Sage Hall is an educational facility and the educational integrity of the Johnson School will not be compromised by the use of Sage Hall for non-educational activities. Educational activities encompass not only teaching and learning from others, but also research by faculty and students in offices, laboratories, the library and elsewhere. Since Sage Hall is an academic facility, classes and academic events come before room reservations for other events. We do not reserve the Atrium Monday through Friday (including evenings) because of the disruption to classes.

Use of the facility will generally be restricted to the Johnson School community. However, Sage Hall facilities (including the Atrium and related food service facilities and lecture, meeting and other rooms) are fundamentally part of Cornell University facilities and will be restrictively made available to Cornell departments, Cornell affiliated groups sponsored by a Cornell department, alumni and Cornell student organizations, subject to three conditions:

• Use of those facilities will not disturb or otherwise inhibit Johnson School educational activities;
• The entity using the facilities will take proper care of the facilities and behave properly; and
• The entity will be charged a fee, based on direct costs.

The Johnson School reserves the right to refuse reservations it believes are not in keeping with the School's mission or goals.

Educational Activities:

Sage Hall is an integrated educational facility that is used heavily each day. Given the central location of the Atrium and related food service, and its proximity to the library, use of the Atrium for non-educational activities will be highly restricted. The library currently is open on Friday and Saturday evenings until 7:00 p.m. and 9:00 p.m, respectively.

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Proper Care and Behavior:

The Johnson School requires that a responsible Johnson School employee be present during any event taking place in Sage. If no one representing the event is from the School, one will be provided. This individual must personally refrain from consuming alcoholic beverages at the event and must be twenty-one (21) years of age or older.

The time an event is to start and end is to be specified at the time the reservation is made. "Open" parties are not allowed; all events must be by invitation only. Occupancy limits must be respected or the event may be closed down and all occupants asked to leave. The group making the reservation will be responsible for any necessary repairs and/or replacement costs of any damage beyond normal wear and tear.

All public areas in Sage, including entrance to the facility, are controlled by cardswipe. If you are reserving a room, check with sagemgmt@cornell.edu to ensure you will be able to access the room. If we cannot provide you with cardswipe access, a key will be issued.

The cardswipe system is activated as follows:

Breakout Rooms - Automatically locked 24/7

Classrooms/Seminar Rooms - Automatically locked at 9:30 p.m. until 6:00 a.m. during weekdays and are automatically locked over the weekend.

Tunnel Doors - Classroom Level - Locked from 12:00 midnight until 5:00 a.m.

Ramin Parlor - Automatically locked at 6:30 p.m. on week days; Locked on the weekend

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Rooms Available, Occupancy Limitations and Rental Fees:

Johnson School class activities in Sage will take precedence over all requests for group reservations for events or activities. Classes are in session from 8:40 a.m. until 5:40 p.m., Monday through Friday. Select rooms will be available for activities and events in the evening and on weekends.

Rental fees are designed to recover costs associated with the rental of a room for non-Johnson School educational usage. Some examples of costs are:

• Special setup requirements;
• Wear and tear and general upkeep and maintenance of the space; and
• Compensation for personnel for scheduled events.

Any change in the setup of furniture configuration must be done by the organization using the facility and it must be returned to the original set up. An additional $100.00 fee will be levied if the area is not reset.

The space used must be left neat and clean. A Check-Off List (Appendix A) will indicate what the group's responsibilities are for cleaning the room to avoid extra cleanup fees.

For Information regarding phone numbers, occupancy, and square footage of breakout rooms, classrooms, conference rooms, interview rooms, and seminar rooms, please visit the Rooms: Phone Numbers, Occupancy, and Square Footage webpage.

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Other Restrictions, Include:

• You may e-mail a room request to js_room@cornell.edu. Upon requesting a room and receiving confirmation of its availability, you must take one of the following three steps before your reservation can be finalized:
  
  1. Johnson School Group and No Facility Support Required and No Food or Beverages Being Served: If you are a member of the Johnson School Community (faculty, staff, student), and you will not require any facility support for set-up or access to the space you have reserved, then your reservation is complete. You are completely responsible for accessing the room and leaving it clean and in order. Failure to leave the room in good order may result in loss of room reservation privileges for you or your group. Trash cans and garbage bags can be made available to the responsible party(ies), by contacting sagemgmt@cornell.edu before the activity.
  
