PLANNING FOR

1. PLANNING FOR 2017 Office of Campus Operations Presentation located within the Virtual EMS system.

2. MaxineSherleneDiane SONPTOffice of the President CSDInformation SessionsExternal Customers OTPAEvents Using Ship Yard Park OESProvost Office2CC Student Lounge Events OSASCIPSIQuestions & Concerns SHRSDevelopmentParking Options Cargo Van via EMS all Campus Ops reps will handle. • Before you start this process please remember: • All possible event dates must be checked against the Master Event Calendar, • for possible conflicts, before submitting an event request. Go to www.mghihp.edulink at upper right corner or https://ems.mghihp.edu/mastercalendar/MasterCalendar.aspx . • 2. Definition of Master Event (link) definition is being developed. Training to follow. • 3. From The Registrar’s Office: reservations cannot be made into a new semester until classes have been scheduled or Campus Operations receives the ok from them.

3. Hours of Operations and Security: • Campus Operations has been charged with trying to keep events within Institute hours of operations as much as possible. • Security If an event is scheduled outside of hours Ops needs to make arrangements for additional coverage. http://www.mghihp.edu/about-us/operations/hours.aspx. •  4-hour minimum charge for this service.   •  Current cost is $45 per hour with a 4-hour minimum • 2-week advance notice required. Less than a two week notice the cost will be higher . • Detail cancelled less than 2 weeks the program/department will still be charged. No • charge prior to 2 weeks • Alcohol & Security: The above applies. • Please speak with your Ops rep in advance for events • outside of hours of operations. Maxine, Sherlene and I DO NOT want this to be YOU!

4. Add 1 hour to each end of the reservation if break-down and set-up is required.

5. Tried a new vendor and will use again? Please let Ops know so name can be added to this menu and shared with others. (Keanna?) “no paper products” from the caterer. They should give you a discount because the cost of paper products is included in their price.

6. IHP Room/Space Capacities (Large Events) Room 305 A&B is the largest capacity room we have for events. Capacity is 102 in current configuration. With lecture style, chairs only, capacity can go up to 126 (if there are chairs available from other rooms). We have 24 folding chairs. For these events there has to be an empty classroom available for storage (1 ½ hrs prior to event) and time before the event to clear out the room. Rooms take a minimum of 1 ½ hours to break down and set up. It is recommended (and has been proven successful) is to hold an event in 305 A&B and refreshments in Room 309. This works out well for two Reasons: (a) Traffic control – 2 doors, enter one and exit the other. No crowding. Caterer can set up while event is going on. This is only one option. 2CC Lounge Capacities Sit down with rented round tables is 85. Seating in rows is: about 90 with the last row close to the copying machine. PT Labs 230 A&B are not available when furniture has to be removed. The Holiday Party and the Faculty Convocation events are the only ones allowed. Caterers typically are given the Faculty Workroom behind security as their workspace. Reminder: the 2 large round tables in the lounge extension should not be moved. It affects the integrity of the frame.

7. Ops reps will meet with you after confirmation of the request to review logistics for the event. (15 min) • Off-Site Locations: •  Certificate of insurance is required when using off-site spaces. •  Copy of contract with 30 days notice required. •  Submit request to Diane Nolan. •  Requests at end of a year will not be processed until the new year. • Example: Event in Feb of new year to be submitted in January. •  2 weeks before the event, all “final” information from programs/departments must be received by Ops. •  1 week before event: No Changes. Building personnel and security receive • written memos from Campus Operations 1 week in advance of an event. • Please do not contact Tony, Ron or Security about an event or to make changes. Direct all the • information including changes through Operations. It causes confusion. Tony and crew thank you. Deadlines - No Exceptions

8. Office of Communications and Marketing Make sure to also check off items/services you may want from Communications & Marketing on the EMS event request menu. Do you require services from the Office of Communications & Marketing (photography, story etc.)? Photography yes/no Story Request yes/no Video Taping yes/no IMPORTANT OFF-SITE Events Events not being held at the IHP where OCM services are needed, please email both John Shaw and Andrew Criscione because this will not go through the EMS system. This is the only way they will know if off-site banners, photos, a story are needed. Ops will not have this information to share with them. Non-EMS events, such as Thank You Donors in Bldg 36 lobby. Ops will notify OCM via email and copy the requestor.

