Students

Room Request Policies

• Breakout Room Reservation Guidelines
• Boardroom Reservation Guidelines

General Guidelines

Room requests should be made at least 48 hours in advance by logging into webviewer or emailing the appropriate person listed below with your reservation requests.

Please indicate date/time/place reservation and contact information. If multiple dates, times, or rooms are needed, indicate this also. Please provide complete information on your event so the schedulers may provide sufficient details of your event.

A confirmation for your request will arrive via e-mail in 1 to 2 working days. Confirmation forms may be picked up in the office of the scheduler. A time-date stamp is automatically added to your request to resolve any conflict issues.

The schedulers that complete the reservations are:

• Julie Gomez at jgomez@tulane.edu - Classrooms and Undergraduate Breakout Rooms
• Tonya Durden at tdurden@tulane.edu - Graduate Student Room Requests
• Pamela Phillips executive.ed@tulane.edu - EMBA rooms
• Sharon Moore smoore@tulane.edu- Boardroom

Breakout Room Reservation Guidelines.

• Currently-enrolled Freeman undergraduates have exclusive use of breakout rooms on the first floor of the Goldring/Woldenberg Hall I.
• Currently-enrolled Freeman graduate students have exclusive use of breakout rooms on the second floor of Goldring/Woldenberg Hall II.
• Room requests must be made at least 24 hours in advance by logging into webviewer (http://www.freeman.tulane.edu/students/roomreserve.php ) or by emailing requests to the appropriate person. Requests made after the reserved room signs are posted will not be processed.
• Reserved room signs for the weekend will be posted every Friday at 5 p.m. No reservations will be processed for the weekend after the signs are posted on Friday.
• Empty, unreserved breakout rooms are available on a first-come, first-served basis.
• Please indicate date/time/place for the reservation and your contact information. If multiple dates, times, or rooms are needed, indicate this also.
• Please provide complete information on your event so the schedulers may provide sufficient details of your event.
• A confirmation for your request will arrive via e-mail. Confirmation forms may be picked up in the office of the scheduler.
• A time-date stamp is automatically added to your request to resolve any conflict issues.
• All breakout rooms are available for use via reservation. In all cases, a reservation confirmation notice will override any previous occupant(s) of a breakout room.
• The time limit on any student reservation is four hours. Students may not have back-to-back reservations.
• One week prior to and during end-of-semester final exams, two-hour limits are set for breakout room reservations and use.

Conference rooms and classrooms (i.e., 4125, 3101, 2125 and 2101) in Goldring/Woldenberg Hall II cannot be utilized as a breakout or study room. To use any conference room or classroom you must submit a reservation request, including the title of the meeting or reason for using the room.

Your cooperation in following these procedures will help us to serve everyone better.

Boardroom Reservation Guidelines

 The Boardroom (Room 430) is part of the Dean's Suite and is primarily reserved for use by the dean. Reservations can be made by contacting the dean's executive assistant, Sharon Moore, at x5407.

When the dean is not in town, the Boardroom may be reserved on a first-come, first-served basis.

When the dean is in town, Boardroom reservations are kept to a minimum. This accommodates the dean in meeting with unanticipated groups of visitors, students, faculty, or staff.

The Boardroom comfortably seats 14 for meals. There are an additional six chairs for regular seating. A group of 20 is maximum, if comfort is a factor. Additional chairs may be brought in; the person reserving the room is responsible for making arrangements for the additional chairs and returning them.

Use of the Boardroom does not include beverage or maid service. All beverages and food are to be provided by the person reserving the room. This person is also responsible for all set up, break down, and clean up. The coffee machine in the adjacent kitchen may be used; however, the person reserving the room must obtain the coffee from the staff lounge across the hall. The Boardroom and the kitchen should be returned to their original condition, ready for use by the next group. Extensive cleaning and straightening may be required; this may include cleaning the table, vacuuming, picking up trash, washing any dishes used, emptying coffee grounds, etc.

The person reserving the room is responsible for media equipment arrangements. Any media equipment needs must be arranged with Media Services.

The person reserving the room is responsible for obtaining the key prior to the Boardroom's use and returning it to the dean's office immediately following cleanup.

Use of the Boardroom on weekends and in the evening is highly restrictive, due to its location on the administrative floor and its proximity to security-sensitive materials.

Only under special circumstances will external groups be allowed to use the Boardroom. In such circumstances, a Freeman staff member will need to assume responsibility for locking up after regular hours.