Please follow the instructions below to reserve a room for meetings, research, or other events for the Center for Healthy Minds at the Kennedy Building.

Rooms can be reserved by anyone in the CHMI Community through YAROOMS, an online scheduling tool.

Once you are a user, you can view room options and availability and make reservations. See below for how to create an account, booking instructions, tips, and more information.

Getting set up:

To register as a user for YAROOMS, email Brendon to request an account bjpanke@wisc.edu

1. You will receive an email to complete your account set-up.
2. The first time you log-in, you'll be asked to agree to Terms & Conditions...you can say Yes.
3. Now you can log-in anytime to make reservations! Save/remember the link to the log-in page: https://center-for-healthy-minds.yarooms.com OR one of the short links: http://go.wisc.edu/chmreservations http://go.wisc.edu/kennedyreservations

Booking instructions:

To make a room reservation in the Kennedy building, log-in to the Yarooms CHM page: https://center-for-healthy-minds.yarooms.com

1. The main page will show a calendar with the meeting rooms listed vertically at left and the dates listed horizontally across the top. Notice you can change your calendar view between Daily, Weekly, or Monthly under "Schedule" in menu at left.
2. You can scroll down to view all room options and capacity, and click on the icon in the lower right hand corner of each room listing to view a snapshot of the room's location on the Kennedy map.
3. To book a room, 2 ways:
   1. QUICK BOOK: Hover over the desired room and time slot, click "+"
   2. SEARCH FOR ROOM: Click on "Search room" under "Schedule" in menu at left, enter your meeting needs into search parameters
4. Enter your event info:

QUICK BOOK: A window, like the one pictured below, will open. Use this or click "Advanced" at lower right to open full screen with more options (e.g. Recurring events)

• Book Type: Choose from Meeting, Event, or Research.
• Book Title: A short, descriptive name
• Date, Start/End Time: Choose!
• Room: Choose!
• Description: **Enter your name here**--or the person in charge of booking this room--plus any additional info.
• --> Click "+ Book" to SAVE
  
  

FULL SCREEN: from "Search for room" or "Advanced" view (pictured below).

• Same as above...plus:
• Book resources: No need to enter anything, this just shows AV or other functional features of the room.
• Invite People: Please invite people to events via Google Calendar! (more on Gcal integration below) You're welcome to use Yarooms, too, but only in addition to Gcal.
• Add Recurrence + (very bottom of screen, on left): Here you can enter number of times you'd like the event to repeat, when, etc.
• --> Click SAVE

FULL SCREEN BOOKING

 Tablets:

We configured cheap Fire tablets with the Yarooms "roomreservation" app.

You can reserve rooms right at the tablet, or see future reservations for that room on it.

They are powered over ethernet with a goofy dongle, but network access is over wifi, so they need to be re-connected to UWNet every 6 months. Not optimal, but every 6 months someone needs to go around and poke each of them.

Rooms available for reservation:

This information is also included in Yarooms scheduling tool. Please refer to the maps in the Building Maps section of the linked page for locations within Kennedy.

All conference rooms have:

1. a jack activated for phone use,
2. a wall-mounted screen with HDMI hook-up, including standard adators (USB/DP/VGA)
3. a whiteboard

Phones and AV accessories available for check out through CHM Library.

Parking at Kennedy:

Guiding Principles for Kennedy Parking Lot Use

1. Gratitude: CHM is lucky to have parking to offer to our community. It’s a gift to us.
2. Prioritize “Business Use” (see below for definition): Parking should primarily be used to advance Center research and make the Center work more efficiently. Use of the lot is prioritized for research participants, visiting speakers, donors, collaborators, and meeting attendees.
3. Don’t Waste It: We want our parking lot to be used as much as possible, rather than sit empty. This is why we’re offering limited personal use for stalls that aren’t needed for business purposes.
4. Share it Equally: Parking should be shared equally among our community members. We don’t weigh individual factors such as parental status, commute distance, or seniority. Also, parking isn’t part of a reward compensation system for employees because we don’t have enough stalls to be able to reward all who deserve it.
5. Be Environmentally Friendly: We encourage environmentally friendly commuting. See this wiki page for bus and biking information.

Business Use vs. Personal Use

Kennedy has two accessible stalls, including one van-accessible stall. These stalls are reserved for those needing accessible parking for any reason; the personal use restrictions do not apply. These spots are not reservable in Yarooms.  

Business use

Business use applies to individuals parking at Kennedy for the purpose of advancing the Center’s work. Business use parking is prioritized over all other uses - be sure to reserve your stall in Yarooms, or it risks being taken for Personal use. Designate your reservation as “Business Use”.

