings held in the USU I IS, wirh rhc
exception of the Auditorium. No lbod or
bcveruges will be serv~d Clf consumed in
any laboratory being used for a hands-on
demonstradon of analytical equipment
requjrh1g th~ use or bluod or tissue
samples.
b. Meals nrc not usually scrvud in
any USIJHS facility, except U1c Ca:ft:lt!ria
am.! lhe Executive Dining Room. Approval
to serve a meal in any orhcr area must bl:'
obtained from tbe President, USUilS.
Guidelines for serving meals are described
in Em:lostm.: 5. food served by outsidl'
caterers (other than the USUHS cufl!teria
concessiom•irc) ur~ subject to a fcc,
payable to the USt:HS Post Restaurant
Fund as per the peruenlage of the gross
prico listed on the current USUHS Form
5110, see Enclo."itll'e 7. The USUHS
caterer should be given Jirst option. If
unavailable. and ~n outside catcrt~r must be
used, the sponsor t1111st contract directly
with the USUHS janit\lrial service.
Oul!>ide caterers arc not autbori7.ed usc of
tho USUHS kitchen fndlities.
c. II is overall policy th o1 alcoholic
beverages will nol be served or consumed
within the USUHS complex. As an exception.
approvaJ to serve win¢ Qr beer. o1·
spirits within a designated area (i.e.•
Rxecurive Dinlng Room ur Cafeteria, may
be granted by the _llresidenl, USUHS).
Approval will usuolly be limllcd 10 afterdUty
hours, L 600 hours or later, or
Saturdays or Sundays. Spirits may only be
served if provided by the M \VR
Conccssionoi rc.
d. Alh;r hour.s potluck functions an:
required tu contract directly with the
USUilS j~nitodaJ s~r v ice for clealling.
9. Clenn-up of Pncilities.
AJl groups are expected lo leave the
facilities clean and in an orJcrly colldition
following their u!\e. All trash is to he
removed and furniture returned in ch~
original condition aud location us at the
slart of the function. Jt is the responsibility
of the USUHS sponsor to assure that tllis
function is pcrformeu. The sponsor f(.:~r
mm-USUHS meeti ngs will be rt!Sponsihll'
for rhc coordination, negotiation, and
payment of the cleaning requirements of
the particular mucling site directly with lhc
USUHS cleuning contra.ccor.
USUHS Instruction 51 10, 1/99
3

I 0. UuauUtori:t.ed Usc.
Except as authorized in this
Instruction, for-profit organizations are not
nuthurizud lo usc th1.1 USUHS fttcilities.
Products of for-pro fi t organhmtions will not
be sold on the USUI IS property, except in
Naval Exchungc stores or ambori~cu
fucil ities, and muy be displuyed only in
accordance with this Instruction. Meetings,
regardless of sponsorship, hnvi.ng a
political, discriminatory, or oU1er purpose
are in violation of OoD regu lations.
I I . Support Personnel Expenses.
'L'he sponsoring organization of a
non-USUHS meeting being held during
n

to include security, p3Ikiug, janitorial
se:vicc, control of members, etc. In
addi~:inn1 he/she '"ill be physicaJJy present
ar the USUHS during Lhe scheduled
activities in the USUI-IS Jil~ilities, see
Endosttrc 8.
7. The USUUS Cafeteria Officer shnl.l
oversee Lhe use of the cafctcrin, fout..l
served, and cleam .. Jl.
8. Adjunct Fac'J.ltv Yl~n:bet·s shall be
gcogruphic.ally billeted within one hour of
lhe US1 fHS to cnsc.re they are able to
fulfill the responsibilities of o USUHS
S'JOn.sor (i.e, direct coordination of the
mcoting w:iLh lhe vtDL arotl).
G. l,ro_ecdures. See Enclosure 9.
Enclosures:
1 . References
2. Defmilions
3. General Purpose Facilities
4. Departmental Confercn~ Rooms
5. L imi ted - Us~ Facilities
6. Teleconferencing Requirements
7. USUHS Form 5110, ''Reqncsl for Use of USU.HS Dining Facility(ies)"
8. Respon~ibilities for Groups Csiug UStJHS 1-'ucilitit:s
9. Procc:Jurcs
I.SUHS Instruction St lO, 1199 5

