UCLA Life Sciences
Hershey Hall [HH] Conference Room/ Space Policies and Guidelines
Mira Hershey Hall is NOT a conference facility. Use of our conference rooms and spaces, as well as the provided equipment, is a courtesy to faculty and administrative groups affiliated with the Division of Life Sciences (LS) and Department of BioAdmin (previously known as LSSA). There is minimal staff available, during business hours, to maintain these areas.
There are certain components of Mira Hershey Hall that are designated “historical” and cannot be changed, touched, altered, or the like.
The LS and BioAdmin prohibits the use of HH rooms/spaces that include disruptive behavior, activities that impede the function of LS, BioAdmin, and any or all offices housed within Hershey Hall, and any use of any equipment that interferes with LS and BioAdmin operations or which creates any losses or liabilities for LS and BioAdmin.
Conference Room reservations are administered by:
The Biology Group Chairs’ Office Assistant
UCLA Biology Group Chairs’ Office
120 Hershey Hall
Mon-Fri, 9am to 4pm, unless otherwise noted
The HH Conference Room/Space Polices and Guidelines can be revised at any given time and any changes made is up to the requester to be knowledgeable of all notes and changes made.
Available Spaces for Rental:
Hershey Hall Grand Salon, Room 158-
36, Seated (standard set-up); standard seating arrangement in room (six 4’ round tables; 6 seats per round, accommodates 36 seated).
120, Standing Room Only
Additional chairs are located in the southeast corner of the room. Up to 99 chairs total in the room). There are also a wooden bench and couch in the room for additional seating.
Hershey Hall Foyer (Area located outside of 150 and 158 HH): 20, standing room only. Area includes sofa seats with desk, two lounge tables, wooden bench, and three wooden bureaus.
Furniture in this area cannot be relocated for your event. They must remain in the area.
Hershey Hall Hallway (area in front of 160, 164, and 168 HH): 15, standing room only.
Area includes wooden bureau and two wooden benches. Furniture in this area cannot be relocated for your event. They must remain in the area.
Hershey Hall Cortile (courtyard located in the middle of the building). 75, standing area only. Area includes 3 table rounds, with umbrellas, and seating for 6 per table; two wooden benches.
Furniture in this area cannot be relocated for your event. They must remain in the area.
Hershey Hall Courtyard (located on the south side of building near Plant Growth Center): 65, standing area only. No furniture is located in this area.
No classes/courses or office hours are allowed in 158 HH. This room is booked on a first come, first serve basis.
If your reservation request is for office hours or a classroom that accommodates 20+ individuals, please contact BioAdmin Scheduling Coordinator, Ana Padilla, email@example.com, (310) 825-1268; 133 HH
General Guidelines that ALL reservations MUST abide by:
A Designated Representative for the day of the event MUST be identified on the room/space reservation request form.
Email this person’s contact information to LSSAConferenceRoom@lifesci.ucla.edu prior to your scheduled event if different from reservation requester listed on the form.
Designated Representative (or reservation requester, if same, in this case) must remain on the premises throughout the period for which the room/space is reserved.
NO TAPE, PUSH PINS, OR ANY ADHERING MATERIAL can be used on the Hershey Hall walls, doors, furniture, windows, ceiling, etc. If there are any materials required for posting, please get approval from BioAdmin Chairs’ Office at least three (3) days prior to the scheduled event. Only Painters’ tape is allowed to be used on the walls and doors only. We highly suggest that the groups use easels or a-frames for directional signage.
Users of any HH conference room or spaces agree to pay for any damages to HH property, if any are incurred during meeting/event during approved reservation time slot.
First priority for use of spaces will be for LS and BioAdmin events (faculty meetings, special departmental seminar presentations, department receptions, etc.)
In the event that the LS and BioAdmin requires need of a conference room, the BioAdmin department may “bump” a scheduled group, and will provide as much prior warning as possible. Any group “bumped” will be responsible for finding an alternate meeting site.
Each individual/group is therefore responsible for leaving the HH facilities, rooms, and spaces:
- clean and neat
- free of food, trash, and the like
- in the original configuration room/space was set-up in, upon arrival
** When scheduling room or space, please include any set-up, prep, delivery, pick-ups, breakdown, and clean-up time in your reservation time slot. If these are not included in your reservation time slot, it is possible that the room/space may not be available or accessible.**
Types of Room Set-Ups for Hershey Hall Grand Salon:
Requester/Requester’s group will be responsible for their own set-up. Please make sure that you include your set-up time in your reservation request.
UCLA Facilities can assist in your set-up needs if your staff is not able to do the set up. Please note that their services will incur a fee, at a cost to the requester.
For outside of business hours’ reservations, additional services from other UCLA units will be required. Please note that their services will incur a fee, at a cost to the requester.
The Hershey Hall Grand Salon furniture is VERY HEAVY. We require furniture be moved by at least TWO individuals. Please do not drag chairs or tables across the floor as this not only damages the legs and feet of our furniture, but scratches our flooring.
If you are using a rental service and they are doing your set up; please do not drag furniture across the floor.
Please note that UCLA Events and UCLA Facilities do not use the Hershey Hall space on a frequent basis and are not familiar what LS and BioAdmin set-up configurations. Specific instructions must be left with them. Diagrams and pictures can be provided to assist with your set-up, if necessary.
Conference/Meeting Room Style **STANDARD CONFIGURATION**: Six 4’ round tables with 5 chairs at each round (Seating for 30).
