External Event Policies and Procedures Mar2016 .pdf
Original filename: External Event Policies and Procedures Mar2016.pdf
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External Events held at IPAM
Please schedule a meeting with a member of IPAM’s program staff at least 3-5 days before your
event for a tour and to discuss AV needs and set-up of your meeting. A member of the IT staff
can, upon request, demonstrate the use of the AV equipment.
Policies and Procedures:
IPAM staff is not available for non-IPAM events. Please provide your own AV support. Someone
must be present to receive deliveries (e.g., catering, video equipment) and pick-ups after the event,
to supervise set-up, and to receive your guests. Please assign someone to the reception desk at the
entrance to IPAM during the program.
There are 8 desktop computers in the lobby and south classroom; please request logon instructions
if you need them. Your guests will have access to the campus wireless service.
We prefer that you do not move our furniture. If you do, please put it back to its original position
after your event. If not, we will submit an FSR on the next day, at your expense.
Please do not set up tables for catering on the carpet. Otherwise, food is allowed in our lobby. No
food or drinks should be brought into IPAM’s large seminar room 1200.
We expect all events at IPAM to be “zero waste.” See below for more information.
At the conclusion of the event, please take your materials, signs, and other items with you. Please
stay until catering returns to remove their dishes, linens, etc. (Please note that the front door is
typically locked at 5:00 pm on weekdays.)
Special instructions for weekend and evening events:
Please lock the front door at the conclusion of your event. Please be sure that your participants
have vacated the building before you leave. Call the UCLA police to report suspicious persons.
A front door key for weekend events may be obtained from IPAM’s finance office for a $10
deposit. Please return the key by 12:00 p.m. the next business day.
Submit an FSR in advance of your event to request clean-up of the rooms that you use (including
public areas), removal of trash, and cleaning and restocking of bathrooms, and forward the
confirmation email to IPAM. Please call IPAM the next business day to see if any modifications
are necessary. See below for additional instructions.
Please be aware that occupants of private offices, including IPAM staff and visitors and a few
math graduate students, may be present during your program. Please respect their privacy and try
not to disturb them. We will tell them about your event in advance. Anyone with an office at
IPAM also has a key to enter the building after hours.
Zero Waste Initiative
IPAM is a zero waste pilot project for UCLA. We expect all events at UCLA to try to achieve
zero waste by following these policies:
If you will order catering, request compostable plates and utensils. Use as little plastic as
possible, and avoid foam products entirely. Please also eliminate unnecessary packaging:
for example, request a bowl of cream cheese instead of single-serving packages, which
cannot be recycled or composted. If you hire ASUCLA catering, we can advise you on
how to place your order to satisfy this policy.
Please instruct your guests to dispose of their waste in the appropriate bins. There are three
“stations” in the lobby, with signs attached to each bin with instructions. There are no trash
cans in the public areas! If you produce any waste that cannot be recycled or composted,
please put it in the trash can in the kitchen.
If you distribute plastic name tags, please collect them after your event for re-use. There
is a basket at the reception desk that you can use for this purpose.
For events with over 100 guests and/or that offer lunch or dinner to the guests, please ask
Facilities to drop-off and pick-up additional recycling and composting bins. Do not request
For weekend events, the FSR should contain the following instructions. Please note that
IPAM is in the Portola Plaza Building. If you will use any other rooms, please add it to
the first sentence. Please forward a copy of the FSR Confirmation to IPAM in advance of
Please clean the public areas, 1200, and the bathrooms, including mopping and
vacuuming the floors as needed. Restock bathroom supplies. Place the bags of
trash, recycling and composting in the appropriate bins on the patio at the south
end of the building. (Portola Plaza Building is part of the zero waste initiative: see
Chris Gallego for further instructions as needed).