Meeting Instructions

Once you have scheduled and confirmed a room for a client conference call follow these recommendations to make the call run as smoothly as possible.

Before The Meeting

  • If you are using rooms 105, 106, 107, or 108 pick up your room key from the receptionists in room 104 between the hours of 9:00 am and 4:30 pm. The rooms will NOT be left unlocked for you. You MUST pick up the key to your room.
  • Return the room key to room 104 immediately after unlocking your conference room.
  • If you are using room 102D please check in with the receptionists in room 101 before the meeting.
  • It is the group leader's responsibility to send reminders and communicate with his or her team. The group leader will be treated as the primary contact for each team.
  • Try to arrive at least 15 minutes early (schedule permitting) to make sure that all the equipment in the room is in working order. If there are any problems with the equipment, contact the IT Helpdesk at phone extention 38803 (external phone number: 814-863-8803). They are located in room 328.
  • Remember to change the nameplate outside the room to the "occupied" position.
During The Meeting
  • Your client MUST place the call TO YOU on the conference room telephones. Room phone numbers are available on the Room Information page, and are also displayed on the screen of each phone. Provide this information to your client prior to the meeting.
  • Introduce yourselves and be professional. Good luck with your meetings!
After The Meeting
  • Turn the lights, computer, projector, and any other equipment off.
  • Please clean up your trash.
  • Lock the door when you leave. The locking button is located on the outside edge of the door.
  • If your meeting takes place after the receptionists leave, you are responsible for returning the key the following day. Please do not leave the key hanging on the doorknob or slipped underneath the room 104 door.
*Inclement Weather Warning: If staff are ordered to leave work for weather reasons, the receptionists will not be able to stay in the office to distribute room keys. If any bad weather is imminent it is your responsibility to pick up the key in advance of your meeting.