Effective Dec. 16, 2014, UCOP started a new procedure for booking meetings and other gatherings in Franklin Lobby 1 conference room.

Required minimum attendance of meetings is 20, and users must complete and submit a form to reserve the room no fewer than five business days in advance of their event. The Work Management Center will prioritize events and may cancel or negotiate reassignment if necessary.

If you already have a future meeting scheduled for Lobby 1, Work Management Center staff will contact you regarding any problems or conflicts that might require room assignment.

The new procedure is described in detail on the Building and Administrative Service Center website. Users no longer have the authorization to reserve the room through Outlook, but must contact the Work Management Center at 510-987-0600 or buildingservices@ucop.edu to complete their reservation.

Here are the steps to follow in booking Lobby 1:

1. Check Outlook to verify that the room is available for the date/time you want. Do not try to reserve the room through Outlook. Users no longer have the authorization to reserve the room through Outlook.
2. Contact the Work Management Center at 510-987-0600 to discuss your reservation. It is subject to cancellation if attendance is at not least 20 people. Exceptions may be granted if limited availability of the other conference rooms can be confirmed.
3. Complete and submit the Lobby 1 Setup Request form at least five business days before your event to buildingservices@ucop.edu. Any changes must be submitted at least three business days in advance.

The website and request form provide complete details on available room configurations and audio-visual equipment. Host departments are responsible for the full cost of repair or replacement for any damage to the facility including furniture, curtains, white boards, equipment, carpet and other fixed furnishings.

For questions, contact the Work Management Center at 510-987-0600 or buildingservices@ucop.edu.

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