Conference Rooms

The Meinel Building at the College of Optical Sciences has 18 conference rooms, meeting places and classrooms available for reservation. Refer to Room Inventory Log below for capacity in each room and photograph.

Reservations

The Conference Room Coordinator is provisioned to schedule ALL conference rooms with exception of room 547. 

Academic ProgramsDean's Office, or the Administrative Support Team are provisioned to schedule conference rooms: 447, 554, 647, 654, 747.

Rooms Available for Reservation

  • Conference Rooms: 447, 554, 647, 654, 747, 821
  • 3rd Floor Lobby
  • Break-out Area – 829
  • 8th Floor Patio

RESTRICTED: Conference Room 547; Call 520-621-5821 to reserve

Calendar entry shall adhere to the following format: Purpose of meeting/Requester's name/Scheduler’s name/Date reservation confirmed, e.g., Milster’s Group Meeting (Milster/Gransie 2/8/18). NOTE: The reservation originator is the only person who may edit the original reservation. The Dean's Office may overwrite all reservations

Conference Room Reservations

Conditions, Terms, and Procedures 

READ PRIOR TO submitting the Conference Room Reservation Form: (For a complete list of terms refer to Reservation Form)

  • The guest user is the responsible party for managing logistics for their event, including setup/cleanup/audiovisual/troubleshooting. College of Optical Sciences is not staffed to support the guest user's event(s);
  • Conference rooms are available during business hours only (8 a.m. - 5 p.m.); Conference room 821 is only available 8 a.m. - 4:30 p.m.; all conference rooms are not available weekends;
  • Reservations may be bumped by Optical Sciences Dean’s Office within a 24-hour window of event reservation;
  • The boardroom table in room 821 cannot be moved or removed;
  • The guest user is responsible for viewing room setup and to determine if ordering additional banquet tables/chairs/linen are required. The guest user is responsible for placing orders with Facilities Management or outside vendors and managing applicable fees; for additional, and associated fees;
  • Banquet tables may be ordered through Facilities Management;
  • Tables/chairs/linen/trash receptacles must be cleared immediately following event conclusion;
  • Catering is allowed in all conference rooms; 
  • For small events, trash receptacles must be removed from the room and placed in the hallway in preparation for the next patron utilizing the conference room; 
  • Events with large catering orders must make arrangements through Facilities Management for additional trash receptacles and same day clearing. The guest user is responsible for the associated fees ; 
  • The guest user must be present when caterers arrive and are the responsible party for accepting any off-campus orders and food receipts;
  • The guest user may utilize conference room AV and is invited to familiarize themselves with the equipment prior to their scheduled event. The College does not provide AV technical support;   
  • The guest user must provide their own laptop;
  • We highly recommend the guest user brings a backup laptop and conducts a trial run prior to the event.
  • The room must be left in condition presented.  
Conference Room Online Reservation Form required

 

Recurring Meetings

Recurring meetings can be scheduled from July to June of any given fiscal year. It is the responsibility of the person requesting the appointment or their administrative associate to update the recurring meeting in May (no earlier) for the upcoming year. There will be no “end of year” reminders to conference room users. If a person fails to schedule a recurring meeting and another meeting is scheduled at that time slot, the individuals who requested the reservation will work together to resolve the issue. If no resolution can be obtained, the person who scheduled the time slot first is assigned the conference room. 

TA Office Hours and Student Study Groups

OSC conference rooms are reserved for faculty and administrative meetings. However, TAs and student study group can reserve a conference room no more than one week in advance of the anticipated meeting date. TA and student group reservations may be bumped at the discretion of the dean or a faculty member’s request for use. For questions and scheduling, please contact the Academic Programs office.

Student study groups cannot schedule recurring meetings in the OSC conference rooms.

Room Inventory

Projector remotes are stored in each conference room. If a backup remote is required, please contact the coordinator or go to Room 702/704.

Room Capacity LCD/Remote Control Photo
First-Floor Discussion Area 6-12     
Third-Floor Lobby*†  50 tabled
100 standing
Photo
Meinel 305 (classroom)  40   Photo 
Meinel 307 (lecture hall) 91   Photo
Meinel 408 (classroom) 78   Photo
Meinel 410 (classroom) 77   Photo
Meinel 422 (classroom) 34    Photo
Meinel 432 (classroom) 32   Photo
Meinel 447 (conference room)† 12-14 Meinel 401 Photo
Meinel 554 (conference room)† 12-14 Meinel 541 and 545 Photo
Meinel 547 (conference room) 12-14 Meinel 541and 545 n/a
Meinel 654 (conference room)† 12-14   Photo
Meinel 647 (conference room)† 12-14 Meinel 642 Photo
Meinel 747 (conference room)† 12-14 Meinel 704 and 719 Photo
Eighth-Floor Patio*†  40   Photo
Meinel 821 (conference room)† 40 Meinel 704 Photo

Meinel 829 (breakout area)*†

40   Photo

*No projector

†Available for reservation using the online reservation form 

Supplies

Coffee supplies are provided by Dean’s Office for OSC patrons only, and only for administrative meetings of small groups of 14 or less.  OSC Guest User is responsible for securing coffee supplies through Coordinator and responsible for making and clearing coffee & equipment.

The coordinator will maintain conference rooms with dry erase markers and erasers.