Please read the following policies to ensure that our facility will meet your group's needs and you understand the expectations of room use. Exceptions to the below guidelines must be approved by the Director’s office. By submitting a Room Request Form, you agree to all Room Use Policies.
Availability: HMSC meeting rooms are available for mission-related activities. Priority use is for HMSC academic programs, and OSU and co-located partners may request rooms when available. Occasionally meeting rooms may be rented by outside groups for mission-related activities with approval of the Director’s office. HMSC Director’s office reserves the right to determine if the primary purpose of the intended meeting is HMSC mission related. Click here for more information about mission related users.
Please review the Descriptions and Photos link to determine how far in advance a room can be booked, which vary in order to accommodate our academic course schedules and events. Group activities may not interfere with typical HMSC operations.
Completing a Room Request Form is require but does not guarantee a space. Only when you receive a final confirmation email is the room booking confirmed. Please note that the Meeting Room Coordinator may rarely move a confirmed room booking to another meeting room if is necessary to accommodate multiple users. Our goal is to accommodate all users and ensure the success of all events.
Building access: Unless arrangements are approved in advance, or users already have after-hours access, meeting rooms are only available from 8am -5pm Monday to Friday, including set-up and clean-up. Therefore, meetings in the library should not be scheduled to begin before 8:30am. Meetings in the Ed Wing can begin at 8am, with set-up at 7:30am. Please do not attempt to gain access to buildings prior to these times.
Event setup: Include setup & clean up times in your total room rental reservation time. Please be prepared to do any necessary setup and breakdown for your event since this is not included in your room rental. 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. We ask that you leave the configuration of the rooms as you found it and the room is clean when your meeting is complete. Additional fees may apply if extra janitorial services are required (Custodial Special Service fee). Rooms with flexible floorplans are described in the Descriptions and Photos link.
Meeting room audio/visual equipment: All users must indicate their audio visual equipment needs when making a room reservation, as this information allows us to support equipment use in our meeting rooms. Review the Room Description and Photos link for a list of the audio visual equipment available in each room. In each room, you can either share a presentation on the large monitors by uploading your presentations from a flash drive on to our room computers, or using your own laptop with an HDMI port (or adapter if you have a Mac). Any additional assistance beyond turning on the equipment and making sure it is working is available for a fee. Please provide your own extension cords and any special equipment. Important for HMSC groups: if you plan to use video conferencing (Polycom, Tandberg) you must fill out the Video Conferencing Request Form which will be included with your room confirmation email. Requests for polycom assistance must scheduled in advance via the Request Form to ensure your meeting’s success. Polycom, Tandberg video conferencing equipment is unavailable for use by non-HMSC groups.
Food & Drink in meeting rooms: Food and drink may be served in the HMSC meeting rooms if arranged in advance with the 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, you will be charged a Custodial Special Service fee. No type of food or drink is allowed in the Hennings Auditorium.
Alcoholic beverages: Alcoholic beverages are not allowed anywhere on the HMSC campus (special rules apply to housing – link here) unless specifically approved by OSU and the Director’s office. To apply, contact the Director’s Office at least 4 weeks in advance of the event.
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 a staff person on duty during the event. Approval of the event is contingent on staff availability, so users are advised to plan ahead.
The Administrative Team strives to provide a consistent and transparent experience for any user booking a meeting room space. If you have any questions or concerns, please contact our HMSC Meeting Room Coordinator
HMSC Meeting Room Coordinator - Melody Pfister
Email: melody.pfister@ oregonstate.edu
Phone: (541) 867-0203
Room Reservation Form