Enclosure 1
LlJ?.FERENCES
(a) lJSiffi-fS lnsuuction S 110, "U!>~ o!
Uniformed Services Univer.:;ity Clf the
Health Scienccs F ~ilities,'' dated
August 12, 1985 (hereby cancelled)
(b) USLfllS Instruction 4104. "Scheduled
Usc of Board of Rege1:ts' Rooms and
US Ul-IS Dining Facilit.es,'' dated
October. 24. 1990 (hercb~· canceLled)
(d) lJSlJHS Instruction 1005, 11 PriYate
Org:mizatiom a.L USUHS," dated
January 17, 1990
(e} USU [{S lnstrucrion 5000, "Individual
and Small Group Study Rooms in the
l.L!aming Resource Center.'' dated
August ~ 0. 1982
(c) DoD Instruction 1000.(5, ''Private
Orgru1iz.ntions on DoD lnstallatiOliS. 11
dated October 23, 1997
lJSllllS lnstrtu.:tion 5110, l/99

Enclosure 2
lllt FJNfTIOr\S
l. Continuing Education Functior.s: An)'
~unction sponsored or co-sponsored by the
tJ~U l l S for which CW1linuing l;)du~.:mio n
cr¢dit is ovailob:e tl1rough the Ofti ce of
Ccn.tinuing ~ducation tor Health
Professionals (CHE).
2. Private For-Profit Organizatior-s: Any
organization offering a product or service
tor purchase by the USUllS or its faculty.
staft~ or students (i.e., military uniform
item:>, ·::>OOks. laboratory supplies, and
equipment) and oot recognized as non·
pror11 by the lnternal Revenue Service
(lRS).
4. Sponsor: Arty BJll-[imc USUIIS faculty
member. studcnt, or s!alf member, miliw.ry
or civ:t ian. in addi Lion [O other focu I ty
members wbo are gcogrApbicolly bil i ~Lcd
v ... i.thln one hmu· of the USUI IS.
5. USUHS Function: All/ fUL1clion
whoUy spcruor~;:d by USL"HS personnel
ami i.ntend~d primarily for panicipalion by
USLHS perso.llflel (i.e., medtcat student
classes, gruduot ~ studonl classes. continuing
education programs, and USUilS
comm.inoc or b ard meeting~)
J. Privalc Non-Profit Orga.nimtioru;: Any
urganizalion recognized as:. "Non-PJOfil"
or "Not-for-Profit'' organization by the
LRS.
USUHS Instruction 511U, 1!99

Enclosure 3
GENERAL PURPOSE F ACJLITTES
ROOM
Snllford Auditoriwn
Classroom A
Classroom B
Classroom C
Classroom D
Cla.'lsroom E
Confet ence Room A-2052
Confert!nce Room A-2053
ConfercJtce Room A-2054
Coof(;)rence Room A-201 1
Conference Room A-20 15
Ccm~crence Room A·2040
Conference Room B-3004
Conferetlce Room B-4004
JvTDL I .abora:olic:s
A TL Laboratory
Building Lobbjes
Outdoor Plaza Between Buildings
Room 02-00 I
Room D2-002
Room D2-013
CAl,ACITY
353
54
54
100
188
19~
30
30
30
20
20
lO
10
10
24 p(;r lab
Varies with ust:
Varies wilh us.e
Varies wi1h usc
8
8
12
To schedule t.se of tbL-se facilities contact the tviDL Office at (301)295-3301.
USUHS J ostruction 511 0, I 199

Enclm;nre 4
DEPARTMENTAL CO~FERENCE ROOMS
OI

Enclosure 5
LIMITED-lJSE r ACILITIES
The following facilities al'e available
for limited use as described:
I. Dining Facililics • The small dining
area and Exceutiv~ Dilling Room with
kitchen may be reserved for special
functions sponsored b;· USUHS pcrsonnt;]
or g•oups, or for USUHS ~os Led activities.
Tbe cafeteria may be reserved for cvcnh1.g
meals such as aiumni dinners und
Dining-In's. lt may also include similar
events, but is limi ~ed to students and other
USUHS members who are billeted to the
USUHS and have a pcrm

