RFSS Event & Conference Guidelines

Definition of a Meeting & Event

Meetings can be called at any time, in any space available and are usually informal. A group of people getting together to discuss a subject, whereas an Event is usually formal, will have an agenda and a programme of activities planned.  Events typically are larger in scale and span a longer period of time (all-day) than a meeting.

How to submit a Meeting and Event Request

RFSS Meeting request Form

RFSS Event request Form

MIDB Meeting request Form

MIDB Event request Form

All recurring requests must be submitted utilizing the meeting request form. One time or same day meeting requests can be requested via emailing or calling the building's information desk.

Recurring meetings are scheduled annually in the spring for the following academic year. Recurring meeting requests are accepted throughout the year, but will only be scheduled through the end of the current academic year (8/30/yyyy).

Catering Guidelines

  • RFSS offers an open catering policy. With few exceptions, clients can use any licensed caterer they choose.
  • Clients must comply with all Food Safety Policies at the University, including obtaining necessary permits (see permits section).
  • Clients must be on-site to meet their caterer; RFSS is not able to sign for any catering or deliveries.
  • Catering equipment should be loaded in and out on the same day as the event unless previous arrangements are made. Caterers will have access to the space during the event “Reservation” time listed on the event confirmation.
  • Clients are responsible for ensuring all waste is in bins provided. Contact the RFSS Event Coordinator beforehand if you have a large number of guests or are serving boxed lunches, so appropriate receptacles can be provided. Please note that there will be a small fee for providing additional trash receptacles.  

Permits and Forms

All permits must be completed by client and submitted to the Conference Center as necessary.

Damages

The client assumes all responsibility for physical damages to property resulting from deliberate acts or negligence by the client and others in attendance of the scheduled event. Additional fees for physical damages will be assessed and invoiced to the client. 

Parking East Bank Events:

Visit the Parking and Transportation Services website for more information pertaining to visitor parking. 

Parking MIDB Events

Due to the location of MIDB, the parking garage is dedicated to study participant and staff/faculty parking.  Parking is not available on-site at MIDB for events. View transportation resources for MIDB Events HERE

Deliveries

Clients arranging for third party deliveries must have someone present during deliveries and pick-up. Arrangements to have furniture delivered prior to an event or stored after an event must be made with the RFSS Event Coordinator. 

After-hours Events

After hours events are subject to approval and staffing availability. An EFS account string MUST be provided in order to host an event in our event spaces. Fees associated with events may include, but are not limited to, special furniture set-up/re-set, after-hour event personnel, and additional cleanup/custodial charges by FM or physical damage to property.

  • Given the secure nature of the buildings we manage, we require an RFSS Special Event Student be hired for all events occurring or spanning after business hours. Business hours are 8:00am-4:00pm Monday- Friday. The student serves as a resource for you during your event and also monitors security. 

Furnishings and Equipment

Conference rooms and Event Spaces must be left in a clean and orderly condition. If the furniture is rearranged, it should be returned to the original arrangement at the end of the meeting. All trash should be placed in waste containers provided. Tables should be wiped-down, dry-erase boards cleaned, projectors shut down and equipment returned. Failure

  • Special Furniture Arrangements: Events that require special arrangements, furnishings substantially rearranged and reset after an event, will be assessed a fee to cover these costs.
    • Please notify the RFSS Events Coordinator of special setup needs at least 14 business days in advance.
    • Extra tables and chairs are available for use in some of our event spaces. Set-up and take-down fees apply.
    • Rolling fabric tack boards for poster symposiums are available in CCRB as well as NHH.  

Decorations, Candles & Balloons

Table top and free standing decorations are permitted. Push pins, tacks, glitter, confetti and tape are not permitted due to the damages they may cause to walls and vacuums. Candles are not permitted due to the fire hazard and local fire codes. Balloons with weighted ground holders are permitted. 

Non-University affiliated events

Non- University affiliated events are charged a fee to use RFSS event space. In addition, a Facility Use Agreement contract will need to be in place prior to the event. Please contact the RFSS Event Coordinator for more information about this process. 

MIDB Credentialing Process for Events

The Event Coordinator is responsible for credentialing guests attending their event.  Credentialing must be visibly worn while in MIDB, including the Annex.  Event Coordinators can obtain credentialing stickers from the reception desk in advance of the event. Please contact [email protected] if you need credentialing stickers for your event.  If your event is taking place in the Annex, Event Coordinators will communicate this to event attendees so they know where to go upon arrival at MIDB. 

MIDB Credentialing Process for Meetings

The Meeting Coordinator is responsible for informing faculty and staff that ID badges: ucards or Mhealth Fairview cards, must be worn and visibly shown by all meeting attendees while in MIDB. The Meeting coordinator will be responsible for credentialing visitors that do not have a Ucard or Mhealth Fairview card.   Meeting coordinators can obtain credentialing stickers from the reception desk in advance of the event. Please contact [email protected] if you need credentialing stickers for your meeting.  Meeting Coordinators are responsible for meeting guests in the lobby and escorting them to the conference room where the meeting will be held.  In the event that a meeting attendee visits the Clinic, ICI or reception desk, they will be asked what meeting they are attending.  The desk staff will verify the meeting and credential the individual.  The meeting coordinator will be contacted so they can meet the individual at the card reader door nearest to the conference room.