The University of Iowa

International Commons Conference Room

This large conference room will seat up to 40 theater style and up to 16 classroom style.  This room has 3 projectors, 3 screens, and 3 whiteboards.  Access to the main corridor, kitchen, and restrooms are programmed simultaneously.  

Only groups with a UI affiliation will be allowed to use the room.  UI Student groups have been asked to go through IMU for their space needs.  Contact Eric Rossow (eric-r-rossow@uiowa.edu / 319-335-1162) in the Office of the Dean of Students.  UI Credit Courses need to be scheduled through Classroom Scheduling (https://classrooms.uiowa.edu/reserve-university-classroom-ucr ). The room is not available to departments outside of International Programs on weekends.  IP units will take priority over non-IP units in reserving this space.  In special circumstances, your reservation may need to be declined after the original acceptance.

The host is responsible for assuring that the conduct of all participants at events held in University buildings conforms to University policies. 

Users are responsible for leaving the area clean and orderly. The clean-up must be done immediately after the event is over unless special arrangements have been made in advance. The host group and the sponsoring unit will be held responsible for any loss or damage that occurs during use. Such loss or damage must be promptly reported to Amy Green at 319-335-1433 or amy-green-1@uiowa.edu. Report property damage or theft immediately to the Department of Public Safety at 911 or 319-335-5022. 

Reservations

After academic year reservations for the units within International Programs are complete, reservations for other departments and colleges may be requested through the Microsoft Outlook Calendar.  Look for the room availability at RES-UCC-IP-1117@uiowa.edu.  

  • Open an appointment on your Outlook calendar.  Click on the “SUBJECT” line and note the event that the room is being requested for:  i.e. “Diversity Ambassador Meeting”
  • “Invite Attendees” (center of ribbon).  The message should be directed to the room for which the reservation is being requested:  RES-UCC-IP-1117@uiowa.edu
  • Enter the date and time for which the room is needed.  Time should include 1 hour for set up and 1 hour to clean up and arrange the tables and chairs back to the default setting.
  • In the textbox, include:
    • the name of the UI department or group
    • the name and contact information for the UI employee who will be staffing the event
    • mfk for custodial services or damages
    • expected number of attendees
    • the nature of the event
    • and any special accommodations needed for the event
    • In addition, include any relevant information that might be useful for the IP receptionist when answering questions regarding the event and in directing visitors
  • Click the “Send” icon. 
  • You will receive a confirmation of the acceptance or decline of your request via email (not immediately).

If you need to make changes to a reservation that has been accepted, please edit the calendar invite and send the updates.  If you cannot find the calendar invite, please contact Amy Green (amy-green-1@uiowa.edu) to make changes to a current reservation. 

Restrooms

There are restrooms across the hall which are locked Monday-Friday from 8:00 a.m. - 5:00 p.m.  Please check with the IP Receptionist if you need a temporary access card for your group.  After hours events will have the restrooms unlocked.

Food and Catering

**Due to COVID, food is not permitted at this time**

If you plan to serve food or drinks at your event, you must wipe off all tables and chairs and vacuum the floor at the end of your event.  A vacuum is in the storage closet and cleaning supplies are in the kitchen.  Custodial services may be hired, at the expense of the group, to provide this service.  Custodial services requires advance notice to accommodate any cleaning request.

Room Set Up

(Photo examples are behind the storage room door)

  • One side of the room is set up classroom style with tables (12) and chairs (24) and the other side has a large conference table (6) with chairs (12) and there is open space in between. 
  • All of the chairs left out on the floor should have arms and the chairs without arms are the only ones to be neatly stacked (7 high) and placed at the side of the room by the windows or in the storage closet if you removed them from there. 
  • You may rearrange the furniture as needed, just place them back in the default when you are done. 
  • Additional tables and chairs are in the storage closet in the room. The storage closet holds 5 five-foot tables and 5 four-foot tables and 35 chairs without arms.
  • No furniture should be moved into or out of the Commons area.
  • Tacks, push pins, nails, duct tape or scotch tape may not be used to put up decorations, only blue masking tape and string may be used. Decorations should be removed immediately after the event is over.

AV Set Up

The AV set-up is similar to the standard for UI classrooms.  The controls are on top of the lectern and will run on any or all of the projection screens.  The projector near the windows is #3.  There are microphones in the labeled drawer that you just need to turn on and use – please don’t adjust any settings.  DO NOT TURN OFF THE POWER SWITCH ON THE PODIUM – ONLY SHUT DOWN THE COMPUTER.

Climate Control

The room temperature is set centrally by Facilities Management.  If the room temperature is excessive, contact FM Work Control at 5-5071.  If you need to prop a door open, please prop one of the two exit doors (Doors B or C).  Do not prop open the door with the Automatic Opener (Door A) – it is not meant to stay open and will potentially break the opener.   Any damages will be charged to the group using the room.