Enclosure 6
TEL ECO='IFERENCJNG R£QU1REMENTS
L Rooms with S

Etaclosurc 7
REQUEST FOR L'SE OF UStHS DINli~G FACil.ITY(IES)
Torlay's D;ate;
Group or OrgarJz:ttlon N:~me : ---- - - ----------- ---------- ----
Evenc Purpose or Tide : -------- -----------
I.venc requesttd fo;-: Dare: Number of Attendees: ___ ___ _
T1mc (Beginnm&) ____ (a.m.) ( p.m.) Tim~ (Em' in~ __ (a.m.) ( p.m.)
FcllitJI(ies) RCl(J.ntsted:
See bact ev~m~es ate ·eques1i:d
C Alcoholic b~er:sges (only OSL1IS c-:mrctl, . ncJ ONLY AFn:R HO ta~.s-~'t'l; lustrucUou,; un back or funu)
~--- US;;;----------J;~:~;,-; ~$(}1:1; O~~trnn::~ - -~ ---:-:-o-~-USt:BS 0 rg~utlo~~;~
1
!------ven __
I I I
I
c _S_ponsor ___ _ _ _ -+---- C l~~~~ctlvi t y ~d--~ - --- ' Pomt ~r Co n ~c_t _ ____ -4
I I I ' I
II r~ C!/1' Pnt:led Nlllfll: 1!11\d Ofll~r C olt I Typ;d Q" Prh:t~d Nam; lll\d Ofn« Cod• I T')lfJ~d or l'linlcd Na.me !
1
I
: Si~:tllllt ~ I>.Jtc i Slv:a:u:-e tnd IR~ ! T~epl!or.e -"~
I
I I I ~~~~~---------------
: OClec Tekpltone 1\'~rnb:r l O!lk: Trl:pilor.: !-

Instructions
Enclosure 7
1 SPONSOR RESPONSIBILITIES: The USUHS Sponsor andlor the Point of Contact are personally responsible For
ensuring that the room(s) are clean and restored to !her original eonilguraUon following conclusion of the scheduled
activity. Tables and c airs must be in proper configurallon, trash, audio visual equipment and excess tables & chairs
must be removed attor each use. If a room or Facility is not clean and orderly prior to a ft.nc1ion or event. ttte Sponsor
must notlfy th& Cafeteria Manager or Urlverslty Affairs staff immediately.
2. CATERED EVENTS: Sponsors of events catered by the USUHS Contract Cate~cr should make an agreement for
clean up with the careieria Monagor at (301) 493-6554. Clean up arrangertenls for weekend events should be made
directl~· with MAKRO Janitorial Ser.1ice at (301) 948-3395 or at their USUHS Office al (301} 5€4-3470.
If an outside caterer Is usoo. cleanup (La lnctude removal of & ga·baga off L'le ~remises) IiillS! bo arranged by
the outside CAterer or with MAKRO. A copy of the contract or arrangenent must be presented to the University
Affa:rS-Office before aoproval tor use oltlle room will bo considered.
If claanup is not satisfactory after a scheduled function, with or without food, the Sponsor wUI be monetarily
liable for the cleaning service charged to the Unlversl~ .
3. UNIVERSITY PARKING: All USUHS members who sponsor or schedule meetings. presentations, confsrences or
social events during e rea1.uar work dey (Monday - Friday between 060:>-1 600 hoJrs) MUS! make special parking
arrangerrer Is 'for groups In excess of 25 people_ Al:tendees who are not assigned to trte University are asked to use
alternative means of transportation such as public transportation, taxis or shuttle buses. The USU HS Security Office
can provide assisla"lce in making special parking arrangements/including disabled. ·
4. NON-USUHS FUNCTIONS: All non:usUHS organizations requi·e a University sponsor who wi.l obtain the
organization's Potn1 of Contact name, slgrarure, teiephone number and address for inclusion on lhe reservation form.
lncomphJ:a :orms will not be approved and the reservation w II not be confirmed.
5_ SECURITY REQUIREMENTS: All functions held after normal duty hours, on weekends or holldays must be
coordlnatsd with USUHS Security Office. Because University Security is a contract operation. thero normally will he a
charge for additional security guards or security re:tu'remonts: negotlatlors re~ard ing lhe need and cost of guards are
made with the USUHS Sec·Jri:y Office at (301) 295--303313654.
6. LOBBY RESERVATIONS: Reservations for use of any of the USUH$ BuHding Lobbies ::an be mado through the
MOL Office. It is the Sponsor's responsibiUty to reserve these spaces using a USUHS form ?10L lo confirm
availability of the Lobby. Cleanup and Security requirements are also applicable lo Lobb;1 reservallons.
7. ALCOHOLIC BEVERAGES: Alcoholic beverages are not authorized unless approved by lhe Director, Unlvars ty
Affairs- NOTE: Alcoholic beverages will only be sarvod by the USUHS Cafeterra Contractor/Manager and only
after rogular duty hours.
B. COMMERCIAL CATERER: Requests .. or use of an outsl::1e commercial caterer (for food Olnd non-alcoholic
beverages only) mus: be submitted In writing (letter or memorandum format) to lhe Director, Un verslty Affairs
(OUA). See number 1 above regarding clean up requirements. Approval w~i only be granted when the event or
function Is considered to be in the best interest of the Unlversil)'. Outside food companies that provide catering wit"llr
USUHS facilities are required to raimburse the Post Restaurant Fund Committee wllh 10% of the total cosl of tho
contract. A co:ly of lhe catering contract to Include cleanup, and a check mede paysblo to the "USUNS Post
Restaurant Fund· Is required before approval of outside caterer will be considered.
9. IMPORTANT TELEPHONE NUMBER$: USUHS Contract Caterers: The USUHS Cafeteria Manager can be
rea chad at (301) 493-6554 and t'lO Officers' Club Ma1ager can be reached at (30 1) 652--6318. To recuesl set-up and
demonstration of ALdlo VIsual Equipment call the MDL Office at (301) 295-3301. To request set-up and removal or
addiUonaltables and chairs call Property Ma11agement Office at (301) 295~ 3435 , University lnfonnaUon Systems (for
computers, telephones, etc. (301) 295-9800. USUHS Security (301) 295-3654. USUHS Facilities Department (301)
295-3045. University Affairs Office (Inform ol VIP altendanco et events) call (3:.>1) 295·31 66.
10. SUBMIT FORMS TO: Com::>leted forms must be turned In to: USUHS, Office or University Affairs,
Room B-1009, 4301 Jones Bridge Road, Bethesda, MD 20814-4799, or FAX to (301) 295-3757.
For additional information or questions, telephone: (301) 295-3166 or 1 (800) 515-5257.
Addl:lonal lnformallon may be found In USUHS Instruction 5110.
USUHS Form 5110 (Revised July 1998)

