The Room Scheduling Department is responsible for scheduling most HMS South Quad common spaces, including amphitheaters, classrooms, conference rooms, labs, the Quad, and other special event locations. The Department is responsible for scheduling over 120 rooms located within 7 Quad buildings; however the majority of these rooms are located within the TMEC. The Department is charged with appropriately and efficiently allocating space in order to meet the competing demands of the Educational, Research, and Administrative programs of the school.
Approximately 30,000 events are booked annually through the Room Scheduling Department. Of this total, the HMS Educational Program comprises approximately 80%. Due to this high volume and more importantly, the complexity of course schedules, HMS courses are given priority over administrative activities in all quad-based space used primarily for teaching activities. Course scheduling is performed twice per year, in October for Spring courses and in May for Fall courses.
To accommodate internal-HMS space demand and to adequately support the needs of HMS departments, the following policy revisions took effect, June 1st, 2022:
- Only internal, HMS Quad-based departments have the ability to directly book space through the HMS Room Scheduling – EMS system
- Non-HMS departments looking to book space on the HMS campus will be directed to the Joseph B. Martin Conference Center for all meeting and event space needs.
- Requests for an event within 2 weeks by any non-HMS department may be submitted via email to the HMS Room Scheduling Office at email@example.com
- All events being held on the Medical School campus must be officially sponsored by an HMS Department and will be required to supply a 33-digit billing code for associated charges and/or to be held in reserve for any additional clean up or damages.
Requests for space are submitted directly to the Room Scheduling Department from a client base comprised of HMS Faculty, Staff and Students. Requests are sent primarily via the room scheduler but can also be sent via email and by calling 617-432-2020. Confirmations are sent directly to clients via email.
If you are a non-HMS Harvard department or a hospital affiliate interested in scheduling a meeting or event at the Joseph B. Martin Conference Center, please contact the office at (617) 432-8990 or email Alwyn Thomas for availability and pricing. The Martin Center is not open to external events or programming.