Room booking procedures for BMH/LHS/LHN/TJB

Please see the chart with the room listings (below) for booking contact information.  For undergraduate or graduate course related scheduling matters, please contact the appropriate scheduling representative.

Contact information

Name and e-mail address

Telephone
AHS Receptionist

Alyssa Dobranski

ahsrecep@uwaterloo.ca

ext. 31346

AHS Receptionist (back up)

Catherine Maine

cmaine@uwaterloo.ca

ext. 33155

Administrator, Faculty Graduate Studies

RLS

Tracy Taves

tltaves@uwaterloo.ca

ext. 36149

Graduate Studies Coordinator

SPHHS

Brian Mills 

bamills@uwaterloo.ca 

ext. 33692

Equipment and room capacity should be carefully considered when booking meeting/seminar rooms to ensure you are making maximal use of the room capacity/facilities, etc. Other meeting/room bookings can be made directly by contacting the appropriate contact person by e-mail. Please specify type of meeting, length of meeting, # of attendees, etc.

NOTE:  If your course is scheduled in a Registrar’s office classroom space or an AHS owned space and you need technical assistance, please visit the class schedule, classroom access, and tech support page.

B.C. Matthews Hall

BMH 3119 (capacity = 24)

Priority booking:

  1. All graduate thesis defences, i.e., MA proposals/finals; PhD comprehensives/proposals/finals - WATCARD access for graduate study when other priority bookings not scheduled.  If no other space is available consideration will be given for:
  2. Administrative meetings organized by the Faculty Office or the Academic Units
  3. Seminars, visiting speakers
  4. Other meetings

A scheduled activity can be bumped from BMH 3119 for an activity of higher priority as long as three working days' notice is given to the organizer/instructor of the activity.  The responsibility for finding alternate space rests with the organizer/instructor with assistance from the AHS Dean's Office Assistant (Reception).

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Lyle S. Hallman Institute room booking policies

LHS 1633 (capacity=24); LHN 1703 (capacity=24); LHN 2703 (capacity=30);

LHS 1656 (Fireplace Lounge)

Undergraduate and graduate courses will be given priority and scheduled in the following rooms: LHS 1633, LHN 1703 and 2703.  Rooms are available for other AHS events/meetings/seminars, etc. and can be booked by faculty and staff after the undergraduate and graduate schedule is finalized. All requests are to be directed to AHS Receptionist via email. Requests will be kept on file and accommodated in order by date of request.

LHS 1621 (Sun Life Financial Auditorium, capacity = 93 + 2 wheelchair stations)

LHS 1621  is booked for regular University undergraduate and graduate classes every term. Classes in this room will not be bumped for other events such as presentations or conferences. 

A computer and data projector is available in LHS 1621. Instructions on the use of the equipment are stored in the podium at the front of the room. Problems with computing equipment and/or the data projector should be reported to AHS computing staff. Instructors intending to use their own laptop and data projector should test the equipment ahead of time and prior to the start of classes. Please make arrangements with computing staff at least 2-3 days ahead of time if you have special needs.

No non-AHS events are to be booked in this space after 4:30 p.m. AHS evening events requiring this space must have approval from the AHS Administrative Assistant. See policy regarding After-Hours Use of Space LHS listed below.

****Absolutely no FOOD or DRINK is permitted in LHS 1621****

Priority Booking:  After courses have been scheduled, LHS 1616, 1621 and 1633 are designed for AHS community outreach programs and/or other activities which involve the public.

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AHS Expansion Building room booking policies

AHS 1686; Graduate Seminar Room (capacity = 50)

Priority booking:

  1. All graduate thesis defences, i.e., MA proposals/finals; PhD comprehensives/proposals/finals
  2. Graduate related academic activities
  3. Seminars, visiting speakers
  4. Administrative meetings organized by the Faculty Office or the Academic Units
  5. Other meetings/WATCARD access for graduate study when other priority bookings not scheduled

A scheduled activity can be bumped from AHS 1686 for an activity of higher priority as long as three working days' notice is given to the organizer/instructor of the activity.  The responsibility for finding alternate space rests with the organizer/instructor with assistance from the AHS Dean's Office Assistant (Reception).

Toby Jenkins Building room booking contacts

TJB room 1061 (capacity = 10 in standard layout, up to 18) 
Contact: Alyssa Dobranski 

View the Outlook room booking calendar as AHS TJB-1061 for availability.

TJB room 2001 (capacity = 12 in standard layout, up to 20) 
Contact: Dana Komer, Psychology

View the Outlook room booking calendar as SRADM-TT2001 for availability and contact Dana Komer providing all necessary information (specific dates, meeting start and end times). If Dana Komer is unavailable please contact Donna Schell, Office of the Associate Provost, Students.

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AHS Controlled room space – detailed information

PLEASE NOTE:  All rooms must be restored to the original furniture configuration (floor plans are posted in some classrooms) and left in a neat and organized manner. Please clean whiteboards at the end of your session.  Additional whiteboard cleaners can be obtained from the AHS Receptionist.

