Event Planning

Reservations & Policies

Campus Room Reservations

Use these links and resources to reserve the following spaces:

• Rice University Office of the Registrar (OTR) / Buildings and Classrooms
• McMurtry College Room Reservations
• Duncan College Room Reservations
• Fondren Library – Kyle Morrow Room Reservations
• Student Center Room Reservations

Duncan Hall Reservations

Available Spaces

• Duncan Hall Meeting Venues – George R. Brown School of Engineering
• Duncan Hall Classrooms – Office of the Registrar

Making a Reservation

You may view the Duncan Hall calendar at rooms.rice.edu.

Note: If you are not a Duncan Hall resident, you will not be able to reserve space online. You will need a Duncan Hall resident to sponsor a room reservation. If the space is available, please contact your sponsor asking for confirmation that:

• The individual willing to sponsor your event.
• The sponsor will attend the entire event.
• The sponsor jas read and reviewed the building policy for Duncan Hall and the Duncan Hall building protocol with you and ensure that it is adhered to.
• If the sponsor will not attend, they must name a designate to oversee those required actions.

Also note: Students must contact their department coordinator/administrator in order to reserve rooms.

Assistance Request Forms

Use the Engineering Event Assistance Request Form as the first step in asking for assistance.

Use the Engineering Event Specifications Form on top of the request form for particularly large events.

Work Requests

Note: Only faculty and staff members may place work requests through Facilities Engineering and Planning (FE&P). Students must contact their department coordinator/administrator to place a request.

• Visit Facilities Engineering and Planning
• Click the "Submit work request" button
• Login with your NetID and password
• On the left margin, select “Submit request”
• For Contact Information
  • First Name: Kathryn
  • Last Name: O’Brien
  • Department: Brown School of Engineering
  • Email: kob@rice.edu
  • Phone: 713-348-5692
• For “Location where service needed”
  • Select the building, floor, and room where service is required.
  • Duncan Hall is short for Anne an Charles Duncan Hall.
• For “Select a Request Type”
• Select “event”
  • Select relevant category and details
  • Typically, we select AC, lighting, custodial, and moving under category.
  • Custodial work requests must be placed as soon as possible. Lighting orders should be placed at least two days in advance.
• For “Billing Information”
  • Fill the date of event in “Need by Date”
• For “Notification”
  • Check “I want email notification”

Environment Health & Safety Guidelines

Duncan Hall’s Environmental Health & Safety Guidelines

Information provided by:

Jeff Coleman, Senior Safety Specialist
jeffc@rice.edu
Environmental Health and Safety
MS-123
Office: 713-348-4444
Mobile: 713-818-9107

Martel Hall

• o Martel Hall – 4354sf
  • COH code allows 15 net for seating with tables and chairs
    • 4354/15 net = 290 max capacity with tables and chairs, food stations, and bar area
    • 700 people standing
    • 600 people sitting with 600 chairs
  • The “River” Hallway - 1725sf
    • COH code allows 15 net for seating with tables and chairs
    • 1725/15 = 115 max capacity which should be used for posters only.
  • Restrictions:
    • Martel Hall:
      • Tables and chairs within Martel Hall should be placed allowing a clear aisle with 60-inch minimum width to the doors exiting the front and rear of the building.
      • Posters placed within Martel Hall should be placed against the wall allowing a 44 inch aisle in front of the posters without blocking any of the conference room doors and stairwell exits into this space.
      • Note: Measure 44 inches from the open door to allow for exit room.
    • The “River” Hallway: Posters displayed in the “River” should be placed against the wall without blocking any doors that into or exiting this space. Do not block access to the fire extinguisher cabinet along this hallway. There should not be any tables placed in the “River” which should allow for poster display and an adequate egress path for standing occupants in this area. A 60 inch minimum egress path should remain clear along the length of the “River.”
• Minimum space between chairs:
  • Buffet: For banquet style setup using large round tables you should leave a space of 60" minimum. This is 2 x 18" for the seats, and 24" room in between the chairs.
  • Served dinner: For the rows you would like to incorporate a service aisle, the space needed in between rows is 66". This is 2 x 18" for the chairs, and 30" for the service aisle.
  • Room capacity calculation

Duncan Hall Portico

• Grills:
  • Grills need to be located:
    • 25 feet from the building structure
    • In the grass
    • Not near any air intakes
    • Not under any trees
  • Available locations around Duncan Hall:
    • South open area in at the front of Duncan Hall (left of the main entrance)
    • Southwest open area of Duncan Hall
    • In the Engineering Quad, not under any trees
• Walkway:
  • There needs to be a 44 inch aisle throughout the walkway at all times (since it is outside and open, 60 inch is not needed)
  • Small tables are allowed, if they are against a wall with a 44 inch aisle.

LP Gas and Open Flame Procedures

For procedures on gas and open flame, review this Houston Fire Department Life Safety Bureau document.

Parking & Maps

Visiting Rice? Visit these university websites to help plan your visit:

• Parking
• Campus Maps
• Visitor Information

For Events

Departments or individuals scheduling events that will attract visitors needing parking arrangements should coordinate the event with the Parking Office, x2023 or x2020. Non-Rice organizations wishing to submit a use request should contact the Executive Assistant in the office of the Vice President for Administration, x5206.

Gates that are open for athletic contests and other events are for the use of individuals parking for those events, as well as those contracted to park in the lot.

Fees & Refunds

For current parking fees please refer to the Rice Parking Rates & Information.

Parking refunds will only be given for unused future semesters, not the current semester. Permits are non-transferrable.

Visitor Parking

Visit Rice Parking to learn about Visitor Parking.

Program Permits

Alumni may purchase access cards allowing them access to all visitor lots after 5 PM on weekdays and any time on weekends. The card may be purchased in the Alumni Office.

College Associates (who are not current Rice Students, Faculty or Staff) may register for parking that is equivalent to commuting student access.

Vendors and contractors should discuss parking arrangements with their Rice contact (the Rice person who hired them) to see what lot they will need to park in and, if authorized, how to get a hang tag from the Parking Registration Office.

Waitlist

If a lot is not currently available to purchase a permit, then visit the parking waitlist to add your name to the list.

Visitor Citations

Visitors who violate parking regulations and/or park anywhere other than designated visitor lots are subject to having their vehicle ticketed, booted or towed. Individuals, who park at Rice for non-Rice reasons, may be ticketed or towed without further notice. Citations must be paid at the Rice University Cashier’s Office or appealed through the Rice University Police Department.

Rice Policies

• Alcohol
• Gifts

Inventory

The following, but not limited to: tables, chairs, linens, cutlery, and electronics are available for reservation through the Events Office; however, they may only be reserved for Rice Engineering events. Persons in charge of non-engineering events must make provisions for rental tables, linens, and chairs. These rentals must be removed immediately after the event.

The SoE owns rectangular tables that are kept in Martel Kitchen; these are always on a first-come-first serve basis — no reservation needed and cannot be removed from the premises. There is a code for the kitchen access, but the code is only for faculty and staff use. If you are not from Rice Engineering, your sponsor can open the doors for you, or you may place a work request with Facilities Engineering and Planning.

Engineering departments may request supplies and equipment by contacting the events coordinator and submitting the following forms:

• Equipment Loan Request Form (Only for School of Engineering)
• Engineering Event Assistance Request Form
• Public Assembly Check List

Note: Not all requests can be accommodated. You will receive a confirmation email if your request is approved.

Disclaimer

The information contained on this page is for general information purpose only. While we endeavor to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website for any purpose.