Note the following limitations when requesting instructional space on the VCU Health Sciences campus:

1. Classrooms will not be available during finals weeks or winter break. 
2. Requests for classrooms must be made 14 days in advance.
3. Classrooms can only be reserved for 4 hours at a time.
4. Weekend requests will only be considered for Sanger Hall.
5. Classrooms cannot be used for conferences or other activities where any kind of fee is charged or where the attendees are not affiliated with VCU.
6. Requests should end ten minutes before the hour or half hour.
7. Room reservations may be rescinded without notice or resolution should classrooms be needed for instructional activity directly connected to VCU degree programs.
8. Alcohol may NOT be consumed in any centrally managed instructional spaces. 

• The Office of the Senior Vice President for Health Sciences (OSPVPHS) has the authority to deny space usage and to relocate activities as necessary.
• No space may be reserved for any non-VCU or non-VCU Health organization.
• Food and beverages are not permitted in any auditorium, lecture hall, or classroom at any time. Faculty, staff and students are asked to honor this policy and help enforce it.
• The individual in charge of the activity is responsible for the condition in which the room is left and must ensure that it is in good order for the next scheduled activity. Chairs and tables may not be moved from any room to modify capacity of another room and, if rearranged within the room, must be moved back to the original configuration at the end of the activity.
• The individual in charge of the activity is responsible for arranging any additional or special technology needs (e.g., video-, tele-, audio-conference set-up) by contacting Media Support Services as soon as the room assignment is confirmed.
• All requests must be made a minimum of 14 business days in advance.
• Students, vendors, and contractors are not permitted to reserve space. All reservations must be made by a sponsoring VCU faculty or staff member. The sponsoring individual must be in attendance during the activity and will be held responsible for the adherence to the guidelines.
• Activity occurring before 7:00 AM or after 6:00PM requires on-site VCU Police presence. OSVPHS will make arrangements for VCU Police coverage and use the budget code listed on the request in EMS. This includes access Monday through Friday prior to or after building open hours and all times on weekends and designated university holidays. VCU Police will charge the cost of the security guard(s) or sworn officer(s) to the user’s budget code at their current rate. 

Hermes A. Kontos Medical Sciences Building (KMSB) Room 104-105 Usage Requirements

A.  Facility access and set-up 

1. The user is responsible for the use of the space, meeting the caterer and guests, leaving the room clean and orderly, and then shutting the doors tightly so they will automatically lock properly.

2. User is responsible for any arrangement of furniture. Room 104/105 is furnished with 14 tables and 80 non-stacking armchairs. The furniture or podium may not be moved out of the space nor stored in the kitchen at any time for any reason. The user may move any unused chairs or tables to the side of the room, taking care not to damage the walls. User is responsible for all arrangement of furniture. User must leave space set classroom style with all tables on their legs and facing podium and with seating for fifty (50) facing podium at the conclusion of their meeting or event.

3. Any set-up by user and caterer must be accomplished within scheduled time. This requirement should be considered when making a request for the space. Caterer should not be requested to arrive prior to the scheduled event access time. Deliveries may not be left in the building unless departmental user representative is on hand to accept delivery at the approved time.

4. Use of the lobby or Building Manager/Security desk (lobby desk) for any event or meeting is not permitted.

B.  User responsibilities for food and beverage service

Typically, food and drinks are not allowed in any of the centrally managed classrooms including Kontos 104/105. In the event that OSVPHS (vphsweb@vcu.edu) grants an exception, the following will apply:

• • User’s budget code will be charged if unusual cleaning is necessary following the event, including shampooing, carpet replacement due to spills that cannot be cleaned, heavy cleaning of kitchen floor, cabinets, countertops, etc., repair of wall damage, or damage to AV equipment.   

  • All catered food must be pre-cooked. KMSB spaces are not Fire Marshall-rated for cooking of any type. Food may be kept warm in standard food warmers with chemical or electrical units. No refrigerator or microwave oven is provided. 

