SWC Conference Room Reservation
Reservation Guidelines
The Student Wellness Center (SWC) is operated utilizing student fees. Therefore any room reservations outside of internal operating needs must be aligned with furthering providing quality integrated healthcare to fees paying students and/or be offset by service charges for approved use. Our pilot reservation program is effective in January 2024.
Those interested in reserving the room at cost should review the following information and submit a Reservation Request for our 1st floor conference room space.
Reservation will be given to the following groups in priority order:
- SWC Internal Operational Needs
- Registered Student Organizations
- Division of Student Affairs Departments
- SJSU Departments
- Non-Affiliates (Partnering Outside Agencies) who have Content-Related Events
Priority will be given to reservations where the majority of the attendees are SJSU students as well as the connectedness to our program mission. Outside groups may have additional confirmation steps through our university partners.
Depending on requested dates, confirmation may not occur until 2 weeks prior to the event in order to retain conference room availability during key periods. Requests should be made at least 5 business days in advance when possible.
Depending on requested dates, confirmation may not occur until 2 weeks prior to the event in order to retain conference room availability during key periods. Requests should be made at least 5 business days in advance when possible.
Members of the SJSU Campus community can view the currently scheduled events on this calendar prior to making requests.
The room can only be reserved by a SJSU student/employee. The requestor is responsible for making sure that room guidelines and policies are observed during the event.
Room Availability
Our conference room is generally available Monday-Friday from 9:00 a.m. - 4:30 p.m. (until 4:00 p.m. during the summer) on dates the university is open.
Event Support
We are able to provide modest support to review usage of the provided technology. We cannot provide catering assistance, assistance after-hours, or support with university level technical support such as wifi. We’ll assign a person to connect with on the day of the event so as to avoid disruption of clients checking in for services at the 1st floor reception desk.
Food/Catering
The requestor is responsible for making arrangements for catering, including setup, clean-up and catering pickups for their event. The requestor is responsible for abiding by university policies on food/catering. Note that access/use of Food Demonstration Lab Room 124 is not included in any of the reservations.
Clean Up/Check Out
- No tape should be used on any of the walls or other surfaces.
- The requestor must wipe tables and place any trash inside of provided containers at the end of the event.
- Failure to clean up after an event or any damage done to the room or equipment will result in fees charged to the requestor’s organization/department.
- Turn off projector equipment at check out.
- Outside of items you place in the trash receptacles, you must remove all items you bring in. You may not store items in the room between your scheduled events.
- If your event has break periods, please be sure that participants monitor their own items as we are not responsible for unattended items.
- At the end of your event time, please check out with the assigned staff from the 1st floor reception desk so we can review the room with you prior to exit.
Event Promotion
We’re happy to host your event, but event promotion (in emails, social media, flyers, etc) should not indicate or allude that the Student Wellness Center is a sponsor or promoting your event, unless we’ve provided express permission to do so. Listing the event location should suffice to provide attendees logistical information.
Conference Room Information
| Capacity |
110 Maximum (full room); 49 if the wall divider is out. |
| Furnishings |
11 movable tables (6 x 2.5 ft per table), 50 movable chairs |
| Equipment |
Built in projector and projection screen, built in sound system. You must provide your own laptop & cables (VGA or HDMI) for projector hook-up. There are 12 power outlets on the floor and 6 along the walls. |
| Room Setup |
The standard configuration is classroom style. Setup must be returned to classroom style at the end of the event. |
| Base Room Fee - Full Conference Room (SWC 122) |
$38/hour |
| Food/Beverage Use Fee |
$20/day |
| Non-Affiliates (Partnering Outside Agencies) Fee |
$300/day; $150 partial day |
Payment
Upon confirmation of room availability, SWC will place a reservation hold and email the requestor payment procedures including a deadline in which full payment must be received.
Cancellations
Please inform us of any cancellations as soon as possible. Reservations canceled in less than 5 business days prior to the event will result in a 50% refund of the reservation total.
Questions can be sent to [email protected].