  2. Any Group Serving Alcohol or Serving Food to Large Group: If you will be serving alcohol at your event OR if you will be serving food to 25 or more people, you must complete a Use of University Property Form before your reservation is complete. This form can be completed online at http://www.activities.cornell.edu/EventReg/. Note: For non-Johnson School groups, fees will be charged as outlined in the Schedule of Rooms, Availability and Fees section of this document. Your reservation will not be confirmed until an account number for billing purposes has been provided. You may receive a confirmation as to the availability of the space, but the actual confirmation is contingent upon receipt of an account number.
  
  3. Any Group Serving Food to Small Group or Facility Support Required or Non-Johnson School Group: If you will be serving food to 24 or less people and not serving alcohol OR if you require facility support for setup or access OR if you are a non-Johnson School group and #2 does not apply, then you must complete the Sage Hall Room Request and Reservation Form before your reservation is complete. The form is available as Appendix D. Note: For non-Johnson School groups, fees will be charged as outlined in the Schedule of Rooms, Availability and Fees section of this document. Your reservation will not be confirmed until an account number for billing purposes has been provided. You may receive a confirmation as to the availability of the space, but the actual confirmation is contingent upon receipt of an account number.

• No food and only beverages in covered containers may be consumed in any of the Classrooms, on the Classroom (basement) level, at any time or in the corridors or hallways outside these facilities.

  When scheduling events in Sage, such as Breakfast Meetings, Luncheons, etc., to be held in any of the Seminar or Conference Rooms, it is the responsibility of the individual/office booking the event to ensure that the room is cleaned afterwards; that is, the organizer must ensure that the caterers take responsibility for clearing out trash, cleaning tables and vacuuming the room, if necessary. Most caterers, when contracted, charge a "setup" fee. Caterers are not allowed to drop off food, etc., without arrangements being made for "breaking-down" the event. You may notice a charge, but, unless you are going to assume this role, you are urged to contract for this service as well. Clubs reserving rooms and/or departments/offices, to reiterate, may assume this responsibility, but it is not to be assumed that the Custodians will automatically re-clean these rooms during the day. Seminar, Conference and Classrooms are cleaned during the Third Shift (11:00 p.m. to 7:00 a.m.). Vacuum cleaners, trash bags, etc. can be made available for the asking, if necessary. Please contact sagemgmt@cornell.edu in advance. Classes are held throughout the day in these Seminar Rooms and meetings scheduled in the Conference Rooms. It is imperative that those following a scheduled event find a clean room in which to conduct classes or meetings. Failure to comply will result in the group, individual or office no longer being able to reserve rooms for future events.

• No smoking is allowed in Sage Hall.

• There will be no network access to non-Johnson School members in Sage, including wired and wireless networks unless special arrangements are made in advance with our Chief Technology Officer at (607) 255-9426.

• Reserving Breakout Rooms will be allowed infrequently and only during breaks and in the Summer.
  
  

• Nothing is to be taped or tacked to any of the walls, doors, in the corridors or entries.

• Rental tables and chairs, which should be provided by the caterers as the School has limited equipment, used in the Atrium, Parlor or Dining Room must have legs that are properly protected so as not to damage the floors. In addition, and equally important, delivery of tables, chairs and/or equipment used throughout the facility must be made through the Tunnel Entrance. Use of either the Sage Avenue or East Avenue entrances is forbidden.

• The furniture in the Atrium is not recommended to be removed. Sponsors may use the tables and chairs available. If necessary to remove the furniture, to accommodate up to the maximum allowable 225 people, an additional $500 will be added to the fee to cover the cost of movers, to store the furnishings and replace them following the event. Also, the Johnson School does not have tables and chairs available. It will be the responsibility of the individuals sponsoring the event to rent these items.

• No equipment, food, etc. can be dropped off at Sage prior to a function and nothing is to be left behind to be picked up later.

• Caterers must be licensed and insured with Cornell and must hold a liquor license if alcohol is to be served. Staging facilities are available for use by caterers, but no other amenities; i.e. ice, refrigeration, ovens, etc. Cornell Dining requires that a member of their staff be available if the Dining Preparation Area is needed and a fee imposed of $20.00 an hour. Arrangements must be made for this area by contacting Cornell Dining directly with the request. (Specific guidelines regarding use of caterers and alcohol are attached, see Appendix B.) Note: deliveries must be made through the Tunnel Entrance and not from either East or Sage Avenues. For a list of caterers licensed to work on campus, please refer to the following website: http://www.risk.cornell.edu/catererlist.asp.