1. • User and/or caterer must remove all food, leftovers, containers, equipment, utensils, etc., and place trash in receptacles provided in the room by the end of the scheduled time.

   • User must ensure removal of pizza and all other large boxes to an out of building trash receptacle following the event. Other trash should fit in the trash receptacle in the room. Empty cardboard boxes should be broken down flat and placed near trash receptacles.

   • User is required to remain in the scheduled space until removal of all non-disposable catering or other contract-provided items from the building has been accomplished. If caterer/vendor has not returned within the scheduled time, user must remove all items from the building for retrieval from their departmental space. Any items or equipment left in the area of a scheduled event will be removed or disposed of and any associated costs charged to the budget code provided in the original request for space. 

   • Alcohol is not permitted in any of the central managed classrooms.

C.  Building Hours

1. No event occurring after or before building hours will be approved. Building hours are Monday through Friday 7:00 a.m. to 6:00 p.m.

D.  Decorations, presentation accessories, etc. 

1. The posting of signs, flyers, decorations, banners, etc., will not be not permitted on any wall surface, doors, ceiling or other building surfaces.

2. Covering the podium with banners or other school or department logos is not permitted.

3. Delivery and removal of decorations, plants, etc., must be within the scheduled time of use of the space.

4. All balloons should be securely anchored and not allowed to break loose in the building.

5. The Fire Marshall does not permit lit candles of any kind.

 

Molecular Medicine Research Building (MMRB) Rooms 1009-1011 Usage Requirements

A.  Facility access and set-up

1. The user is responsible for the use of the space, meeting the caterer and guests, leaving the room clean and orderly, and then shutting the doors tightly so they will automatically lock properly.  

2. User is responsible for all arrangement of furniture. Room 1009/1011 is furnished with 34 tables and 70 stacking chairs. User must leave space set classroom style with all tables up and facing front of room with seating for fifty (50) at the conclusion of their meeting or event. If furniture is not returned to this set up at the end of scheduled time, the user’s budget code will be charged for Facilities Management to do so.

3. Use of the lobby for any event is not permitted at any time.  

B.  User responsibilities for food and beverage service

Typically, food and drinks are not allowed in any of the centrally managed classrooms including MMRB 1009/1011. In the event that OSVPHS (vphsweb@vcu.edu) grants an exception, the following will apply:

• • Alcohol is not permitted in any of the central managed classrooms.

  • Any set-up by user and caterer must be accomplished within scheduled time. This requirement should be considered when making a request for the space. Caterer should not be requested to arrive prior to scheduled event access time. Deliveries may not be left in the building unless departmental user representative is on hand to accept delivery at the approved time.

  •  User’s budget code will be charged if unusual cleaning is necessary following the event, including shampooing, carpet replacement due to spills that cannot be cleaned, heavy cleaning of kitchen floor, cabinets, countertops, etc., repair of wall damage, or damage to AV equipment.   

  • All catered food must be pre-cooked. MMRB spaces are not Fire Marshall-rated for cooking of any type. Food may be kept warm in standard food warmers with chemical or electrical units. A refrigerator, ice maker, microwave oven and dishwasher are provided for large catered events. All items left after the conclusion of an event will be disposed of with associated charges to the user’s budget code.

  • User must ensure removal of pizza and all other large boxes to an out of building trash receptacle following the event. Other trash should fit in the trash receptacle in the room. Empty cardboard boxes should be broken down flat and placed near trash receptacles.

  • User is required to remain in the scheduled space until removal of all non-disposable catering or other contract-provided items from the building has been accomplished. If caterer/vendor has not returned within the scheduled time, user must remove all items from the building for retrieval from their departmental space. Any items or equipment left in the area of a scheduled event will be removed or disposed of and any associated costs charged to the budget code provided in the original request for space. 

Please go to https://fmd.vcu.edu/ and submit a self service ticket for all poster board requests. OSVPHS no longer oversees the poster board request process.