Theatre Style: Rows of chairs facing the West Wall. This set up can seat up to 100. BioAdmin highly suggests no more than 80 seats for comfortability. There is no provided projector screen in this room. If use of the West Wall is not suitable to your needs, please note you will need to provide your own screen, along with any other required A/V needs.
Poster/Reception Style: No chairs or tables; completely open space in room.
**BioAdmin does not have additional storage space so furniture may remain in the room, out of the way or additional room/spaces may be required).
There are wooden furniture pieces located within the room that CANNOT BE MOVED from their location. They are historical pieces so they cannot be replaced.
If using any of these wood pieces for food or beverage, please make sure that you use a tablecloth to prevent any accidents.
No set up requests will be accepted for any other rooms in Hershey Hall aside from the Hershey Hall Grand Salon
If the room reconfiguration set-up must occur outside of normal business hours (9am-4pm, Mon-Fri), and is approved prior to event by the Biology Group Chairs’ office, special configurations of furniture are the responsibility of the requester, as is the return of the tables, chairs, etc. to their original configuration.
**Please Note that ANY set-ups outside of the “standard”, in which the requester is responsible for setting up on their own, must be pre-approved by LS and BioAdmin. When event has concluded, contact/day of contact is responsible for returning furniture set-up to “standard” configuration, prior to departing the room**
If food is being provided for your event/meeting:
A Designated Representative for the day of the event must be identified on the HH reservation request form.
Email this person’s contact information to either Sheena Sanchez (please see administrators’ contacts) prior to your scheduled event if different from reservation requester listed on the form.
-If food/beverage is being delivered/catered, representative MUST be at the conference room or space at least 15 minutes prior to scheduled delivery time to meet the delivery personnel.
Please note: When scheduling room or space, please include delivery, serving, pick-up, and clean-up time in your reservation time slot. If these are not included in your reservation time slot, it is possible that the room/space MAY NOT be available or accessible prior and/or after your reservation time.
– There is a prep kitchen located within the Hershey Hall Grand Salon (158A HH). This room remains locked when not in use/rented. If you need use of this room during your reservation for 158 HH, please make note of this on your reservation request form, at the time of submission. Please also make a note of what the kitchen will be used for in the additional notes/comments
-All utensils and other catering materials must be provided by the caterer or the designated representative. LS and BioAdmin will not provide coffee pots, serving utensils, or any other catering/meeting materials unless previously arranged and/or approved by LS and BioAdmin.
-All items on top of counter, in drawers and cabinets, and on top of the cabinets are property of BioAdmin. They are not to be used during your reservation unless otherwise pre-arranged/approved by BioAdmin.
Please note, that items on shelves in the deli fridge are also property of BioAdmin and should not be used for your event unless otherwise pre-arranged/approved by BioAdmin.
-Designated representative and sponsoring department have full responsibility for cleanup immediately following the conclusion of approved and confirmed event.
- Removal of trash from trash receptacles. Replace each receptacle with a fresh liner found at the bottom of each trashcan.
BioAdmin can provide up to five (5) trash cans in the Hershey Hall Grand Salon. If additional trashcans are required, requesting individuals must acquire them on their own.
There are no trash cans in the HH Cortile, HH Foyer, HH hallway, and HH courtyard. If trashcans are required for the spaces, requesting individuals must acquire them on their own.
- Remove all leftover food and beverages from tables, and any other locations within the conference room/spaces and its immediate surrounding vicinities. Wipe down tabletops and remove crumbs/trash from chairs and/or carpeting.
- Return tables and chairs their original configuration, if any such items were displaced during your event.
Please note that the Kitchen is off master and normally UCLA Facilities does not have access to this area so please leave your trash in the main area of the Hershey Hall Grand Salon for Facilities to pick up after your event.
There is NO SMOKING permitted in ANY of the vicinities of Hershey Hall and the Terasaki Life Sciences building. This policy is in accordance to the UCLA Health System and the UCLA Health Sciences move towards establishing a smoke-free environment throughout the indoor and the outdoor areas of UCLA.
**As of April 22, 2013, UCLA Policy 810: Tobacco-Free Environment (http://www.adminpolicies.ucla.edu/app/Default.aspx?&id=810) is in effect at UCLA**
Use of A/V:
Special A/V needs should be made known at the time reservation is being made. Please provide this information in the request form, upon submission. All are strongly urged to schedule a time for a “practice run” or “set up” of their equipment prior to the event as BioAdmin is not responsible for any occurrences to your A/V during your reservation time block.
The Biology Group Chairs’ office DOES NOT provide equipment. It is up to the requester to provide their own equipment, do their own equipment set up, etc. BioAdmin is NOT RESPONSIBLE for ordering or storing equipment reserved by requesting organization.
NOTE: Set-up time should be included in your reservation request time, at the time of submission. If these are not included in your reservation time slot, it is possible that the room or space may not be available or accessible prior and/or after your reservation time. If practice run is required outside of submitted event/meeting request, please submit separate request form for this.
Currently there is NO A/V EQUIPMENT provided in the Hershey Hall Grand Salon.
Requesting individual/organization must provide their own equipment.
Reservations must be cancelled no less than seven (7) business days prior to your scheduled event/meeting. Any reservations cancelled less than the stated business days above will be charged the full rental fee. No exceptions.
Failure to meet these requirements will result in restriction of future usage of the Hershey Hall locations.
-UCLA Biology group chairs’ office