You should schedule your room as soon as possible in your event planning process. The earlier you do this, the more likely you are to get the room you would like. Go here to select an appropriate space for your event and to determine who to contact to reserve various rooms/space throughout the JHSPH. To schedule any of the auditoriums and classrooms, some of the conference rooms and the student lounge, send schedule requests to schedule@jhsph.edu. You will be sent a confirmation email when your event is scheduled. Classes take precedence over events; you may be bumped from your reserved space if a class needs the room that you are in. Your email should contain all of the following information: - Start and end date (or series of dates)
- Start and end time(s)
- Setup Time (we suggest 15 minutes if you are having food or setting up AV)
- Cleanup Time
- Number of attendees expected
- Room preference (if any)
- Building preference (HH or Wolfe St.)
- Classroom, Conference Room, or Auditorium?
- Alternate room/date/time
- Name and/or purpose of class or event
- Department or Organization
- Your name
- Phone (all 10 numbers)
- Email
Student organization-sponsored events must have this form filled out. Student meetings do not require you to fill out this form. If you have questions, call Student Affairs, 410-955-3610, to discuss your event. If this event takes place before 8:30 a.m. or after 5 p.m. Monday–Friday, or on a weekend, it must be approved by Scott McVicker. If you are having a book signing and/or book sale, you must receive approval from Senior Associate Dean of Academic Affairs Jim Yager, jyager@jhsph.edu. - Classes have priority, but only in centrally-scheduled rooms. The multipurpose rooms and departmental rooms have other policies.
- For multiple dates, you can send the dates, or a pattern of dates, such as the third Thursday of the month, every other Friday, etc. Send a start and end date.
- You must also provide a start and end time – “for the whole day” won’t work. If you have food, or need time to setup AV, you should schedule setup time; if you don’t ask for it, you won’t get it. You are expected not to be in the room earlier than your start time and no later than your end time. Please bear in mind that sometimes setup/cleanup time is not available.
- Please don’t ask for a 30-seat conference room if you only have six people attending.
- Please state for what you want the room. You won’t be refused a room because of the meeting purpose, but it must be known.
- You will usually receive a confirmation within 24 hours, although that isn’t guaranteed. The room scheduler also schedules the classes, so unless your request is urgent, it may take a little longer. (Urgent requests are for today or tomorrow).
- Regularly scheduled classes end by 11:50 a.m. and begin again at 1:30 p.m.
- Most meetings and seminars take place from 12:00 - 1:30
- Events and meetings which begin before noon or end after noon are less likely to get a room, and are more likely to be bumped for a class. The same applies to events and meetings which begin at 1:00 or end after 1:30
- Schedule as soon as possible, especially if your meeting or event is longer than two hours.
- If you want a room for a whole day or longer, try to schedule it several months in advance.
- Sheldon Hall is kept free for events on Mon/Wed/Fri, so that is a good time to schedule an event.
- If your event is cancelled, please send an email to the events coordinator Scott Klein at sklein@jhsph.edu and room scheduling, schedule@jhsph.edu.
Online list of JHSPH rooms, including departmental rooms: www.jhsph.edu/Student_Affairs/PublicHealthRooms.rtf Online list of many rooms at Hopkins, including Bayview, Homewood, and medical campuses – www.insidehopkinsmedicine.org/campusresources/conference_rooms.cfm Melissa Horn, Course Management Coordinator 410-955-2918
schedule@jhsph.edu |  |
