Book It


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Room Reservations for 2020-21 Academic Year:
Reservation requests will tentatively open for the Summer 2020 term on April 24. This will cover the period from June 1, 2020 through August 30, 2020.

Reservation requests will tentatively open for the 2020 – 2021 academic year on July 27. This will cover the period from Monday, August 31st, 2020 through Friday, May 14th, 2021.

 

Please note that when making a request for the academic year, reservations cannot be accepted for Wednesday PM, Thursday and Friday time slots until after the relevant session’s add/drop deadline, which can be found on the school’s academic calendar.

For a summary of Harvard Chan’s classroom reservation policies, please refer to the BookIt homepage.

Book It is the school’s room reservations system for staff and provides the following service:

  • See which rooms are available on the date/time you want
  • Review seating arrangement availability and number of people each room can accommodate
  • View pictures of rooms
  • See what other events or classes are occurring at the same time as your event or class
  • Review all events in Book It through a daily, weekly or monthly display

Need help? Read the Book It walk-through

Book It Policies

To review the complete list of rooms that can booked with Book It, please click here. The Book It system may be used to view or request auditoria on the ground levels of Kresge and FXB, Kresge 2nd floor classroom spaces, Kresge 502, and Kresge LL6.  Please review the following basic policies regarding use of the system and rooms.

Classroom reservations are managed at HSPH using a unique set of policies.  Please refer to the HSPH Classroom Reservation Practices and Policies document for details.

All events being held at the Harvard T.H. Chan School of Public Health must be officially sponsored by a Chan School Department or faculty member. This information must be included in your request.

  1. Turn Around Time for Request

Please allow for a processing time of up to three business days once a request has been submitted through Book It.  Confirmations for completed reservations will be sent via email to the address provided on the Book It request page.

  1. Cancellation Notice

Due to limited space and high demand, it is very important that notice of a cancelled event be provided at least 24 hours prior to the start of the event.

  1. Food and Beverage

The Harvard Chan School has a contractual agreement with Harvard Dining/Sebastian’s that designates them as the exclusive caterer for all in-house functions. For more information regarding food, beverage, and alcohol for school events please review the following:

  1. Alcohol Policy
    2. Catering and Alcohol Reminder Notice
    3a. Sebastian’s Café – Operations Page
    3b. Sebastian’s Catering – Dining Services Page
  2. Micro Lab and Multifunction Room Use

Because of limited computer lab spaces, reservations for labs can only be made for academic and school related courses. All academic course lab reservations should be placed through Book It by an academic department course liaison or administrator.  No food or beverages are permitted in the any of the Micro/Multifunction lab spaces.

  1. Furniture and Equipment Arrangements
  2. Equipment Arrangements

Please use the Media Services Request Form to request special Audio/Visual setups for classroom spaces. We recommend reviewing the room features from the “View Facilities” page found on Book It prior to completing the form.

Video Conferencing can be accommodated in some of the rooms found on Book It. Please use the Video Conferencing Request Form to request a video conferencing setup prior to your event. Please note that completing the form does not guarantee availability of video conferencing facilities.

b. Furniture Arrangements

Do not rearrange the furniture in the classrooms without contacting custodial services. Do not remove any furniture from the classrooms or swap furniture with other classrooms.

Classrooms must be returned to their original setup at the end of a reservation.

  1. Charges

Depending on who is booking a space and when the event is being held, charges may be associated with the use of a room. For more information on specific charges associated with room usage, please contact the Operations Office by phone at 617-432-1152.

  1. Submitting Requests through Book It
  2. Who Has Access
    Account access is only permitted for department administrators.
  3. Training Requirement
    A mandatory training session is required prior to being granted access to Book It. 
  4. Turn-Around for Account Creation
    Please allow up to three business days for account creation after completion of system training. Please note that access will not be granted if an account already exists for your department.