DEC Reservation Guidelines

The INI relies on the integrity and careful judgment of Carnegie Mellon students, faculty and staff, as well as outside affiliates, to use and care for the reserved spaces appropriately. The INI reserves the right to change, alter or cancel a room reservation at its discretion with advanced notice. Information on rates, scheduling and rules are provided below.

Pricing

For general event use of the DEC:

  • $100 reservation fee (non-refundable)
  • $50/hour technician support (required when using teleconferencing or recording technologies)

For recurring academic course events (for a semester):

Room use only (limited technical support) = $1,500/full semester or $750/mini

Video/audio teleconferencing or other recurring multi-site connection (full technical support) = $3,000/semester or $1,500/mini

You also have these options:

  • Video recording (instructional asset capture) of event/class (Mediasite) = $50/hour
  • Web streaming (Mediasite) $50/hour

Note: A technician must be present to coordinate technical aspects of events involving video/audio conferencing, recording, streaming or central integration of participants via desktop conferencing.

How to Reserve a DEC

1. View public calendars for the DEC@CIC and the DEC@Henry for open time slots.

The INI has made its DEC schedules public for the convenience of planning campus events.

2. Submit online request form.

All requests for the use of a DEC are processed through an online form. A submission of the form does not guarantee your reservation. The requests are processed in the order they are received. The INI cannot guarantee a response to any requests made less than 48 hours in advance.

Schedule sufficient time before and after your event to allow for setup, participant entrance/egress and break down.

Each request must include a contact person who will be responsible for the event.

3. A non-refundable reservation fee is required. (See rates above.)

4. The contact person will receive a confirmation email after your request is verified by an INI staff member.

Rules

Once your DEC reservation is confirmed via email from an INI staff member, here are some important rules you will need to know:

  • Room reservations are tentatively accepted one semester in advance. Requests for a DEC reservation further in advance than the following academic semester cannot be addressed due to course scheduling priorities.
  • Food in the DECs is prohibited unless pre-arranged and pre-approved.
  • Notify the DEC specialist if any technology is not working properly.
  • Return chairs, tables, microphones and other equipment to their original location in the room.
  • The INI is not responsible for any data saved on the computers in the DECs. The DEC computers are wiped clean of data each night.
  • Guests are not permitted in the back control rooms.
  • The INI cannot guarantee requests from outside affiliates for events that begin after 5:00 p.m. due to building accessibility. We will do our best to accommodate such a request.
  • If an event ends after 5:00 p.m., individuals must make sure the DEC is locked after use. You may be held responsible for any destruction of property that may occur if a door is left open after business hours.
  • If you need to cancel your event, send a reply to the confirmation email that states "Cancel this reservation." If you need to change the time or date of an event, please submit a new reservation request and make a note of the change in the Special Needs section of the form.