*denotes electronic classroom.  For non-electronic classrooms, data projection/laptop equipment can be booked out from your home department. Our electronic classrooms that have a monitor or projector require a VGA connection unless otherwise specified below. You may sign-out an adapter or any other required Bookable Resource from AHS Reception.

Room

Seat Count

Furniture Notes Booking Contact

*BMH 1005

77.12 sq m

830.14 sq ft

50

Tables & Chairs

Class Room - white board, data projector (with HDMI connection), overhead projector, laptop - Priority given to labs/tutorials.

*BMH 1016

102.01 sq m

1098.07 sq ft

60 + 1 wheelchair station

Tables & Chairs

Class Room - white board, data projector (with HDMI connection), laptop

BMH 1019

  4

Tables & Chairs KIN TA room (Home Dept. priority, available 8:30 a.m. -4:30 p.m.)  Jenny Davey
BMH 1020

  4

Tables & Chairs KIN TA room (Home Dept. priority, available 8:30 a.m. -4:30 p.m.) Jenny Davey
BMH 1021

 12

Tables & Chairs

Meeting room (Available 8:30 a.m. -4:30 p.m.) - AV (TBA) 

If you are booking this meeting room please minimize the noise level to be considerate of others working in this area.

The glass walls are not sound proof.
AHS Receptionist
BMH 1023

  6

Tables & Chairs

Meeting room (Available 8:30 a.m. -4:30 p.m.) - white board 

If you are booking this meeting room please minimize the noise level to be considerate of others working in this area.

The glass walls are not sound proof.

AHS Receptionist

BMH 1403

100.37 sq m

1080.4 sq ft

34

Tables & Chairs

KIN Lab

Jenny Davey

BMH 1048

33.38 sq m

359.3 sq ft

12

Tables & Chairs

Meeting Room - white board, TV Screen (with HDMI connection)

Conference 6

AHS BMH-1502 (Foyer)

open space Tables & Chairs  
BMH 2216

 12

Table & chairs Meeting room - TV Screen (with HDMI connection) AHS Receptionist
BMH 2217

  4

Table RLS TA meeting room - whiteboard AHS Receptionist
BMH 2219

  4

Table RLS TA meeting room - whiteboard AHS Receptionist

BMH 2402

95.94 sq m

1032.8 sq ft

24

Dry Lab/

Table & Chairs

KIN Lab

Jenny Davey

BMH 2420

25.9 sq m

278.8 sq ft

10

Wet Lab

KIN Lab

Jenny Davey

BMH 3023

23.08 sq m

248 sq ft

16

Table & Chairs

Meeting Room - white board, TV screen (with VGA connection)

*BMH 3119

53.5 sq m

575.84 sq ft

Norm Ashton Seminar Room

24

1 round Table seats 16/ additional 8+ Chairs

Meeting Room - white board, data projector (with VGA connection), computer 

Conference 6

*LHS 1621

113.05 sq m

1216.9 sq ft

Sun Life Financial Auditorium

93 + 2 wheelchair stations

Theatre Chairs with table arm

Theatre Style seating, data projector (with VGA, HDMI, and USB connections), computer, white board, blackboard

Document camera (NEW)

No food or drink permitted at any time.

*LHS 1633

46.7 sq m

502.68 sq ft

20

8 Tables &

20 Chairs

Data projector (with VGA connection), white board, overhead projector

Conference 6

LHS 1656

43.64 sq m

469.8 sq ft

Lounge

open space

Couches, Chairs

LHS Lounge - 1 pullout table

Note: The Lounge is only bookable with LHS room 1633. It CANNOT be booked separately

LHN 1701

 10

8-10 Chairs/4 tables

SPHHS TA meeting room - white board

Brian Mills

*LHN 1703

47.98 sq m

516.48 sq ft

24

8 Tables/3 Chairs at each

Seminar Room - overhead projector, data projector, white board, TV screen (with HDMI connection), computer, wireless keyboard

Conference 6

*LHN 2703

62.48 sq m 672.6 sq ft

30

10 Tables

Seminar Room - white board, data projector, TV screen (with HDMI connection), computer, wireless keyboard

Conference 6

LHN 3725

  6

1 Table &

6 chairs

Meeting Room

*This room is not suitable for private, formal meetings as noise level can be disruptive at times from nearby offices/cubicles

AHS Receptionist
*AHS 1686

50

~15 tables/50+ chairs

Graduate Seminar Room - laptop, data projector (with HDMI connection), white board, online video conferencing for Thesis Defences available.

Note: Please allow a half hour to set up and restore the room before and after event bookings. 

WATCARD access for graduate student study space only when room not in use - see weekly schedule on door

Alternate contacts in the Dean's Office to book this room if AHS Receptionist is not available: Catherine Maine, Julie Cassaubon.

AHS Receptionist

AHS 1689  344 Lecture Hall Registars owned office.  Donna Schell 
AHS 2677

18

~8 tables/18 chairs

Meeting Room - white board, TV screen (with HDMI connection), computer, wireless keyboard

wireless connection

TV - please follow instructions on TV screen via INTEL unit

HDMI cable is short, a presentation clicker may be signed out from AHS Reception

This room seats 18 comfortably for classes, however, it will accommodate 23 people for meetings.