9. Email confirmation

10. 2CC Lounge: sit down dinner not to exceed 80. Please know this is tight. For standing events capacity is 90. (Campus Operations has no control of heat or a/c during an event) 2CC Room Confirmations Will Include The Below Information Validation of 2CC or Nautica Parking Tickets This requires advance approval. Operations must request this on a case by case basis through parking lot management. The MGH Security officer will be able to validate parking for the event if prior arrangements have been made, and the cost for guest parking will be charged to the department’s cost center. Heating & Air Conditioning After hours services must be requested in advance. Temperature adjustments can only be requested Monday through Friday until 4:30PM. Changes to room temperature must be coordinated in advance through Operations and cannot be adjusted after the property manager’s scheduled hours. There is a $70 per hour charge for heating and air conditioning outside the landlord’s stated hours of operation. Use of 2CC: Executive Council approved policy & procedures. http://iware.mghihp.edu/intranet/operations/policiesAndProcedures.html

11. Food & Beverage at 2CC Events • Food and beverage may be brought into an event, except in Classroom 240 and the Functional Living Lab.  Please be aware there is no storage available for leftover food and beverages, including alcohol. Leftover items must be removed from the premises by the event host at the conclusion of the event. Trash must be placed in trash bins within the Institute’s leased space at 2CC. The landlord’s dumpsters cannot be used for trash removal by the Institute. Depending on other scheduled events at the time of this event there may be limited prep space for caterers and early delivery of furniture. • Week End Events Needing Parking •  Be aware Bldg 199 Garage is not staffed on weekends. • Payment is by credit card only. No coupon stickers allowed. •  Rates are not reduced unless prior arrangements are made. •  Nautica Garage: public parking is always available. Discounts need to be arranged • through Diane. Availability is based on events being held at TD Garden. • Please contact Diane Nolan if you have a weekend event that is going to require parking options. Please note there will be a charge to have the garage staffed and will be charged to your cost center. This is not available for information sessions.

14. Partners Preferred Hotel Program This link will take you to the list of preferred hotels that give a 15% discount. http://pulse.partners.org/howto/hotels/preferredhotels.htm Available MGH/Partners Meeting and Conference Room Space – IHP Intranet http://iware.mghihp.edu/intranet/operations/eventplanning/conferencerooms.html Assembly Row: https://intranet.mghihp.edu/drupal7/office-facilities/event-planning-0 Please note that their process is quite different from ours. It is important folks read through the form first, in particular the end with the below information. You may want to visit the site as well. ** For catering please visit the Partners Kitchen: Click here for Catering Services ** The list of attendees for events must be registered on our visitors list, please click the link below to complete the process. Click here to view the Visitor Management and Badging System ** For AV services please contact Collaborative media Click here for AV Services **Please note that banquet style set up will require table rental from a list of outside vendors that we will provide for you to contact Please provide Cost Center information:

15. Partners Pulse for Assembly Row Information Click on “Workplace Services” https://pulse.partners.org/hub/services/documents~2/how_to_get_to_assembly_rowpdf~1 then click On “download” Parking questions

16. Options as of January 2017 2CC Lot http://www.pilgrimparking.com/boston-parking-garages/constitution-center-parking-lot.htm Nautica Garage http://www.pilgrimparking.com/boston-parking-garages/nautica-garage.htm Building 199 0-1/2 HOUR $4 1/2- 1 HOUR $6 1 – 2 HOURS $8 2 – 3 HOURS $10 3 – 4 HOURS $14 4 – 6 HOURS $16 6 – 12 HOURS $18 2 – 24 HOURS $20 Not staffed on weekends – special arrangements need to be made.