lnclosur-e 8
RESPONSIHILlTlliS FOR GROUPS USll'\G USUHS FACILITfES
Dining Fucili1ies
A "Request for Use of USUHS Dining Pucili:ics,'' USUUS Form 5110 must be completed
with proper signature~
1n USUHS Instntction 5 11 0. Compl\;ted forms may he faxed to the Ofticc of Ulliversity
AffaLrs, 81009, AlTN: Secretary, ar (301)295-3757.
in order to secure SJ)acc. Guidelines to fill out this fom, arc piOVic cC.
.Mcctin.c Facililics
Anyone wishing to reserve UStJHS lecuue ronms. cor.ference rooru, rue audilorium, or
common areas sucb as lobbies or the courtyard/breezeway most complete a "Rcqu~.:sl for Use
of Facililil!s at USUHS," USUI{S Fonn 4104 or USUHS Form 4 11 1 c.nd retun: it to the
Multidiscipline Laborutory (MDL) Ocpartmcn.l lor approval. A confirmation copy may be
picked up by the POC in the MDL office or ,,.,;11 be returned through lhc inner oflice moi l.
All Facilities
.

Enclosure 8
4. Make all support requests at least 30 days in advan~ of the meeting ~
5. Make certai n all audio visual eguipment or fumiture is returned to tbci1· original
localiollS:
6. Ensure the number or pU!'L icipUJ~ ts doe ~: no t exceed the number specified on the
rc::crvafion form ;
7. Ensure 1hc mcering bcgitls and ends on time: and
8. [nfonu tile Otfice of Uni·vcrsity Aftairs of tiJl)" VlPs in ancndance.
Attachments:
l. USUH ' Form 4104, "Request for l!se of lJSUHS Facilities"
2. USUHS Form 4l11. ".R.equesl for "Csc of l;SUHS Facilities- Laboralory Request Only'
USLliS Instructi()n 51 10, 1/99 2

REQUEST FOR USE OF USUHS FACILITIES
Enclosure 8
Athu:hment l
Con(trence and Lecture Room Reguest ONL~
TODAV'S DATE:
PLEASESENDREPLYlliRU.MAIL D PLEASESENDTOSTUDENT M-BOX D IWJU.PICI

