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Learning Commons Conference Rooms

Learning Commons Conference Rooms 1 and 2 (1310-1311) are designed for programs open to Old Dominion University students, faculty, and staff. This guide provides you with information on how to reserve the rooms, room policies, and possible room set ups.

Before submitting a reservation request, please carefully read the information below.

About This Form

This form is for requesting a reservation in the Learning Commons Conference Rooms only.

Do not use this form to submit a reservation request for the following areas:

  • Learning Commons collaboration rooms (for ODU student use only)
  • The Library Instruction Room 1306 (for library instruction only)
  • Any other spaces within Perry Library

Changes Made in Response to COVID-19:

  • Please review the notice on the Home page.

Who Can Reserve a Conference Room?

All events held in the Learning Commons Conference Rooms must have a sponsor that is affiliated with Old Dominion University, and falls into one of the following categories:

  • University department or college
  • Student organization*
  • ODU campus office

* Student organizations must be registered with the Office of Student Engagement & Traditions

Reservation requests are not granted for:

  • Study groups
  • Classes
  • Non-ODU organizations
  • Consecutive events/meetings

Final Exams and Student Organizations

The conference rooms are not available for reservations by student organizations between the first and last day of final exams.

Submitting a Request

Reservation requests must be submitted at least two business days in advance.

While filling out the request form, please keep the following in mind:

  • Fully spell out all sponsoring group names (i.e. no acronyms)
  • List the exact start and end time of your event.
    • Do not include time needed for setup or cleanup, as thirty minutes will automatically be allotted for such.
  • Only request a room setup if its maximum capacity is less than or equal to the number of attendees for your event. (See Room Setups, below)

Contact information listed in the form will be displayed on the public Learning Commons calendar at https://www.odu.edu/learningcommons/calendar/. As such, keep in mind these stipulations:

  • Phone numbers must be to ODU office phones (applies to faculty and staff only)
  • Email addresses must be @odu.edu addresses

No more than four Activity Hour (i.e. Tuesdays and/or Thursdays 12:30 pm-1:30 pm during the fall and spring semester) reservation requests will be considered for the upcoming semester.   For example, during the fall semester you can only submit four reservation requests for the spring semester.  If you have more than four spring Activity Hour requests you will need to submit the remaining requests at the beginning of the spring semester.

  • It can take up to two business days for you to receive a response to your request.   A reservation is not considered confirmed until you receive a confirmation email. 

Cancellations

If you want to cancel your reservation, please email learningcommons@odu.edu as soon as possible.  The person who originally submitted the request will need to submit the cancellation email.

In the event that ODU announces that all university events are canceled (e.g. due to inclement weather), all events scheduled in the Learning Commons Conference Rooms will be canceled as well.

No-Shows

Events that do not take place will be considered no-shows if advance notice is not sent to learningcommons@odu.edu.

Reservations that do not start within 30 minutes of the requested start time will be considered canceled, and will be marked as no-shows, unless advance notice of the delay is given.

Note that even if advance notice is given, the event must still end at the time that was originally scheduled.

Three no-shows in one semester could result in the loss of conference room privileges for the rest of term.

Room Setups

Available setups are listed on the Conference Room Setups page of this guide. Please note that the Learning Commons only provides the tables, chairs, and equipment pictured in this guide

On occasion, scheduling conflicts will require a sponsoring group to either do their own room setup, or use the room as-is. In these cases, Learning Commons staff will inform the event’s contact as soon as possible.

Conference Room Equipment

Each conference room contains a computer connected to a projector. Instructions for operating this equipment are posted on each conference room podium. Staff at the Perry Library Help Desk can provide some technical support, but cannot remain in the conference rooms for the duration of an event.

Additional Equipment

Requests for equipment such as microphones and teleconferencing phones should be submitted to Classroom Central prior to the event. The Learning Commons will not be able to provide such equipment.

Presentation Recommendations

We highly recommend that all presentations (e.g. PowerPoint, Prezi) are saved to a flash drive, Google Drive, or emailed to the presenter.  While the conference room computers each have an HDMI cable and a VGA cable to connect a personal laptop to the projectors, the Learning Commons is not guaranteed to have the needed cords or adapters for other video ports.

Streaming/Playing Movies

If a sponsoring group plans to show a copyrighted movie on the conference rooms' computers, a public performance license to show the film must be obtained or special permission from the owner of the copyright must been received and provided to Learning Commons staff prior to the event.   For more information, please review the university's film screening policy at  https://www.odu.edu/event-management/policies#tab210=4

If a sponsoring group plans to play a DVD or Blu-ray disc and they can not provide their own, the group will need to submit an Equipment Loan Exception Request Form (located on the Learning Commons' equipment loan page) at least a week prior to the event.

Conference Room Rules

Please be sure to abide by the following rules that apply to all events:

  • All attendees should vacate the conference rooms by the scheduled end of the reservation, as Learning Commons staff may need to set up for other events.
  • Paint and other materials that could damage or stain the Learning Commons conference room equipment, carpeting, furniture, etc. are not authorized in the conference rooms.
  • Music should be kept at a volume that does not disturb patrons outside the conference rooms or patrons in an adjacent room.

The following rules may be waived by the University Libraries Administration office (757-683-4141), if permission is received prior to the event:

  • Alcohol is not permitted within Perry Library.
  • No materials of any kind may be sold within Perry Library.

Be prepared to provide the name of the Library Administration employee who granted you permission.

 

Important:  The university's polices and protocols for event management applies to all events in the conference rooms.  Please review the event management page at https://www.odu.edu/event-management/policies prior to requesting a conference room.  

Conference Room Reservation Request Form

The link to the form is below.  Please do not submit a Learning Commons Conference Room Request Form prior to reading the information above.  By submitting this form, you are indicating that you have read and fully understand the terms of having an event in the Learning Commons Conference Rooms.

 

 

If you have more than three reservations requests, please email learningcommons@odu.edu.  Please include the following information in email:

  • Title of the events
  • Dates of the events (check conference room calendar for availability at the link on the left)
  • Beginning and ending times of each event
  • Expected number of attendees for each event
  • Desired room set ups of each event (refer to the conference room setups tab).
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