Examples of Business use:

• Research participants: Those actively being studied and other individuals needed to conduct the study (e.g., TSST judges, phlebotomists).
• Visitors: Anyone visiting the building for any Center-related purpose. This includes donors, research participants, collaborators, and meeting attendees.
• Community members with Kennedy desk assignments who have Center-related business conducted offsite: In other words, those who need to travel between Kennedy and another location. e.g. an off-site donor meeting, or need to travel to Keystone for an NCCAM meeting, etc. This does not apply to telecommuting work locations.

Personal use

Personal use applies to CHM & HMI employees parking at Kennedy for any reason that is not business use. The parking lot may be used for personal uses to the extent that stalls are available in Yarooms. However, we cannot guarantee parking for personal use on an ongoing or regular basis. Use Yarooms website or app to check for availability before you park in the lot.

To allow equal access to personal use of the parking lot, limit your internal use to a maximum of two times per week and do not depend on this regularly. Two-hour street parking is available close to Kennedy, so we ask that you only park in the lot if you need it for more than two hours. Information about alternative parking locations is located here.

Following our guiding principles and prioritizing use for business needs, you may be asked to cancel your parking reservation or move your car if there is a business need and the lot is full.

Examples of personal use:

• Commuting to work/between telecommuting locations
• Clinical appointments

How to Reserve Parking

Parking reservations are made through YAROOMS, the same scheduling tool used by CHM community to book meeting room space in Kennedy. If you have a user account for reserving meeting room spaces, this is the same log-in you'll use for reserving parking.

• Booking a Parking Spot for Business Use

  Please reserve spots as early in advance as possible and cancel reservations if your arrangements change. If last minute changes occur or visitors bring vehicle unexpectedly, just be sure to check the calendar to make sure there is space.

  1. Log in to Yarooms http://go.wisc.edu/chmreservations
  2. In the section highlight at right, select "Parking Lot 625 W Washington"
  3. You'll see Parking Stalls listed vertically at left, and dates listed horizontally across top (you can switch your display to Daily or Monthly under "Schedule" in right-hand menu). Note that the Parking Stall letters (A, B, C...) do not matter--we do not have labeled parking, this is just to ensure accurate space allocation.
  4. Hover over any stall on the desired reservation date, and click on the "+" that appears.
     
     
• A Quick Book window will pop up (shown below). Important: ***YOU MUST ENTER ALL INFO AS INDICATED BELOW***
  • Booking Type: Choose "Business Use Parking"
  • Booking Title: Enter YOUR name here
  • Room: Choose ANY stall available (again, the letters are arbitrary)
  • Time: Choose 7am-6pm for full day. If you are certain your visitor will parking for a shorter time frame, select accordingly.
  • Description: 1) Name of visitor. If that's you, enter your parking permit # here, too. 2) Brief description of reason for visit.
    
    

6. Click "+ Book" ....Your reservation has been submitted! It is now PENDING until approved by Administrator (Stephani as of Jan. 2017). Stephani will review these submissions regularly, and notification emails are sent through YArooms to confirm reservations.
7. For visitors: Hang-tags are available. These can be retrieved by visitor once they arrive or picked up early.
8. For staff: Parking permit decals must be shown in an easily visible location. Windshield or rear windows work fine!

Booking a Parking Spot for Personal Use

Follow 1-4 above.

5. A Quick Book window will pop up (shown below).

• Booking Type: Choose "Personal Use Parking"
• Booking Title: Enter YOUR name and Parking Permit # here
• Room: Choose ANY stall available
• Time: Choose 7am-6pm for full day. If you are certain you will be parking for a shorter time frame, select accordingly.
• Description: Unnecessary, as all Personal Parking is considered equal.

PAID PERMIT PARKING

Delta: To request information about paid permit parking through Delta properties, email Judy (judy@delta-properties.com).

U-Haul: call (608) 256-3743 for availability.

Madison Property Management: manages apartments nearby and often rents out parking spaces. Information and availability can be found on their website.

Lot 94: the closest UW parking lot. Apply for a parking permit through this link.

PAID DAILY PARKING

Overture Center Garage: entrances at 300 W. Dayton and 300 W. Mifflin St, about a 9 minute walk from Kennedy. Parking costs $1/hour, as of 1/17/2020.

STREET PARKING

Click here for a map of free street parking in Madison, including many spots near the Kennedy building.

Other Commuter Options

You can find a number of other options for commuting in Madison on the UW Transportation Services webpage in the Commuter Solutions section. Options include route planning assistance, Park and Rides, carpools, vanpools, bus passes, biking, and Emergency Ride Home Program.