AHS Receptionist
TJB 1061

10

~8 tables/20 chairs Meeting Room - white board Alyssa Dobranski
TJB 2001

12

~8 tables/20 chairs Meeting Room - white board, overhead projector Dana Komer

TA Bookable Offices

Note: Contact Alyssa Dobranski ext 31346 to book TA space

Contact Jenny Davey ext 32917 to book BMH 1019, 1020

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Bookable Resources

Resources Quantity
Laptop 2
Conference Phone 2
Data Projector 2
Presentation Clicker 1
Large Easels 6
Small Easels 6
AHS Banner 2
AHS Feather Banner 2
Outdoor Sign Frames 6
Conference Camera 1
Skype Speaker 1
Apple VGA Adapter 2
Apple VGA/HDMI/DVI Adaptor 1
HDMI to DVI Adaptor 1
HDMI to VGA Adaptor  1
Mini DisplayPort to VGA Adaptor 3

USB-C to DVI/VGA/HDMI/Mini DisplayPort Adaptor

1
Computer Mouse 1
Tablecloth with Logo 4
Plain Black Tablecloth 4

Please contact AHS Reception (ext. 31346) for all resource bookings.

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Assigning keys for access to BMH, LHN, and LHS controlled space

Key permits for offices, laboratories, seminar rooms and common space will be authorized by your home department.  Contact information is as follows:

Department Name Room Extension
Kinesiology

Jennyfer Davey

jennyfer@uwaterloo.ca

BMH 3040 32917
Recreation and Leisure Studies

Sandy Heise

sandy.heise@uwaterloo.ca

BMH 2207 36344
Public Health and Health Systems

Carol West-Seebeck

cwestsee@uwaterloo.ca

LHN 2716 36352
Dean's Office

Julie Cassaubon

cass@uwaterloo.ca

BMH 3114 33923

Instructors teaching should ensure that the classroom is locked after each lecture and all A/V equipment is secured regardless of whether there is a class following.  PLEASE ENSURE ALL THE DOORS IN CLASSROOM ARE SECURED AND EQUIPMENT IS TURNED OFF.  Instructors must return classroom keys to the appropriate contact person at the end of each term.

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Audio-visual equipment

Please inform the AHS Receptionist of any equipment malfunctions.  For urgent computing problems with equipment located in rooms BMH/LHS/LHN, please contact one of the following AHS computing staff:

Name

Contact Information

Trevor Bain

trevor.bain@uwaterloo.ca

LHS 1632

ext. 43738 

Emergency Use Only:  Cell Phone #: 519-594-1165

Craig McDonald

cjmcdona@uwaterloo.ca

LHS 1626

ext. 36148 

Emergency Use Only:  Cell Phone #: 519-590-9518

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Reservations for AHS Parking Spots (2)

Please contact AHS Reception and attach a completed template (see below) to request a reservation in Parking Lot M. Please refer to Lot M Parking Spot Directions for detailed location. Please give two hours notice if possible.  Alternate contact: cass@uwaterloo.ca.

*Parking is reserved for visitors, faculty or staff from outside BMH, LHI and the AHS Expansion Building.

Parking Location

Lot M

Reservation Date

 

Arrival Time

 

Departure Time

 

Make/Model

 

Colour

 

License Plate

 

Guest Name

 

Requested by

 

Moving furniture

When a location is booked, please book the space to include set-up and take-down time. This is to avoid any possible overlap of space and furniture requirements that may be needed for other AHS events at the same time.  Please return furniture to the original configuration of the room.

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After-hours use of space in BMH; LHS; LHN; AHS (after 4:30 pm)

NOTE:  Permission for after hour bookings must be given by the Executive Assistant in the Dean’s office with the exception of regularly scheduled classes. Requests for AHS-related bookings will be prioritized. Any non-AHS related events/bookings may be bumped out as long as three working-days notice is given.

Security requirements

The Lyle S. Hallman Institute is locked each day at 4:30 p.m. Use of LHS 1621 (Sun Life Financial Auditorium) and LHS 1633 (Seminar Room) for teaching after-hours involves issues of building security.

The person in charge of any event must be the last person to leave the area. They will take responsibility for ensuring that all persons leave the auditorium and area; and that the Auditorium and the hallway doors are locked. 

Should a course instructor be uncomfortable in accepting the responsibility for security, they should inform the appropriate Scheduling Coordinator.

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Booking green space

(Outdoor surrounding area – BMH, LHS & LHN)

To book an outdoor area surrounding the BMH/LHS buildings, please contact University Bookings (ext. 32207) with your request.

Please note:  Barbeques used in green spaces must be kept a safe distance (3m) away from the building to avoid smoke, etc. from entering the interior building space. There is a separate policy with regard to barbeques and amplification on the green which will be provided by University Bookings (ext. 32207)

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