Meeting Rooms Use Policies
The Center has meeting rooms, classrooms, an auditorium, Visitor Center and labs that can be rented for use by outside groups. Please read the following policies to ensure that our facility will meet your group's needs.
You are encouraged to come by the Hatfield Marine Science Center in advance of your event, look at the facilities, and decide on arrangement of furniture for optimum use. Please call ahead, (541) 867-0212, to make sure the room is available for viewing.
Meeting room coordinator:
Candace Rogers, Administrative Program Assistant
Email: Candace.Rogers@oregonstate.edu Phone: (541) 867-0212
Meeting Rooms Info | Costs | Interactive Room Calendar | Room Request Form
Event Setup: Please be prepared to do any necessary setup and breakdown for your event since this is not included in your room rental. It is a 2-person job to move the tables - include adequate time in your room reservation for setup/breakdown. For an additional fee, this service can be provided if arranged in advance with the meeting room coordinator. HMSC has extra tables and chairs that can be borrowed for your event if arranged in advance. The configuration of tables and chairs in most rooms can be changed as long as things are put back to original arrangement at the end of your meeting (for exceptions see the room's description on Meeting Rooms Info page).
Meeting room audio/visual equipment: Arrangements for using HMSC audio/visual equipment must be made in advance. Please advise our meeting room coordinator of your needs when making your room reservation. Fees may be associated with some of the equipment - see the Costs page. Available for use: video LCD projector, laptop, overhead project, screen, and in some rooms TV/VCR. User is expected to be able to run the equipment or can arrange assistance in advance through the HMSC computer support department for a fee - minimum is $25. Please provide your own extension cords and special equipment.
Food & Drink in meeting rooms: Meals are allowed only in the Staff Lounge, the Dining Hall and the Visitor Center if authorized in advance by our meeting room coordinator. A list of local caterers can be supplied upon request. Groups are responsible for clean-up after the event. If extra janitorial services are required, a $50 per hour Special Services Fee may be assessed. No meals are allowed in any of the other meeting rooms or classrooms, unless the event is sponsored by a member of the HMSC Executive Committee and authorized in advance by our meeting room coordinator. No type of food or drink is allowed in the Hennings Auditorium.
Alcoholic beverages: Alcoholic beverage service is only allowed for groups that have completed the alcohol service registration process with the OSU Office of Risk Management (ORM) office. Inquire about this option when making your room reservation since the registration process takes a minimum of 3 weeks to complete.
Building access: Most rooms can be used after-hours and on weekends. Building access will be arranged for your group by our meeting room coordinator. The two meeting rooms in the Guin Library are unavailable for non-HMSC use when the Library is closed. The Library's hours are 8am-5pm Monday to Friday.
Hennings Auditorium & Visitor Center: The Hennings Auditorium is located inside our Visitor Center, which is open to the public most days of the year. The public is allowed free access to any event taking place in the auditorium during Visitor Center hours. Groups renting the auditorium or Visitor Center outside of business hours must also pay an hourly fee to have an aquarist on duty to ensure the safety of the aquarium's animals. This fee currently is $25 per hour and will be quoted at time of making your room reservation. The Visitor Center's hours can be viewed at: http://hmsc.oregonstate.edu/visitor/visit
