Meeting, Seminar, and Event Support Guidelines

 

To request space and/or support for Meetings, Events and Seminars, please fill out this form: 

https://www.ias.edu/form/meeting-seminar-and-events-suppo 

 

Meeting Room Reservations

  • Starting April 15, room reservations for the following shared campus spaces will be requested through a request form: 
    • Rubenstein Commons (all meeting rooms, Living Room, Bar, Gallery spaces)
    • Wolfensohn Hall
    • Simons Hall Dining Room, Coffee Lounge and the Dilworth Room
    • White/Levy Room
    • Marquand House 
  • School administration will continue to manage room reservations in their respective buildings
  • Room reservations will be requested using the Meeting, Seminar, and Events Support Form (reservations will no longer go through FS Direct). You will be required to provide organizer contact information and general information about your meeting, seminar, event. 
  • You will be asked to provide a first and second room space choices. You will be able to view the FS Direct Calendar to see which rooms are available.
  • In addition to room requests, you will be asked if you require the following for your meeting, seminar, event: A/V, Facilities Event Set Up, Custodial Clean Up, Transportation, Events Support (promotional posters, badges), Events Support (staffing), Honorarium(s) for speakers
  • All requests will be considered together and allocations made based on numbers of expected attendees and other requirements
  • Potential conflicts will be communicated to the schools by the Events staff and timing or spaces would be adjusted accordingly 
  • Meeting rooms will be confirmed in 1-3 business days and housing requests will be confirmed by Events Staff by May 15. If Housing is approved, you will be asked to enter your visitors into P3.
  • Recurring seminars or meetings will be approved conditionally, but will be relocated to alternate spaces when meeting rooms are needed for multi-day conferences
  • If locations need to be changed, this will be communicated by the Events staff 2 weeks in advance
  • Early reservations are encouraged
  • Production Plans for special events should be sent to events@ias.edu and will be attached to your reservation on the FS Direct calendar. If changes are made prior to the event date, please email the changes in your Production Plan with the changes highlighted.  We will communicate the changes to the departments. 

 

Housing Requests for Visitors

  • Short term housing units are rented nightly for $125/night (for up to two people) and priced differently from long term member housing rates because of the costs associated with shorter turnovers
  • Housing requests for the upcoming academic year should be requested immediately 
  • Housing requests that are sent after April 15 for the following academic year will be fulfilled based on availability and on a first come, first served basis