REQUEST FOR USE OF USUHS FACILITIES
Laboratory Request ONL V
Enclosure 8
Attachment 1
Date ol Request
FROM: Spollllor
PLEASE PRINT AND PRESS FIRMLY
. ~
I PLEASE SEND REPLY THRU MAIL D I WILL PICK·UP REPI.. Y D
. , [)epartment..'Ocganlzalio11
,. . •_t ..., .. ..
I . ~
l - ..
• . ·~· .
,. «Jo.~,_; :. - .._ ~;.V'"t-C't""f ~ "!! . ~· ~ ~ ,: :; , ;:_,~ • I I >-c :"' : '"' :- :: ~ . :.: ~. _,..,. • '-+--1 f• .. .......:~·..; ._ h ...
" ' . ~· "! {1:1l.
11tlfi andiO• Purpoi e o1 Meeting
• ·~ -~ ~ ~~t;~· •• •"l:'f~ B .... ;.y . {"; ! ..... !.~·'::-;.;;i~~~~ ..... :"·. ~;~· "' ·~ · k 11'· -~.u.~ •t·ra'· •· • ; 4" • ·' a e + < ~
REQUESTS PROCESSED AT 1000 AND 1400 HOURS DAILY
Number ol Artendii&S
" '.,....... ~~..:._ !.,.. ~ ~-· -" "' ~· . : -· . ~ .......
0 0
Modicru Student Taaching
f lit•;,: ·~ 1 '"' ~, t
Gredua1e Student Tuching [j
•.• .o .... ......,:-:-·r; ~: ;-:.·.....; ... . t • ~ -... 'f!·oe yr~~ ~~!~ ..... )d :-; ~· -·., .,. ... ~:;.;.~ .;~ .. ~, ::;.._~.:;:"':O:...;""' "· ...... ~ .~ ~ ·:-::.-: :. .. ~·;,
DATE REQUESTED
CONFIRMED tl
LAB REQUESTED (ONE DATE PER LINE) STARnNG n~: COMPLETION TIME (~L USE ONLYI
-
Other
(
...? -~· 1 ...... ~ "' ,.,.,~ •. -:: . :~ n'~.:. .. "f ~~
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-- ~~-~~~~ ~t!X·; t ~!~'~'!=~ - ~~~ ! : .~·- if o~
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•• 1 ,..-.·!'J l!: ~li.O;.. :o .'•···~·:-·•--~w a t 1ona a s .~ .., ......... d. • ;. feu""·-:'"'" I' - ••• ,...... .,.t
LAf3 EQ!JIEM~I':.H BEO!JIBED: .
-
.. '~'·'": : ."':t' ~••-c·•
-
Dale
Data
USUI--iS Form •11 t (MDL)fHY90)
White: SPONSOR: Pink: MOL: Yellow: AV (MOL): Blue: SECURITY

Enclosure 9
PROCEDURES
I. The Coordinator. Multitii ~cipline Laboratories (MDL) wir s:hedule the Sanford
Auditorium, classrooms. USUHS conference rooms., and c01mnon area" such a..'l bnilding
lobbies and lbe courtyanJ/brcezewuy by using USlHJS Fom1 4104 or 4lll R.corn requests
wi II not be made over the telep:ume; proper forms must be tilled ut for ull requests. An
Event Checklist is provided for use wheu scheduling an event at the LSUHS. t\mmal room
scheduling for medical and graduate studcm tcachlng is accomptishcd during the June-July
tine frame. Tbc MDL schedules rooms dn.ily for requests oC1e: than those requi red on an
onnuaJ basis. The Sanford Auditorium may be schcduJ~d up to ortc year in. ~1dv;:u::.ce for
nationaliregional meetings or;::urriug in Jaooary throush April. July, or Oc1ober through
December.
2. Scheduling of rooms during ~cure hours (1900 • 0600 hours, Monday thr·ough Fridny,
weekend~ = ami holidays) will he rnurcd rhrough USUHS SEC for determination of Lh~,; number
and avtli lubilily oF guards required, i.n addi.ion to checking for possible conflict with other
after duty l1our~ a::tivities.
3. lu recognition of the fact that it is diffi~ult to obmin ti.nn C01mniunents of prc:;entotion
datl!s from dislint;ruished speakers of nalional st.ature, the Auditorium may be booked for a one
week "ho·lding period." Tills holding period will represent the one week during which the
distin.~;,111ished .speaker ~.:an commit bimself./herself to speak. A tinal commitrr.cnt (i.e .. rhe day
on which lhe distinguished sp~1.11· will pre~ent) must be submitted irl writing to lbc MDL
office no less than 3 mon1hs prior to the holding period. If the sponsor fn:ls Lo advise the
MDL office of his/her final choice of dates. the Auditariurn will be rescheduled with other
penc.ing requests v.ritbout notification.
4. Sch~du l ing of dcpatim~.;ntal~.:anfercncc rooms may he arranged as dcsc;:ibed in l£nc[Q.wre
4.
5. Sch~duling of limi!cd-us,; fncilitio:.; may be nrranged U!i des

