Retreat Room Policies

Thanks for booking the Retreat Room! If you have any questions about our space or our booking policies, please contact Carlotta Chappelle at carlottac@jhu.edu or at 443-997-6498.

mission

The Retreat Room is a state-of-the-art retreat workspace designed to support activities directed at increasing organizational effectiveness.

room use priorities

Activities that are directly related to organizational development will have first priority in booking the Retreat Room. This might include retreats, courses, and meetings facilitated by our staff.

The Retreat Room is a space specifically designed for extended meetings. Half-day and all-day events will have priority over shorter events.

If your event is not an all-day event and is not directly related to organizational development, it is possible that we may have to cancel your reservation in order to support our mission. This happens very rarely; if it does happen, we will make every effort to either reschedule your event or help you find another space for that date.

cancellations

If you have to cancel your reservation, please let us know as soon as possible so that we may offer the space to other groups.

university closings

If the Homewood campus is unexpectedly closed, the Retreat Room will be closed. You can check whether the Homewood campus is closed by visiting http://webapps.jhu.edu/emergencynotices/.

hours

Our normal hours are Monday-Friday from 8:30-5:00. If you need to schedule outside these hours, let us know and we'll try to accommodate you. We will pass on to you direct costs for staffing the room during the times that are outside our normal hours (please see the section on fees).

overstays and room access

The room will be reserved for you for one half-hour before and after your scheduled event. If you need to stay longer, please ask us. If the room is free, you're welcome to stay (overstays beyond normal hours will incur costs, as described in the section on fees). If the room is scheduled for someone else, we may be able to help you find another space to work in.

catering

We are happy to help you by ordering catering, or you can order catering yourself. We can recommend reliable caterers. If will be ordering catering yourself, please be absolutely sure to let us know before the event! Please do not serve food within the Retreat Room. We will set up tables in the hall directly outside the room. Guests may take their plates inside the room.

fees

There are direct costs associated with the use of the Retreat Room. Some of these costs are fixed, and some of them are for optional services. Our fees cover the replacement of supplies, setup, and breakdown of the room.

fixed costs

These costs are $20 per event plus $1 per participant.

additional expenses

We can provide a meeting assistant to make your event run more smoothly. Your meeting assistant can help during your event by typing notes, taking care of mid-meeting copying, and helping you use all of our equipment. You will definitely need a meeting assistant if you plan on videotaping, taking digital pictures, or using collaborative software. Your assistant can be present in the main room, or she or he can sit in the nearby AV room until needed. Meeting assistants are $10 per hour.

If you choose audio or video recording, there will be a small fee for the recording media.

If your event is outwise the hours of 8:30-5:00, Monday through Friday, there will be an fee of $10 for every hour that is outside normal business hours..

Long distance telephone calls will be charged back to you.

Some examples:

A one-day retreat for 12 people would cost $32 ($20 + $12).
A two-day course for 25 people would cost $90 ($20 + $25 x 2).
A one-day event for 16 people with 8 hours of a meeting assistant would cost $116 ($20 + $16 + $80).

equipment

The Retreat Room has lots of equipment that can help make your meeting a success. Some of it needs to be reserved and some of it is always available.

Click here to see the list of resources that are always available without reservation.

Click here to learn about and reserve our full range of equipment and services.