University Of Chicago Medicine

Multi-Media Services

Conference Room Polices

Fees

Multi-Media Services maintains an unpublished fee schedule with two rate plans.

  • UCM
  • BSD / University Groups

Anyone in the medical center senior management group may use the CCD Board Room and conference center at no charge.

Fees are detailed in written confirmations and can be negotiated or waived only by Multi-Media Services leadership’s discretion.

Typical Fees Include:

  • Audio-Visual Equipment
  • Tables and Chairs
  • Easels
  • Staffing
  • Rental equipment/services from outside vendors

Multi-Media Services staff members provide audio-visual set-up assistance and respond to problems. If a tech is required to stay for the event additional fees will be apply.

Room Restrictions / Other

Most of all of the available conference rooms in EMS area available for general use. Other areas such as the CCD Boardroom, L107 and DCAM Atrium have restrictions.

  • Request to use the CCD Boardroom, must be approved through the BSD Dean’s Office and additional fees will apply. Contact Multi-Media Services at 2-6265 for further information and assistance for use of this space.
  • Request for use of L107 can be made through Nancy Havens at 2-9253.
  • Use of the CCD Board Room will be subject to availability and users must know that Trustee Events may override reservations.
  • Request for the DCAM Atrium has restrictions during the day, no amplified sound until after 5pm. Requests can be made to Multi-Media Services at 2-6265 which will be reviewed with Administration.
  • In the CCD due to storage constraints tables , chairs and other equipment cannot be relocated
  • Balloons are not allowed in the DCAM Atrium
  • Due to special priorities of other events, on occasion some groups may need to be relocated to another location. Multi-Media Services will try to give as much notice as possible.

Catering

Food is allowed in most of all conference room spaces. Special rules apply to food in the CCD Conference Center:

  • Hot food must be set-up outside the room and brought in
  • Cold food can be staged and set-up inside the room
  • Sternos can be used to be used to warm food however a fire extinguisher and catering person must be present to monitor any open flames.
  • Catering events using sternos must be reviewed by the Safety Office (5-SAFE or5-7233). In additionrequesting an extinguisher to be delivered to the catering location.

Requests to use the DCAM or Sky Lobby Food Court must go through Aramark. Robert Warsaw is the Director of Catering and can be reached at 773-896-2519.

  • Aramark is the preferred catering vendor for all University & UCM events
  • Outside catering is allowed to operate in UCM, but is expected to take direction from Multi-Media staff and follow all facility safety and events policies without exception.
  • Kitchen facilities are not available for caterers, only a small service corridor is available.
  • The Sky Lobby Cafeteria seating area will not be allowed for closure during regular business hours Monday – Friday from 7:00am – 6:00pm. The Sky Lobby Cafeteria seating area can be used for events after hours, on holidays or weekends.

Alcohol Policy

Alcohol is not permitted at the medical center unless it is an event for the Dean or President. No exceptions will be allowed.

Damages Lost or Stolen Items

Groups found to be responsible for damage to rooms, furnishings, and equipment beyond normal wear and tear will be billed for the cost of the repairs.

Users should report any noticeable damage prior to their event to avoid being held responsible for the damages.

Multi-Media Services staff is not responsible for any items left behind or stolen during an event.

Storage of materials before and after an event can be arranged, and although damage or lost materials are very unlikely, the customer bears all risk.

Revised7/7/14