Room booking guidelines for BMH, LHI (LHS+LHN), EXP, 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.

Please refer to the University's COVID-19 website to ensure safety regulations are followed regarding distancing and mask requirements.

Contact information	Name and e-mail	Telephone
Faculty of Health Reception	Faculty of Health Reception	ext. 40700
Reception (back up)	Gabrielle McInnis	ext. 41118

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 Faculty of Health-owned space and you need technical assistance, please visit the class schedule, classroom access, and tech support page for guidelines.

• B.C Matthews Hall (BMH)
• Lyle S. Hallman Institute (LHI)
• Expansion (EXP)
• Toby Jenkins Building (TJB)
• Table of Faculty of Health controlled room space
• TA Bookable Offices
• Bookable resources
• Assigning keys for access to BMH, EXP, LHN, LHS and TJB controlled space
• Audio-visual equipment
• Parking
• Moving furniture
• After-hours use of space in BMH; EXP; LHS; LHN (after 4:30 pm)
• Booking (BMH) green space

B.C. Matthews Hall

BMH 3119 (capacity = 24)

All graduate thesis defences, i.e., MA proposals/finals; PhD comprehensives/proposals/finals - are given first priority.

A scheduled activity can be bumped from BMH 3119 for a thesis defence as long as three weeks' 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 Faculty of Health Dean's Office Assistant (Reception).

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Lyle S. Hallman Institute (LHI) room booking policies

* Note that LHI is made up of LHS and LHN

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 Faculty of Health 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 Health Reception 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. For EXP 1689 lecture hall, contact Central booking.

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 Health 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 two to three days ahead of time if you have special needs.

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

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

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Expansion (EXP) Building room booking policies

EXP 1686; Graduate Seminar Room (capacity = 50)  No smudging permit required

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 EXP 1686 for an activity of higher priority as long as three weeks’ notice is given to the organizer/instructor of the activity and the activity requires EXP 1686 due to the technology, capacity and/or layout available. Other rooms, including BMH 3119 should be considered first if available and suitable. The responsibility for finding alternate space rests with the organizer/instructor with assistance from Faculty of Health Reception.

Toby Jenkins Building room booking contacts

TJB room 1061 (capacity = 10 in standard layout, up to 18) 
Contact: Faculty of Health Reception 

View the Outlook room booking calendar as 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 Kelly Gordon. 

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Faculty of Health 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 Faculty of Health Receptionist.

TA Bookable Offices

Note: Contact Faculty of Health reception 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
Banner	2
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 Faculty of Health 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 and Health Sciences	Jennyfer Davey	BMH 3040	42917
Recreation and Leisure Studies	Sandy Heise	BMH 2207	46344
Public Health Sciences	Carol West-Seebeck	LHN 2716	46352
Dean's Office	Julie Cassaubon	BMH 3114	43923

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 Faculty of Health Reception of any equipment malfunctions. For urgent computing problems with equipment located in rooms BMH/LHS/LHN, please contact one of the following Faculty of Health Computing staff:

Name	Contact Information
Trevor Bain	LHS 1628 ext. 43738 Emergency Use Only:  Cell Phone #: 519-594-1165
Josh Schmiedchen	LHS 1626 ext. 45721 Emergency Use Only:  Cell Phone #: 519-498-6704

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Reservations for Faculty of Health Parking Spots (2)

Please contact Faculty of Health Reception and attach a completed template (see below) to request a reservation in Parking Lot M. Please refer to Parking directions for Lot M  for detailed location. Please give two hours notice if possible.  Alternate contact: Gabrielle McInnis.

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

Parking Location	Faculty of Health - Reserved Space - 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 Faculty of Health 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; EXP; LHS; LHN (after 4:30 p.m.)

NOTE:  Permission for after hour bookings must be given by the Assistant to the Dean in the Dean’s office with the exception of regularly scheduled classes. Requests for Faculty of Health-related bookings will be prioritized. Any non-Health 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 and LHN)

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

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