Internal Facility Use Process | MVCC | Mohawk Valley Community College
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Facility Request Process

Internal (MVCC) Facility Request Process

Please understand that the individual completing these forms, or whose name appears on the forms, is responsible for coordinating all event logistics. This includes, but is not limited to, ensuring that you have reserved your facility, completing all necessary forms below, room setups, working with all involved departments, and being the on-site point of contact on day of event.

Step 1First you must reserve a room through Facilities and Operations.

As a courtesy, and in order to secure proper staff coverage and room availability, requests for facilities that hold less than 25 people should be submitted 48 hours prior to requested date. Requests for facilities that hold more than 25 people should be submitted 2-weeks prior to requested date.

Prior to completing Facility Use Request Form, you should verify room availability in Outlook by visiting Public Folders. If, after following directions below, you're still having trouble finding Public Folders, please contact the IT Help Desk at x5711.

  • Hit "Ctrl 6" to make Public Folders visible on Outlook (while on campus)
  • Public Folders will appear on the left side of your Outlook below "inbox" and "archives"
  • Double-click "Public Folders"
  • Double-click "All Public Folders"
  • Double-click "Bookings"
  • Double-click on appropriate Campus location
  • Double-click on appropriate Building
  • Single-click on room calendar to view availability

NOTE: This form is only a request and is not a confirmation of your room reservation. You will receive a confirmation from the appropriate campus representative once your room has been reserved.

Facility Use Request Form:
http://www2.mvcc.edu/forms/events/request/internal

Step 2Do you require a sound system or other technical assistance through Events and Guest Services (EGS)?

As a courtesy, sound system and technical requests through Events and Guest Services require 2-week advanced notice. This notice allows scheduling supervisors ample time to schedule equipment and/or staff coverage to help make your event a success! If your event less than 2-weeks away, don't panic...just contact the Technical Coordinator of Events and Guest Services Bryan Telarole at x5846 or email him at btelarole@mvcc.edu and they will do their best to accommodate. If they are unavailable or unable to accommodate due to a scheduling conflict, please feel free to contact the IT Help Desk at x5711.

If you haven't yet reserved a room, make sure to complete Step #1 before moving on.

Use of Alumni College Center 116: Much like IT225, CC116 is now considered "walk-in ready" for the majority of your classroom and lecture-style events (projector, laptop, and microphone at podium). To view, download, and/or print the CC116 User Manual. This user manual is also visible on the podium within room CC116.  If you require additional equipment (multiple microphones, lapel mic, etc.), please complete the Sound System Request Form below.

Sound System and Technical Request Form:
http://www2.mvcc.edu/forms/events/sound

Step 3Do you require Media Services (TV, CD player, iPad, laptop, etc.)?

As a courtesy, all media requests require 24 hours advanced notice.

If you haven't yet reserved a room, make sure to complete Step #1 before moving on.

NOTE: Much like IT225, CC116 is now considered "walk-in ready" for the majority of your classroom and lecture-style events (projector, laptop, and microphone at podium). To view, download, and/or print the CC116 User Manual. This user manual is also visible on the podium within room CC116.  If you require additional equipment (multiple microphones, lapel mic, etc.), please complete the Sound System Request Form below.

Media Booking Request Form:
http://www2.mvcc.edu/fcltystaff/edtech/media_resource.cfm

Step 4Do you require Sodexo catering?

As a courtesy, and dependent on locations, all facility requests require 48 hours advanced notice.

If you haven't yet reserved a room, make sure to complete Step #1 before moving on.

If you have questions, please contact Sodexo at (315) 792.5419.

Sodexo's CaterTrax Website:
https://mvcc.catertrax.com

Step 5Do you require a Public Safety presence?

To ensure availability of event coverage, Public Safety requests require a 2-week advanced notice. Contact Cathy Myers and Chief Amico at cmyers@mvcc.edu; damico@mvcc.edu.

 



Important Phone Numbers

ROME CAMPUS

Dean of the Rome Campus
x7700

Facilities and Operations
x7746

Public Safety
x7718

Sound System and Technical Assistance (Rome IT-Media)
x7715

UTICA CAMPUS

Facilities and Operations
x5396

IT Help Desk
x5711

Public Safety
x5757

Sound System and Technical Assistance (Events and Guest Services)
x5846