Krescal (JHED credentials are required)
The majority of events will require a funding source to cover the event costs. Before beginning the process of planning the event, check with the event initiator regarding the source of funding. A budget needs to be created and adhered to throughout the event. Funds may be generated via a registration fee. The department’s Communications Associate can assist in setting up of both a registration website and an online payment method.
Bloomberg Center meeting rooms may be reserved on the reservation website krescal. Room 462 (our faculty board room), 2nd and 4th floor rotunda area, and the 3rd floor student lounge must be approved by the department Administrator for multi-day events. Rooms 361, 464 and 478 are Physics & Astronomy classrooms and must be approved by the Academic Program Administrator. The Schafler Auditorium (Room 272) is a pooled classroom and must be reserved through the Registrar’s office at ASENScheduling@jhu.edu.
One-Day on-site Events & Workshops
One day events and workshops may require reserving a meeting room and scheduling catering. Once the number of attendees has been determined, the event coordinator will need to reserve a Bloomberg Center meeting room via the room reservation website krescal. Information regarding the various meeting room capacities in Bloomberg Building can be found at http://physics-astronomy.jhu.edu/about/available-facilities/.
Other locations throughout campus can be used as well. You can find available locations at Homewood’s event scheduling website.
Reference our Event Checklist to ensure smooth planning of your event.
Multi-Day On-site/Local Events & Workshops
Multi-day events and Workshops (two or more days in duration) may include both local and out of town attendees. Reference our Event Checklist to ensure smooth planning of your event.
In some instances there will be a need to reserve additional rooms for break-out sessions. Room reservation requests can be accessed using the reservation website krescal. In the event Schafler Auditorium (Room 272) is requested as a meeting space, this space must be reserved through the Registrar’s office at ASENScheduling@jhu.edu. Rooms 464 and 478 are Physics & Astronomy classrooms and can be reserved through our Academic Program Administrator.
If the number of attendees exceeds sixty it is difficult to obtain a single meeting space in the Bloomberg Center to accommodate. If the event is to stay on the Homewood Campus, Scheduling & Event Services can assist in locating a more suitable meeting space.
Both the Colonnade Hotel and the Mt. Washington Conference Center not only offer lodging but also offer meeting space and catering, at a cost. If there is no budget funding available for this option it may be necessary to advise the meeting requestor that a registration fee should be considered
Lodging for Speakers and Guests
The Colonnade Hotel is the hotel of choice for all lodging needs based on its proximity to the Bloomberg Center. Johns Hopkins University has a preferred rate of $149.00, plus local tax. In order to reserve a room block the event coordinator will need to obtain the number of attendees needing lodging, their arrival and depart dates and whether payment will be made by the guest or by the event budget. In most instances the guests pay for their own rooms and the event budget will sometimes cover the invited speakers. Once obtaining the needed information the event coordinator will contact the Colonnade Hotel’s conference coordinator with the guest information. The hotel will prepare a contract and forward to the event coordinator. This contract will be sent to eventcontracts@jhu for review and signature. Upon receipt of the signed contract, the event coordinator will forward back to the Colonnade.
If a hotel other than the Colonnade is requested, the same process would need to take place.
Catering and Excursions
Catering for the event can include breakfast, breaks, lunch, and dinner. The event coordinator will need to work with the event initiator to determine the daily catering needs. Catering options can include the onsite Homewood campus caterer Bon Appetite, Azafran (located across the street at Space Telescope Science Institute), or Foodify. Foodify represents a large array of Baltimore caterers and restaurants and can work with the event coordinator to plan catering using multiple catering suppliers. As a reminder, budget funding is needed to cover the catering costs.
If an offsite dinner or other form of recreation is planned, the event coordinator can use Baltimore.org as a reference for ideas. For formal dinners the department has used, Woodberry Kitchen, Helmand, and Petit Louis. Other locations may be used, these are only examples.
Keep in mind that any off-site function may require transportation. Broadway Services can supply both small and large motor coaches to cover transportation requirements.
Other peripheral event items to consider would include; name badges and lanyards, printed agendas, welcome packages, giveaways, signage, etc. See the Event Checklist for additional items.
The department’s Building Manager can assist in determining your audiovisual needs. In some instances you may need to use the University’s Audiovisual Technology Support services, KIT-CAT. Their website details their services and fees.
If the event is planned during hours the Muller Lot parking gate is down, you will need to contact Parking Services to arrange for the gate to be up during your event. There is a cost associated with this service.
There are instances you can also reserve parking using the Physics and Astronomy spaces on the surface lot or the San Martin Garage. Please contact your Grants and Contracts Specialist or the Department Administrative Assistant to make space reservations.
There are a number of internal email lists that can send emails to residents of Bloomberg Building. Please contact the Department Administrator to see what email list best suites your needs.
There are two options for Homewood (you can do both):
- If you submit an event at the HUB events (http://hub.jhu.edu/submit-event), it will be published and sent out via email to Homewood faculty and staff the day before and the day of an event.
- If you submit a Today’s Announcement (http://hub.jhu.edu/submit-announcement), it will be sent via email to Homewood faculty and staff the next day the Today’s Announcements email is distributed.
Dennis O’Shea Executive Director of Communications and Public Affairs: email@example.com
Outside of Homewood
School of Public Health – Public Affairs: firstname.lastname@example.org
School of Nursing Communications: email@example.com
Carey Business School – Tim Parsons, Director of Communications and Marketing: firstname.lastname@example.org
School of Medicine Announcements: http://www.insidehopkinsmedicine.org/news/sub_ann.cfm
Reoccurring Department Events
The department holds many reoccurring events. Reference the Department Event Matrix to help determine the event coordinator, date, and time.
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