The flex/meeting/conference space on the first floor of Building 76 (76-156) can be configured in many different ways to accommodate groups of various sizes and needs. Following is an overview of the available spaces and common uses. Images of the standard space configurations are available for download on the right.
Please use this form this request space on the first floor.
There are three spaces available for use. Availability is dependent on time of day and proposed use of the space. The spaces available are:
- KI Flex Meeting Space: The KI Flex Meeting space is comprised of three rooms that can be combined into one large room or broken out into a large room and two smaller rooms, or a large room and one smaller room. The KI Flex Meeting space is principally for use by the KI community. Outside requests will be considered on an as available basis. The standard space configurations are:
- Boardroom (156b): Seating for 16 at the table and another 15-20 around the perimeter of the room. AV equipment includes an overhead projector and a drop down screen.
- Small Lecture Hall (156a): Seating for 24 with podium up front. AV equipment includes an overhead projector and a drop down screen.
- Lecture Hall (156): Seating for 120 with podium up front. White board or screen. AVequipment includes an overhead projector, drop down screen, microphone, video cameras, image camera and video conferencing capabilities.
Other configurations:
- Large Lecture Hall (156, 156a, and 156b combined): Seating for 200 with podium up front. White board or screen. AV equipment includes an overhead projector, drop down screen, microphone, video cameras, image camera and video conferencing capabilities.
- Lunch meeting with presentation (156a and 156b combined): Seating for up to 40 – 4 to a table with all facing forward to screen and presenter. Food table set up in back of room.
- Main Street Corridor/Gallery: The Main Street Corridor (MSC) is ideal for standing events, either poster sessions or mingling events. The west and east ends can be used independently or combined with the Lobby Space for larger events.
- Lobby Space: The Lobby Space is best in combination with the MSC for larger mingling events. Since this space runs into the Koch Café, any event using this space must be coordinated with Aramark, the operators of the Café.
Responsibilities Linked to Space Use
Anyone using the KI Flex Meeting or other space in the building (including the Main Street Corridor or Lobby space) is responsible for the following items:
- Set up of the space to the required event configuration.
- Cleaning up after the event – this must be coordinated through facilities.
- Set up of the space to the required standard configuration.
- Contracting with AV services for use of equipment above and beyond standard presentation (i.e. teleconferencing, video equipment, etc.).
- Turn off projector! Use the “Shutdown Room” button on the podium A/V panel
Only those trained on the A/V systems as well as the room divider system are allowed to operate these. Please contact ki-it@mit.edu if you have any questions or concerns regarding standard A/V use. Any damage is the responsibility of the party reserving the space and a cost object/account code must be provided. If there is any damage or clean up required, the coding will be used to cover applicable costs.
For setup services contact MIT Facilities. They can provide the following services:
- Rearrange existing furniture for special events
- Clean up before and after special events
- Add temporary plantings for special events
- Supply additional containers for trash, recycling, and food waste collection
For AV equipment contact: MIT Audio Visual Services - 617-253-2808 or avorders@mit.edu.
Reservation Procedures
- Complete a Request Form and agree to the terms of usage. You will receive an email acknowledgment on receipt of your request. This does not constitute a confirmation. You will receive notification of availability once schedules are reviewed.
- You will be notified within five (5) business days from the date of the submittal of your request as to the approval or denial of the request.
Please note:
- Room reservations may be made for the current academic year only.
- Use of the Facility for multiple (repeating) meetings may be granted for a period not to exceed one academic semester, additional reservations for the upcoming term can be made no sooner than one month before the end of the current academic period.
- Cancellations must be made no less than 24 business hours prior to the meeting/event.
Eligibility
Meeting rooms may be used by individuals or groups to conduct Koch Institute-related organizational or program meetings, discussion groups, panels, conferences, seminars, study groups, planning sessions, and to discuss items of mutual interest or engage in professional development through learning activities. Meeting rooms may not be used for MIT classes or multi-day events.
The Koch Institute reserves the right to refuse use of a room for any activity that is deemed in violation of MIT Policy or any federal, state or local laws, codes or ordinances or for demonstrated past failure of the user to comply with any of the stated rules and regulations.
Groups or individuals that have reserved meeting rooms in advance are subject to cancellation or changes to room assignments in the event rooms are needed for Koch Institute Headquarters, Director, Executive Director, Faculty or specific funder business. In such an event, every effort will be made to locate another meeting room for a displaced group and to notify user of a cancellation or room change at the earliest possible date.
Other Conditions of Use
- Groups or individuals may use meeting rooms for the hours approved. All set-up and clean-up must be accomplished within the reserved time.
- Food and beverages may be served during meetings. The group using the room must provide supplies and equipment for serving refreshments. The room must be cleaned and cleared of all items brought in before vacating.
- Each flexible use space in 156 has a standard furniture configuration. Please refer to the space configuration documents available for download at the right. The furniture may be rearranged, but must be returned to its standard configuration before vacating.
- Meeting room capacities must be observed at all times.
- Failure to comply with above conditions of use will result in necessary fees being charged to the cost object provided at the time of the reservation.
Prohibitions
- Use of Koch Institute meeting rooms must not interfere with the conduct of Koch Institute business or be unduly disruptive to others present on the floor or in the building.
- Meeting rooms are not available for commercial activities unless otherwise authorized by the Koch Institute Headquarters office.
- Smoking or burning of items (incense, candles, etc.) is prohibited.
- No signs, posters, displays, or decorations may be put up without permission of the Koch Institute Headquarters office. Use of nails, screws, tape, staples, etc. on walls is prohibited.
- Alcohol is not permitted in public meeting rooms unless prior authorization is obtained. Please contact KI Headquarters for more information.
- The individual submitting the request will be held responsible for proper use of the room.
- Failure to comply with any of the stated rules and regulations will result in the immediate cancellation of the reservation, and may lead to suspension of meeting room privileges.
- Any activity in the meeting room that is deemed in violation of MIT Policy or federal, state, or local laws, codes, or ordinances is prohibited.
Alcohol Guidelines
Please contact ki-space@mit.edu for questions and information on alcohol guidelines.
Institute Policies and Procedures
MIT Departments and student organizations should familiarize themselves with many of the policies and procedures outlined in MIT Policies and Procedures: A Guide for Faculty and Staff Members web.mit.edu/afs/athena.mit.edu/org/p/policies/. In particular, groups planning events should be familiar with the following sections:
