The following policies and guidelines apply to the Centrally Managed Conference Rooms and Auditoriums that are managed in Schedulon under the University Hospital Campus Shared Space and University Hospital Campus Event Space templates.

Conference Rooms:

Medical Professional Building (MPB): D4204 D5206

North Ingalls Building (NIB): 3D15, 8C09A, 8C09B, 8C09AB Combo

Taubman Center (TC): B1-203, B1-206

University Hospital (UH): 2C108, 2G207, 2G209

University Hospital South (UHS): L3113, F1523, F4353, F4361, F4367, F4834

Auditoriums:

CVC Danto Auditorium and Classrooms

University Hospital Ford Amphitheater and Lobby

University Hospital South MCHC Auditorium

The University Hospital Campus Shared Conference Rooms, Classrooms, and Auditorium spaces are managed in the Schedulon application. Access to request reservations in the space is available to anyone with a Schedulon Account. All meetings scheduled are private by default and meeting details are not shared with anyone with the exception of the approver and Hospital Facilities. Reservation holders can share their own meeting details with delegates or others as desired.

Schedulon Account Requests are handled by HITS Schedulon Application Managers and can be submitted using the New Account Request link on the Schedulon website. A Michigan Medicine Level 2 account and email address are required for access to the Schedulon application.

Scheduling and Approval

Conference rooms and classrooms are approved on a first come, first served basis, as availability allows. The requests are automatically approved if the space is available, and if unavailable, will notify the requestor that the room is unavailable. It is the responsibility of the requestor to review their requests to be sure they have a confirmed reservation.

Auditorium spaces are also approved on a first come, first served basis, however, are manually approved by an approver. Requests are received according to the time and date requested, and are approved in the order they are received. It is possible that before a room reservation is confirmed, and still in "Web Request" status, the application will allow the submission of another reservation request in the same state. In this case, the reservation with the earliest time stamp is approved if criteria for scheduling the space is met and the approver has determined that the event meets the policies and guidelines of the space, and all subsequent requests for the same date/time will be denied by the approver. 

Priority Scheduling and Considerations

Priority scheduling is performed annually for long-standing recurring meetings that have been scheduled in the same location, same date/day pattern, same time frame for many years via the University Hospital Batch Scheduling process. This process is  in place to allow for the scheduling of Grand Rounds, and other similar type meetings. Single date Symposiums with a long history of being scheduled in the same location for a full day may be considered in this scheduling process as well.

Occasionally institutional needs require the use of a conference room or auditorium space that has priority over all scheduled meetings, such as the activation of the Command Center, Joint Commission Visit, Vaccination Clinics, Construction, Building outage or other room issue that has a large Hospital impact and requires that all reservations in a particular room or area be canceled. In this case, the approver of the space will reach out to the groups scheduled in the rooms via email and cancel all reservations for the time the space is needed.

All other events and meetings have equal priority to maintain fairness and accessibility for everyone in need of utilizing the space. Although we endeavor to honor all room reservations as made, approvers and space managers reserve the right to change rooms at any time to maximize usage for the Michigan Medicine Centrally Managed spaces.

• Reservations are not guaranteed until a confirmation has been sent. 
• Requests are processed in the order in which they are received. 
• Consideration is given to the size of the group, type of activity, and available space.
• Conference rooms and event spaces are not intended to be used as touchdown space, workspace, breakroom space, or space for 1 on 1 meetings.  
• Reservations for less than 3 people are subject to cancellation in order to make space available for larger groups.  
• Reservations may not be made more than 1 year in advance and are subject to the cut-off dates as noted on the Scheduling Information page.
• Approvers can assign and, if necessary, reassign meetings to another location to assure their maximum and most appropriate utilization. 
• Approvers can decline the scheduling of events/activities which would cause undue "wear and tear" on the facilities.
• Approvers can decline/cancel reservations for any person/group in violation of the rules, guidelines, and etiquette for reserving the shared centrally managed facilities. This includes but is not limited to:
  • Overbooking/holding rooms without a planned agenda and/or list of attendees.
  • Reserving rooms for more than 3 hours per day, multiple days per week, for more than one week in any given year would be considered as potential overbooking.
  • Failure to cancel when not using the space; groups should be in the room the entire time scheduled and only schedule for the time spent in the conference room.
  • Leaving the conference room in disarray after a meeting. It is expected that groups wipe down tables, and be sure all food and trash has been disposed of or removed from the room at the end of the scheduled time. Additional information is included in the confirmation for the reservation.

In the event that a group is in need of scheduling in a location that is already reserved, the person scheduling the event/meeting can reach out to the approver of the space to request consideration for the use of the location for their event. 

• To protect the privacy of the meetings and groups, and reduce the possibility of intimidation, no meeting details are shared with either the requestor or the contact for the scheduled event unless those involved approve.
• The approver will negotiate the use of the space between the parties involved. The contact on the scheduled reservation is contacted to ask if they are able to accommodate the request for the use of space and either cancel or relocate their scheduled meeting. They are under no obligation to make any changes, and can refuse for any reason, however, the approver/manager of the space has the final say on the priority of events scheduled in their space and can cancel or relocate any scheduled meeting/event as needed.
• Conflicts regarding space are handled by the approver.
• If a large capacity room is booked by a small group (well below the capacity of the space) and the space is available for scheduling, it will be approved with the caveat that if a larger group requests the space at a later date, the smaller group will need to be relocated to a more appropriate space for their meeting size. If no meeting space is available, the approver of the space can cancel a booking/reservation to accommodate another meeting as needed.
• Groups are expected to only request reservations for the time their group will be physically present in the conference room or auditorium space. If the approver suspects that a group has overbooked space and in effect blocked others from requesting reservations in the space, the approver can cancel the reservation in the room and inform the group that they cannot resubmit.
• If a group continues to overbook or block rooms with reservations that prevent other groups from scheduling, they can lose their permission to schedule in the University Hospital Shared Meeting space and Event Space for a period determined by the approver.
• The approver reserves the right to cancel or deny any reservation if a group has violated any scheduling or room use policies, etiquette, or guidelines.

Operational Policies

Responsibility
Event Coordinators holding an event in any of the centrally managed spaces are responsible for the actions of all participants. 

Expectations
Event Coordinators are expected to leave the facilities in the same good condition they found them. Groups scheduling meetings or events will be held financially responsible for any special clean-up, maintenance or repair resulting from the event or activity. Groups will be charged the cost for special clean-up, maintenance, or repair.

There are limited resources and the shared conference rooms are in high demand so it is expected that everyone using the space is respectful of others.

• Schedule only what is needed and in appropriately sized rooms for your group.
• Arrive and leave on time since meetings are often scheduled back to back.
• Keep the conference rooms clean and orderly.
• Dispose of all food and trash at or before the scheduled end time.
• Report any issues with the room to the room mangers so problems can be addressed quickly.

Scheduling Privileges
The following actions are not allowable and could result in a group losing scheduling privileges in the Centrally Managed shared spaces: 

• Causing damage to facilities or equipment (includes removal of furniture or audio-visual equipment from the space).
• Making major changes in event detail that are counter to reservation policies (e.g., group reserves a conference room or meeting space and then moves the event to an alternate room without notifying the manager/approver of the space). 
• Using candles, live fire or certain other flammable materials in any location.  
• Alcohol is not permitted in any of the University Hospital Campus Shared Meeting or Event Spaces.
• No smoking or vaping is permitted in any of the University Hospital Campus Shared Meeting or Event Spaces.
• Any use going against UMH General/Security/Fire Safety policies would be grounds for losing scheduling privileges.
• Not adhering to any and all UM Standard Practice Guide regarding room use/general conduct in health system buildings.

Cancellations
It is our expectation that room reservation cancellations will occur at least 2 working days in advance. Failure to cancel a reservation more than once may result in loss of the privilege of using the facilities.

For any questions or concerns, Please contact HCRReservations@umich.edu and include Schedulon in the subject line of your email. This will automatically create a ticket in our ServiceNow ticketing system so we can follow up with you.