Enclosure 9
Rc::crved parking (15 spaces) is available on a daily basis for d istinguished gur.::itS and
visiting leclurers. Spcciru visitor pru:king permits musl be coordinald tln-ougb 1le USUHS
SEC Office 48 bours before the special parking is required
During building secure hours (1900-0600 hours Monday lhrough frid~). ~kends , nnd
ho lidays) parking is available for group,.~ in excess of 25 attendees .
7 Evcttts Lh ~:l nre scl1eduled during build ing .r.;~-curc hour~ (1900-0GOO hou:rs Monday rhro ugh
Friday. wet.:keods. arld holidays) may require additional ;)¢¢uri'!) gtwrd servic-e. \Vbcn
additional security guard service is required for non-official USl; HS functions . the sponsoring
organization will be required lo pay for this sorvice by check or casb.
W h ~11 additi nal secw·ity guurds are llOl required for both oaici:d and non-

Endosure 9
Attachment
EVENT CHECKLIST
l11is checklist ,s to ass ist you wl1cn )"ftU uro plnnning an event it· gives ) 'Oil lht.: name of cm.:h dcpartmcnl yuu
will nec.J to contad :md the fonn s needed for each ocuvity. Plc:I.Se make arrangements wid• these depar1mcnto;
ilt yum earlles( convenience so they may schedule :u.:cordingly.
Ml.JLTIDlSCIPL.INif. LABORATOIU.ES (MDL):
2.9S..33(}1
All MDL conferen~ rooms contam a.lSm111 ~ lide projec:Or, l6truu movie projector, overhead paojector. black
l.lod.J'd. tttdntlor Ji4" Uwatk VU{. and wooden poiuter. f11e Auditorium also contains a laser poimer. VHS 1.12"
VCR. nml n c:aso;clle recorder in oddition to the abo,•e li::.lcd ~o:~Ju ipmenl. Atldi~ional equipment cru1 be loaned to
your group. Since j1ere is a limited numbel' of ·Jppli;;s, equipment must be reserved in ndvaucc. and is on a
first come, tirst served basis. TdcpJNlnc:>, nip charts. easels. sign stancb.ions, poster ucards. microphones. 112"
V1.:1-up, :1re sorne uf the items that muy be borrcwcd rrom the MDL Tl ~e
lecture halls and the Auditorium are pem1anently set trp .u an amphithc:llcr style. 'I e conference rooms are set
up with conference t::ibles.
0 Roon\ Rcservntion Fonn completed (USUI IS ro11n 41011)
Auditorium. Leclllre Halls. Confe.rcn ~ of Buildings. Srcezcw11 , Outdoor A l ""'p hith~ter,
Courtynrd
0 llave you rc\ervcJ e.'\:Lra Autlin Vir,ua l Equipment through MDL?
OFJc1CF: OF Ul\ 1\'ERSI'I'Y AJlFAlRS (OliA):
295..J886
0 Room Reservation Form completed ( USUHS Form 51 1 0)
M1i1 Oining Room, Snml l Dining Koom , Executive Diniug Room
0 Notify OUA of any YIPs in attendru1cc.
0 f·nx a copy or the ngc.ntb to the OUA (301)295-3757
0 Cleaning should be the respansibiht)' of the sp·.)I130r. Cout:acl cl ir~cLy wilh I he USUI IS cleaning cwHracl.or
and provide a c.opy of rbe col1lnct to the OUA.
I>I(OPtmTY MANAGE~NT:
24)5-J435
0 Wt.)l k 1cquesr cootpleted (USUlJS Forlll 53J 5)
0 T:thlco; -----(!I) Deli\.cr where? --- - - D:ue & Time---- --
0 Ch11ir:; ----- til) IJclivt.:r where.? _____ Dare & Time ------
0 Timt! &. Date items c.con be removed --------------- -----
USlJIJS Instruction 5llU, l/99
.,
.>

Enclosure 9
Attlcbmcmt
FACU.,ITIES (FAC):
295-3045
D \Vork reques( comp lc!cd (USUHS Fortn 5335}
D ~heck Lights _ _____ (room)
0 Flags needed (room). Please reserve the flag ,YOl1 need, we httvo a limited invonU1ty M
na~s . (Please speci fY.: Stnte Ooven~ meut.. Unifmmcd Service. Foreign Co11nuy, indoorloutside)
List Flags-------- -------- - -------
0 Wi ll ne!ed Air Conditioning!l [cnt ________ (rooru)
0 Ch