Bay Campus Room Scheduling and Rental Policies

Overview

This policy establishes the priorities for use of classrooms and meeting spaces on the Bay Campus and procedures to be used in scheduling rooms.  Rental rates are set for certain categories of uses.

Categories of Room Uses

  1. Academic Activities

Regularly scheduled academic classes for the Graduate School of Oceanography and Department of Ocean Engineering have priority use for Bay Campus classrooms.  Classrooms are scheduled on a first come, first served basis. Bay Campus-sponsored seminars or presentations (individual speakers) which are open to the Bay Campus community are considered an academic activity.  Thesis defenses and oral comprehensive exams are special category of academic activities and are generally to be scheduled in Challenger Room or the Coastal Institute Auditorium.

  1. Professional Activities

Meetings that are part of the professional activities of Bay Campus personnel are given second priority after academic activities.  Professional activities include, but are not limited to, such things as meetings or conferences of participants in research projects and outreach programs conducted by GSO staff. 

  1. Other URI users and State of Rhode Island Agencies

Bay Campus rooms will be made available to non-marine groups from URI main campus, as a third priority, and to agencies of the State of Rhode Island.  Daily rental rates will apply.

  1. Non GSO/URI Functions

Commercial or non-profit organizations may rent Bay Campus meeting spaces or auditoriums when space is available. Daily rental rates will apply. All groups are required to follow URI insurance requirements. When renting a room at the Bay Campus all food services need to go through URI Catering Services https://web.uri.edu/catering/ or call 401-874-9408 or 401-874-2229

***The use of alcohol is not allowed for Non GSO/URI Functions***

Insurance Requirements   

For Non-URI and RI State Agencies:

The University requires that you obtain and maintain in force, at your expense, a liability policy or certificate of coverage for the period of your program. The amount of coverage is to be $1,000,000 property and personal injury coverage naming The University of Rhode Island as additional insured. The certificate must include the name of the event/program and all associated dates. Coverage must be with a company satisfactory to the University and a copy of the policy or certificate evidencing such coverage must be forwarded to director of facilities at GSO 10 Business Days prior to arrival

Booking Procedures

All GSO and URI personnel must book rooms using the online room reservation system at https://nbc.gso.uri.edu/roomform/

AV services, satellite downlinks, computer displays, PA system, etc., may be arranged directly with the GSO Computer Center. The GSO Computer Center is a URI Cost Center, rates will apply.

*** GSO Deans Office reserves the right to find comparable space if a conflict arises***

Designated Users of Rooms

In order to minimize scheduling conflicts between classes and other uses of Bay Campus rooms, certain rooms on the Bay Campus will be used primarily for regularly scheduled classes while other rooms will be used primarily for holding workshops, conferences and large meetings

Regularly Scheduled Classrooms:

  • CACS 108, 110 & 111
  • Watkins 12 & 14
  • OSEC 115
  • Corless Auditorium

Workshops, Conferences and Large Meetings

  • CIB Small Conference Room  
  • CIB Large Conference Room
  • CIB Hazard Room
  • CIB Auditorium
  • OTC Conference Room

Special Facilities

**Can only be reserved through GSO Deans Office**

Challenger Room

The primary use of the Challenger Room is for Academic matters, especially thesis defenses and comprehensive examinations.  Challenger room will not be used for regularly scheduled classes.

The secondary use for the Challenger Room is GSO and Bay Campus-sponsored meetings. These meetings are arranged by and attended by Bay Campus personnel with additional off-campus participants as appropriate.

Challenger will not be used for meetings for outside groups not qualifying as a professional activity of Bay Campus personnel.

Nautilus Galley/Knauss Terrace/Knauss Quad

The Galley, Terrace and Quad will be reserved as one space. Approval from GSO  Director of Facilities is required.  Special rates will apply:

  • Standing Capacity: 120 Nautilus Galley
  • Seating Capacity: 75 Nautilus Galley

Rates:

$150.00: URI personnel for business functions only with 20 or more people to use the Galley and/or the Terrace (Must follow URI Dinning Policy and Alcohol Policy)

$300.00: URI personnel for business functions only with 20 but no more than 200 people to use the Galley, Terrace and the Quad with tent.  ***GSO does not supply any tents, tables or chairs the organizer of the event is responsible for all rentals and must follow all URI tent policies***(Must follow URI Dinning Services Policy and Alcohol Policy)

$500.00: URI personnel for business functions only with 20 but no more than 200 people to use the Galley, Terrace, Quad with tent and electrical panel.   ***GSO does not supply any tents, tables or chairs the organizer of the event is responsible for all rentals and must follow all URI tent policies***(Must follow URI Dinning Services Policy and Alcohol Policy)

AV services, satellite downlinks, computer displays, PA System, etc., may be arranged directly with the GSO Computer Center. The GSO Computer Center is a URI Cost Center rates will apply.

The Nautilus Galley, Knauss Terrace and Knauss Quad will not be rented out to any Non-URI entities in addition these spaces are used for official University business only. No personal use allowed.

Mosby

  • Standing Capacity: 120
  • Seating Capacity: 75

Mosby Center can be rented out to URI or non- URI entities.

  • URI rates $150.00
  • Non-URI rates Full Day $500.00 (over 4 hours)
  • Half Day $250.00  

All parties must use URI Dinning Services for any food being served in the Mosby Center.

All URI entities must follow URI Dinning Services Catering Policy and or Alcohol Policy

Non-URI entities are not allowed to have any alcohol service.

Rental Fees

URI Rates:

Any space not designated as a special facility, being used by 50 or more people with food being served by URI Catering Services/or external vendor (URI Dinning Waiver Required) will be charged a daily rate of $100.00.

Non-URI Rates:

Any space not designated as special facility, being used by 50 or more people with food being served by URI Catering Services/or external vendor (URI Dinning Waiver Required) the following daily rates will apply:

Auditoriums Full Day $220.00 Half Day $150.00
CIB Hazard Room Full Day $180.00 Half Day $100.00
CIB Large Conference Room Full Day $180.00 Half Day $100.00
CIB Small Conference Room Full Day $100.00 Half Day $75.00
CACS 108 Full Day $100.00 Half Day $75.00

AV services, satellite downlinks, computer displays, PA system, etc., may be arranged directly with the GSO Computer Center. The GSO Computer Center is a URI Cost Center rates will apply.

Parking Request

If you are requesting parking lots to be reserved for your group of 20 people or more, you must email GSO Security 4 weeks in advance of your meeting. Please contact GSO Security at gsosecurity@etal.uri.edu

Notes For your Meetings/Workshops/Conferences

Please be advised GSO Bay Campus is not a conference center.

  • We do not supply any meeting, workshop, conference supplies or support
  • When you rent a room, you are renting the contents of the room please return the room to the original formation
  • If you have signage outside of the building with directions/meeting details, they must be removed following the events
  • When renting a room at the Bay Campus all food must be supplied by URI Catering Services https://web.uri.edu/catering/   

Approved October 2019