HSERC FAQ’s on booking our Space

Q1: Does our booking include set-up assistance?
A1: No. All set-up is the responsibility of the Faculty/Organization utilizing the space unless you have indicated otherwise on your booking request form, or have communicated your requirements to the HSERC Event Assistant.

Q2: Can we view the Space before our event?
A2: Yes! In fact we recommend booking a walk through with the HSERC Event Assistant as soon as you receive your confirmation e-mail. This ensures that all set up requirements are addressed, traffic flow discussed, and Lab access confirmed for the day of your event.

Q3: Are there washrooms available within HSERC for our use?
A3: No. HSERC does not have public washrooms within the Lab, however there are washrooms outside the hallways on either end of the ‘exit’ doors within the space. These doors can be exited freely; but do not open from the other side. We recommend placing a member of your team inside the doors to allow access back into the lab (doors cannot be propped open due to security) or notify your group on traffic flow around and back through front doors.

Q4: Will we have a main contact person from HSERC to discuss our event?
A4: Yes! Our HSERC admin team will place a member as your ‘Team Lead’ for the event. This person will be listed as your contact on the confirmation e-mail. If you are uncertain who this may be, always default back to the HSERC Event Assistant who will be able to direct your questions to the appropriate HSERC person involved.

Q5: Can we use the meeting rooms or debrief rooms as break/lunch rooms?
A5: No. HSERC respectfully asks that you minimize the use of catering in these rooms due to the computer/technology that can be damaged due to spills etc. We offer the Seats of Innovation, Immersive Lab, Multipurpose Labs 1 & 2 or the ‘touchdown space’ within the Clinical Exam Center as options for catering your event.

Q6: Are specimens allowed within the Lab for our event?
A6: No. Although we consider ourselves a ‘Lab’ we are not equipped for proper handling of specimens. Our space is to be used strictly as a Simulation Lab.

Q7: Can we bring in Standardized Patients from another source?
A7: No. HSERC requires that only SP’s booked through our program be used. This is a risk management issue.

Q8: Do we need to bring linens, pillows, hand sanitizer etc. for use in the Lab?
A8: No. HSERC provides these basic supplies in order to provide space that is standardized for simulations.

Q9: Do we need to clean the space after we are finished with our event?
A9: Yes. HSERC asks that the space be returned to the way it was originally before your event. If catering has been ordered, we ask that you have them pick up supplies during office hours within 24 hours of your booking. Excessive garbage etc. can be placed at the larger collection units by the public washrooms. Service fees may apply if room is not in order upon departure.

Q10: Do we need to rent chairs/tables/equipment for our event?
A10: We have a limited supply of chairs and tables that are easily moved to accommodate your event. Equipment is available for use, this should be determined at the time of your booking or walk through to ensure all supplies required are not being utilized by another event within the space.

Q11: Will there be other Events happening at the time of our booking?
A11: Depending on the areas requested, there are times when more than one space within the Lab is being utilized on any given day. Consideration is given to your requirements and HSERC will not place events within the same area without your approval (please consult with HSERC Event Assistant).

Q12: If we come in the day before our event to set up, will there be a charge?
A12: Yes. HSERC will draft a quote reflective on when the space is being utilized from start to finish. We will be holding the requested rooms on the premise that no other parties can utilize your requested space until your event is complete.

Q13: We need a larger classroom or lecture hall for our meeting/training session. Do we book that through you?
A13: No. Larger classroom space, computer labs etc. are not booked through HSERC but can be booked online through the Registrar’s Office.

Q14: We will be bringing in large equipment for our event, is there a loading dock we can use?
A14: In order to access the loading dock, please contact 780-248-1446.