The Sheila and Eric Samson Pavilion and the Dental Clinic are primarily intended for use by the academic programs housed there: the School of Medicine (including Cleveland Clinic Lerner College of Medicine), Frances Payne Bolton School of Nursing and School of Dental Medicine.

Academic activities associated with the programs, such as classes and labs, are given first priority in space allocation. Non-academic events affiliated with academic programs, such as study sessions, meetings and symposiums, are given priority after academic activities.

Faculty Reservation Of Classrooms

Space allocation for regularly scheduled classes go through each school’s pre-defined process. Please contact your school’s administration team for more information.

By April 1, all academic requests for the upcoming academic year must be submitted for room assignment. Classroom space is typically allocated between April 2-30 each year.

On May 1 of each year, remaining open classroom space is listed in the CWRU EMS/Spartan Reservation System for other reservations for the academic year, including breakout rooms, class reschedules, extra time needed, examination times, team-based learning and other uses.

Appeals for space assignments may be made to the Director of HEC Operations.

Student Reservation Of Space

In an effort to ensure equitable use of space at HEC, we have established the following guidelines regarding student reservation of space.

Health Profession Students can:

• reserve rooms for a maximum of three hours per day
• reserve rooms up to two weeks in advance

Requests can be submitted via the room scheduling system, case.edu/reservations, and must be submitted by noon, two business days in advance. Login requires a CWRU network ID. Any requests that fall outside these guidelines can be emailed to hec-rooms@case.edu.

Space Requests For Groups Not Affiliated With HEC

Events and space requests for groups without Health Education Campus program affiliation will be considered, but only if space is not needed for HEC activities. All those who wish to request space must have an executive sponsor. The Case Western Reserve University Office of the Provost and the Cleveland Clinic’s chief academic officer will determine if it is necessary to elevate a non-resident request to the president of Case Western Reserve and the CEO of Cleveland Clinic, who hold ultimate approval for allocation of such event space.

Event space can be reserved in advance for groups with an executive sponsor who is a member of the leadership team from Case Western Reserve or Cleveland Clinic or an HEC school dean.

Complete the form needed to request space at HEC.

Tabling

Tabling by recognized student groups in good standing and University and Cleveland Clinic departments to promote events or raise awareness about important causes is permitted at Samson Pavilion. There is no tabling permitted at the Dental Clinic.

All tables must be reserved using the Spartan Reservation System or by emailing hec-rooms@case.edu prior to the date of the tabling event. See full policy for specific information on terms of use for tabling as well as table locations and additional instructions on how to submit a request.

View the full HEC tabling policy 

Fees, Catering, Security And AV Support

Have questions about fees to use space at HEC, catering, security, insurance requirements or other details about using space at HEC? Email jean@case.edu or call 216.368.5027.

Need AV equipment or tech support while you are using space at HEC? Email hecsupport@case.edu for help.