Reservation Policy

Reservation Hours

Monday-Friday from 7 AM - 10 PM and Saturday-Sunday from 7 AM - 2 AM.

General Guidelines

The Hameetman Center is intended to be a communal space for students to enjoy. It is dedicated to student interaction through social engagement, study groups, club meetings, and participation in visual and performing arts. The Hameetman Center Building policy maximizes the students use and the use of the building for student support while also the safety and comfort of all. Please help us maintain the Hameetman Center and make this an attractive and welcoming place for the Caltech community.

Reservation Priorities

To ensure fair use of the Hameetman Center, we've established the following reservation guidelines:

Term-Based Reservation System
Reservations can only be made for the current academic term.

• Student Priority:
  
  • Students will receive early access to reserve spaces one month before the start of each term.
  • This priority period is exclusive and allows students to plan events ahead of time.
    
• General Access (Faculty, Staff, Other Groups):
  
  • Reservations for all other users will open on the first day of the term.
  • No early access will be granted outside of student groups.
  • Faculty and staff groups may be granted access to the priority reservation period if the event is primarily intended for students.
    

Student-Centered Events: The Hameetman Center is primarily intended for student groups and events that are directly related to the student experience at Caltech. These experiences will take priority in the scheduling of rooms and spaces. Examples include:

• Club meetings and student activities
• Student-led programs and initiatives
• Programs focused on student needs, including career fairs and job-related events as well as trainings and educational programs

Administrative Meetings: Reservations for administrative events, such as meetings for postdocs, staff, and faculty, will only be considered after student group reservations have been confirmed.

Non-Caltech Groups: Reservations will not be accepted for groups or events that are not directly affiliated with Caltech or part of campus operations. Only Caltech-affiliated organizations and initiatives will be eligible for reservation.

Alcohol Policy
Hameetman Center is a substance-free space. Alcohol may only be served at events held with prior approval from the Vice President for Student Affairs (VPSA). Requests for alcohol service must be submitted well in advance to allow for review and approval. Please contact sfe@caltech.edu to discuss waivers.

Availability and Reservations Process

1. Reservation Process: The multipurpose room, conference room, and club rooms can be reserved through the room scheduler. Requests should be submitted at least 2-3 business days in advance for processing and approval.
2. Large Events: For large-scale events, such as those held in the multipurpose room, events involving food or catering, or events lasting throughout the day, an event request must also be submitted to Facilities via the Facilities Service Requests on Access. This ensures proper setup, clean-up, and timely coordination with the Facilities team.
3. Student Events: All student-led events must be registered and approved through the Student and Family Engagement event registration process.
4. Open Access: Rooms such as the multipurpose room, conference room, and club rooms (#2, #3, and #4) are available for drop-in use by students when not reserved. Club room #1 is unobservable and designated as a "quiet room" ; this room is for meditation, worship, and reflection.

General Guidelines

• Cleanliness & Space Maintenance: Groups are expected to leave rooms and spaces clean and ready for the next users. Cleaning fees may be assessed for any spaces left in disarray. Please return furniture to the way it was when you arrived or is documented in the space.
• Advertising: Advertising materials should be posted only in designated areas. Flyers or posters placed on glass, doors, or walls outside these areas will be removed.
• Damage or Misuse: Any damage to the building or missing furniture should be reported immediately to hameetman-rooms@caltech.edu. Fees may apply for cleaning or repairs in cases of misuse.
• Building Behavior: All guests are required to follow Caltech's policies during their time in the Hameetman Center.

Furniture and Equipment

• Furniture Use: Furniture should not be moved between rooms or removed from communal areas. A small supply of supplemental tables and chairs is available in the second-story storage closet, which should be returned immediately after use.
• AV Equipment: The multipurpose room and conference room are equipped with projector screens only. Projectors must be provided by event organizers. For additional AV needs, Academic Media Technologies for staff events. Students can reserve AV equipment from SFE using Booked.
• Storage: We are not able to provide storage.

Dining Areas and Performing/Visual Arts Spaces

• Dining Areas: The areas adjacent to the Caltech Store and the patios can be reserved through Caltech Dining Services by emailing CDSReservations@caltech.edu or calling 626-395-2900.
• Performing/Visual Arts Spaces: The Recording Studio, Frautschi Rehearsal Hall, and other PVA spaces require supervision from PVA faculty or administration and are not available for general community reservations. For more information, contact Hyesung Park.

Building Access and Monitoring

A Caltech ID is required for building and room access outside of business hours. To unlock an internal meeting room with your Caltech ID, simply place your card over the keypad. The building is patrolled by Security who monitors the cameras placed in the building.

The Hameetman Center is managed by a committee. The membership of this committee includes representatives from Dining Services, Facilities, Student Activities and Programs, Visual and Performing Arts, and Security. For additional information about usage, please contact hameetman-rooms@caltech.edu.