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Special Events Protocol for MacMillan Hall – rooms 115 and 117

  1. Room Reservation: During the school year, if the event is course-related, contact the Registrar's Office (3-1702). For non-course related events and summer events, contact the University Scheduling Office (3-6217 or scheduler@brown.edu) or complete the online space request form at http://www.brown.edu/scheduling.
  2. Card Access: To schedule exterior door unlocks for Manning Walkway entrances (regular door and handicap), contact either the Registrar's Office (3-1702) or the University Scheduling Office (3-6217) depending on whether the event is course related or non-course related as described above. At the start time that the doors are in free access, someone associated with the event must be present at the location. Note that card access requests are to be made at least 48 hours in advance of the event.
  3. Media Support: Contact Media Services (3-2197) for training, student worker support, and associated fees.
  4. Events support: Deborah Lister (3-7820) if special items (stage, microphones, banners, etc) are needed, as well as movement of furniture into or out of room during event. This request is usually in the form of a service order and any request for set up needs to be accompanied with a request for removal of event items so the rooms are returned to original teaching capabilities.
  5. Security and Key Access to 115 and 117: Send Fax to Campus Security (3-7522) to notify them of the event and arrange for after hours unlocking and locking of the room.
  6. Custodial support: contact Events Support (Deborah Lister - 3-7820) for cleaning if food is served at event. Because the cleaning of MacMillan is done during 2nd shift, Custodial services should be alerted to all 2nd shift events to avoid disruption of event by cleaning crew. Custodians will lock the exterior doors to 115 and 117 if the event ends prior to 10 PM weekdays. Note that there is no custodial support for weekend and holiday events, except via a service order.
  7. Catering: contact Food Services catering (3-2712) for food and catering service needs during an event. Tables for catered events are furnished by Events Support (Deborah Lister - 3-7820) and should be requested via a service order. Note that no food is permitted in Starr Auditorium (117); keep food to a minimum in the large classroom (115).

Note that no food is allowed in the auditorium – room 117.