• All trash is to be removed.

• Outside users of the facility are restricted to the area reserved because Sage is an active teaching and research facility.

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Schedule of Rooms, Availability and Fees (Excel Spreadsheet)

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Equipment and Resources:

All classrooms in Sage have a wide variety of sophisticated audio/visual and presentation equipment available during regular business hours. Video Teleconferencing Equipment is also available for rental in the following rooms: B01, B02, B05, B06, B08, B09, B10, B11, and the Parker Center. Wireless microphones are available in Rooms B01, B05, B06, B08, B09, B10, B11 and 141. In addition to the fee associated with teleconferencing, long distance telephone charges will be added, as applicable. If you need A/V and/or presentation equipment, contact the Johnson School's Technology Services Office at X5-6300. If A/V, teleconferencing or technical assistance is needed on weekends or outside regular business hours, you will be subject to a fee. We cannot guarantee that we will be able to accommodate the request, as we have no dedicated service, but will try to arrange for someone to come in. If we are successful, you will be billed at the rate of $35.00 an hour with a three-hour minimum for an AV technician. To reiterate, there are no guarantees.

Pay phones are available throughout the building. Staff at the Johnson School are not responsible for messages during an event.

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Classroom Services:

Classrooms in the Johnson School provide a variety of services available to the community during regular business hours. Please note some require advance notice. If you wish to make inquiries or reservations, please contact av@johnson.cornell.edu or 255-6300 during regular business hours. Classroom reservations must be emailed to js_room@cornell.edu. Additional information is available on Breakout Rooms. For information on food or drink in the Classrooms, please visit Food and Classrooms.

Classrooms:

Attributes:

*Arrangements well in advance of event required - av@johnson.cornell.edu.
**Restricted to classes with a guest speaker, classes held during religious holidays or when significant numbers of students are scheduled to be elsewhere.
***All computers must be pre-registered on network one day in advance.

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Liability Insurance:

Staff at the Johnson School are NOT responsible for liability insurance. Every group that rents space in Sage Hall is required to have liability insurance to cover possible major damage to Johnson School property. Any damages beyond the normal wear and tear are the responsibility of the group using the facility.

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Reservations:

Members of the Johnson School community may request reservations three months or less in advance of the proposed event; non-Johnson School members, two months or less.

To confirm availability of the space being requested, please call the number indicated below. Reservations must be submitted, in writing, to the Registrar's Office at 106 Sage Hall with the following exceptions:

Use of Rooms 333, 333A and the Faculty Lounge (Room 343) require the approval of the School's Policy Committee. The Registrar's Office will assume responsibility for obtaining this approval.

Reservations are not final until the Confirmation Form is received and accepted by the Johnson School. You will be notified of confirmation. Any group serving food or alcohol or requiring facility support or any non-Johnson School group: your reservation will not be confirmed until an account number for billing purposes has been provided. You may receive a confirmation as to the availability of the space, but the actual confirmation is contingent upon receipt of an account number. Prior to actually holding the event, it will be your responsibility to familiarize yourself with the University's Alcohol and Catering Guidelines for Events at Cornell University (Appendix B) and file the Use of University Property Form (Appendix C) or the Sage Hall Room Request and Reservation Form (Appendix D), if applicable.

If you need any special arrangements or the assistance of the Facilities Office in Sage, contact sagemgmt@cornell.edu at least one week in advance of the event. The Room Request and Reservation Form is available as Appendix D.

Rescheduling and/or Cancellation Fees: If the reservation is changed after confirmation, a modest fee will be imposed to cover administrative costs. This fee will be 10% of the original rental rate. If the reservation is cancelled for any reason less than one week before it is to take place, a cancellation fee will be imposed. This fee will be 10% of the rental rate.

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Appendices:

Appendix A: Check-Off List
Appendix B: Alcohol and Catering Guidelines for Events at Cornell University
Appendix C: How to Use the "Use of University Property Form" (UUP)
Appendix D: Room Request and Reservation Form

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Last Modified: March 27, 2007