GENERAL USE

CONFERENCE ROOM MAPS

HOW DO I RESERVE A CONFERENCE ROOM AT CIC?

You may reserve a conference room for immediate use by making a “local reservation” using the iPad in front of an available room. To make reservations in advance, use our booking website, Roomzilla available on www.cic.us/rooms to reserve a block of time. You may be prompted for a password upon your first visit. The password is “innovatefixworld” and the username is your last name. Please also fill out the purpose field with as much information as possible. This enables us to direct guests to the appropriate room. For example, the room might display the following: "Company Name / Host Name / Presentation X".

A couple of notes on using the system:

  • CIC's room reservation system is accessible from anywhere within a CIC site.  

  • Please check in to your meeting when you arrive at the room by pressing the “check in” button on the Roomzilla iPad outside the room. If you fail to check in, an email reminder will be sent to you 15 minutes after the meeting start time.

  • If you finish using the room early, please press "End" on the screen to free up the room.

  • The system will remind you of your meeting one hour beforehand.

  • Please cancel a reservation if you are not able to make it.

  • When making a local reservation, if the room is occupied by someone who has not made a reservation, you may knock lightly on the door and alert them that you have made a reservation.

Our conference rooms are an important shared resource at CIC. We ask that clients be courteous to other members of the community by minimizing overlapping bookings and using conference rooms for fewer than four hours at a time. 

If you find yourself using conference rooms extensively or requiring multiple all-day reservations (four hours or more), please speak to the CIC team on your floor or to your Relationship Manager about conference room options.

Important Note: Abandoned reservations may be deleted by CIC team members.

 

WHAT IS EXPECTED FROM CLIENTS WITH REGARD TO KEEPING CONFERENCE ROOMS CLEAN?

Conference rooms are a very important shared resource for the CIC community. Our conference rooms will be able to serve everyone's needs if everyone takes care to leave them in good condition for the next client's meeting.

 Out of courtesy to others, please keep in mind the following points:

  • After your meeting is finished, please erase whiteboards and replace all chairs, tables, and whiteboard markers.

  • Upon departure, make sure to take all of your belongings.

  • Please dispose of any trash and be sure not to leave food items in the conference room.

 

WHAT IF I NEED EXTRA CHAIRS IN THE CONFERENCE ROOM FOR MY MEETING?

If you need extra chairs for your meeting in any of the conference rooms, please alert a CIC staff member in advance (if possible the business day before your meeting) and we'll be happy to provide them. Please do not take chairs from any other conference room or office. This depletes resources for other clients.

 

WHAT IF I DON'T CHECK INTO MY RESERVATION, OR FIND A RESERVATION THAT IS NOT CHECKED INTO AND UNOCCUPIED?

If you reserve a room and do not end up needing it, please cancel your reservation as soon as possible! Conference rooms are a shared and valuable resource at CIC, and are in high demand.

If you do not check into the room within 30 minutes of the start of your reservation, CIC may cancel your reservation. For reservations longer than an hour, we will make a reasonable attempt to contact you first.

If you would like to use a room that has been reserved but is clearly not in use, check the start time. If at least 30 minutes have passed since the start of the reservation, you may contact concierge or your community team. In many cases, you may be able to take over the room.

If you would like to briefly use a conference room that is reserved but unoccupied, you may use the space temporarily as a guest -- with the understanding that you will vacate the conference room immediately upon the reserving party's arrival. In this case, please do not delete the existing reservation. If the reservation holder never shows up, feel free to mention this to CIC staff, who may politely remind the other party about keeping reservations up to date. 

If you know the reservation holder well enough to address them personally, feel free to contact them directly (and politely!) to determine next steps.

 

CAN JUST ONE PERSON USE A CONFERENCE ROOM?

We ask that people not use conference rooms solo, in order to keep this shared resource available for everyone across the center. Conference rooms are for meetings with two people or more (i.e., a one-person phone call does not constitute a meeting), whereas phone booths may be used solo for private calls.  

CIC has a substantially higher conference room-to-office ratio than traditional office suite companies. However, we would not be able to keep up with demand if we permitted single-person use.

There are a few exceptions (please use respectfully!):

1. If you have accessibility needs which make the phone booths an inviable option for private calls, please feel free to use the conference rooms or reach out to our team.

2. Off-peak hours (before 9am/after 5pm, or on Saturday/Sunday) are acceptable times for single-person use.

If you need alternate short term workspace to get away from your usual desk, feel free to utilize any of our kitchens (all floors), soft seating areas (11th, 12th, 14th, 17th, or 18th Floors), or one of our “data motels” (11th and 14th floors).

If you need a dedicated office space for a day-long reservation, check out our AirCIC offering. This day-by-day internal office sharing program allows clients to list their own office space on a reservation system found here.

 

CAN I MAKE LONG RESERVATIONS?

We consider "normal office use" to include long meetings occasionally. If you need to book longer meetings over a couple of days please check in with your RM or community team to discuss alternative spaces for such use.  

 

CAN MY COMPANY MAKE MULTIPLE RESERVATIONS AT ONCE?

While we understand that companies are made up of different roles and employees are often working on separate projects, we ask that you keep overlapping room reservations to a minimum. CIC offers a high ratio of conference rooms to work space, but one company with multiple reservations quickly overwhelms this balance.

 

CAN I USE CONFERENCE ROOMS IN CIC CAMBRIDGE?

Yes! Not only can you use both CIC locations in Kendall Square, but you also have access to all CIC locations, including the Newton Innovation Center, CIC St. Louis, CIC Miami, and CIC Rotterdam. To book a room, go to cic.us/rooms. If you have any questions about the facilities, feel free to reach out to your community team.

 

IS THERE VIDEO CONFERENCING TECHNOLOGY IN THE BUILDING?

Yes! The conference rooms Moosilauke (11th floor), Edison (16th floor) and Tolstoy (18th floor) are equipped with video conferencing systems. There are instructions in both rooms on how to use these systems. Feel free to reach out to your community team for assistance.

Phone Booths

IS THERE A PLACE WHERE I CAN MAKE A PRIVATE PHONE CALL?

Yes! There are phone booths on every floor available for community use. Phone booths can be reserved at http://50milkphonebooths.roomzilla.net/

Please keep in mind that CIC does not permit the use of conference rooms as an 'expansion' of your office for the purpose of making phone calls (unless accessibility needs prevent a client from being able to use the phone booths).

To make an international call, dial 011 [country code] [International Number].