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Event Setup

Reservation Forms

1. The Reservation Form reserves space for a user (person reserving the space) and includes all event information known at the time. The reservation is updated as more information is made available. Information includes:
   • Date, day, reserved time and actual time
   • Reserved time: 1 hour prior & after the event; allows for set-up & teardown
     *** Note there are no Building Services Staff from 2:30 – 4:00 pm, due to shift changes
     *** Add extra set-up time for events beginning in late afternoon
   • Number of attendees (usually an estimated number)
   • User name and phone
   • Set-up requirements; Audiovisual, Food Service, registration, etc.
   • Set-up diagram
   • Set-up diagrams are not drawn to scale; set-up may need to be adjusted to accommodate the room, fire codes, etc.
2. As various offices on campus are affected, reservations are sent to:
   1. Building Services; Janitorial Supervisor & appropriate departments: HVAC, Grounds, etc.
   2. University Police
   3. Food Service (only if food is being served)
   4. Contact (user)

Miller Campus Center Layouts

• Miller Campus Center Meeting Room Layouts
• Miller Campus Center 212-214
• Miller Campus Center 218-220
• Kingston Theater Seating

Room Set-Up Descriptions & Diagrams

Classroom Style

Tables are set in rows with chairs on one side; chairs face a presenter\screen

• 5’ WCS (Woodcock Conference) tables: 2 chairs per side
• 6’ SICO tables: 2 chairs per side
• 8’ Aluminum tables: 4 chairs per side

Café Style

5’ WCS (Woodcock Conference) tables: Seating for 8

• 4 tables; 2 end to end and 2 side to side; make into one table
• 4 chairs on each long side/no chairs on short side

6’ SICO tables or 5’ Roos Tables: Seating for 6

• 1 table
• 2 chairs on each long side/1 chair on each short side

8’ Aluminum tables: Seating for 8

• 1 table
• 3 chairs on each long side/1 chair on each short side

Herringbone or "V" Style (Only requested for classroom or Café table set-ups)

• Tables are slightly angled.
• Generally chairs are on each side of the table and tables are set on a diagonal.

Conference Style

• Tables are butted together, end to end, to form a square or rectangle.
• The center is open.
• Seating is around the outside only.
• Usually set up 1 table wide

Note: WCS tables (Miller Campus Center): 2 tables wide if a meal is being served

"U" Shape Style

• Tables are butted together, end to end, to form a U shape (one side is open).
• Seating is around the outside.
• Seating on the inside “U” only if requested.
• The bottom of the "U" (head table) usually faces a presenter.
• A "U" shape set up is always used when there is audiovisual equipment requested.

Theater Style

• Chairs are arranged in rows, with aisles every 10-15 chairs.
• Stagger the chairs in each row to give the participants a clear line of vision.
• Chairs normally face a presenter or screen.
• Allow 4-6” between each chair.

Banquet Seating

• Tables are set up in long rows with seating on both sides.
• Number of chairs per table is dependent upon user request and room size.
• Banquet seating maximizes the seating in any room. 
• Keep in mind sight lines and adequate space to move about.
• WCS tables (Miller Campus Center): 2 tables wide if a meal is being served

Buffet/Refreshment Table

• 2-6' SICO tables are normally used; may need to be pulled away from the wall for 2-sided service.
• 1 or 2 SICO tables may be requested for beverages and/or desserts.

Registration Table

• 1-6' SICO table with 2 chairs on one side of the table is the normal request.
• The registration table is usually set up in a lobby outside of the meeting room or just inside the door.

Helpful Hints

1. There are a number of tables on campus. They generally fall into these categories:
   • 5’ x 18” WCS (Woodcock Conference Suite)
     • 2 chairs per side; very narrow; set up 2 wide if seating on each side
     • No seating on ends
   • 6’ x 30” SICO tables
     • Folding tables on wheels; 6’ is the most common size; FS does have other lengths
     • Max seating: 6 (2 on each long side and 1 on each end)
   • 8’ x 30”Aluminum tables
     • Folding table in storage; a Work Order is required for delivery to site
     • Max seating: 8 (3 on each long side and 1 on each end
   • 5’ x 36” Roos Tables
     • Folding table on wheels
     • Max seating: 6 (2 on each long side and 1 on each end)
2. Keep in mind there is a fire code for each room. An event or meeting cannot exceed its maximum capacity. The most commonly used room capacities are as follows:
• MCC 212-214: 96 (including tables and chairs)
• MCC 212 & MCC 214 individually: 42 per room (including tables and chairs)
• MCC 218-220: 30 (including tables and chairs)
• MCC 218 & MCC 220 individually: 14 per room (including tables and chairs)

Audiovisual Equipment Information

When setting up a room, always keep audiovisual requests in mind. The room set-up should be orientated to provide the best sight lines for the guests. (See Helpful Hint #1)

Podium

1 Oak Ceremonial Podium

• Removable battery operated light (inside podium)
• Oak binder holder (inside podium)

1 Mahogany Ceremonial Podium

1 Kingston Theater Podium

2 Brown with brass trim

Microphone

Information Services (IS) will set up as requested

LCD Projector, Computer (PowerPoint)/Screen

Kingston Theater, MCC

• Control on wall next to AV Room on stage

All other facilities

• Information Services or user will access equipment (key CH 751)

Easels

4 Black easels

• Set up WITHOUT pad or markers unless specified

Pads/markers

TV/VCR

Miller Campus Center (MCC)

All other facilities

• Information Services will set up as requested