GET A ROOM! A torrid story of how a reservation goes through the system at Perelman Quadrangle

Houston Hall

Irvine Auditorium

Claudia Cohen Hall

Iron Gate Theater

Classroom Space

What we do Reserve rooms for meetings and special events Types: o Meetings o Receptions o Shows o Concerts o Corporate Events o Bar/Bat Mitzvahs o Weddings o Graduations o Social Events We Serve: o Students o Faculty o Staff o Departments o External Clientele o Nonprofits 10,000+ events per year

How far in advance can I reserve? Dates to remember: o March 15 th o October 15 th Summer o Wide open!

Reservation Process Submitting a Request Availability Search and Web Reservation Form The search option is not an application, you may skip this step if you wish Reservation Received by Scheduling Coordinator Walk-in Reservation Form Suite 307 Houston Hall

Scheduling Constraints  Priorities:  High Holy Days  Music Department  PAC Groups  SPEC Connaissance  SPEC Concerts  Traditional University Events  Classrooms Not Yet Released:  First week of classes  Reading Days  Exams  Summer  Weekends  Proper Use of Room:  Dance Classes  Performing Arts  Tae Kwon Do  Serving Food (Classrooms)  Irvine Surrounding Rooms  Adjacent Rooms effected by sound

Another consideration A new University issued mandate now requires rooms to be set at 78 degrees in the summer

Is there anything left?

Congratulations! A great room is available for your event!

Confirmation Sent by Scheduling Coordinator

Reservation is reviewed and prioritized by the Manager of Events All events taking place this month are assigned an Event Coordinator

KellySaigeClaireLauraColleen Our Event Coordinators Your Event Coordinator is here to help you plan and organize your upcoming event in our facilities. In the weeks prior to your event, you will hear from your coordinator, who will be ready to go over every last detail with you … But what information does she need?

What Your Event Coordinator Needs to Know What is the nature of this event? Has anything changed since you first made your reservation? Please confirm your access times and event times What is your preferred set-up for this room? Will this event be catered? Do you wish to serve alcohol? What are your AV needs? Do you have a speaker or high-profile individuals attending? Will this event need extra security? Do you need any special amenities? What is your method of payment?

What to expect from your Event Coordinator Consistent attentiveness to your questions and needs A guided tour of the facilities you plan to utilize Detailed diagrams as needed An estimate sent to your after your needs have been itemized in our system

What to expect on the day of your event RayMaggieAndrewChris Direct contact with the Building Manager on duty

Streamlining the Process Be prepared to provide all the necessary information on your initial application, as well as to your Event Coordinator Keep your Event Coordinator aware of any changes that take place – No detail is too small! On the day of your event(s), make sure that someone present has knowledge of the planning process

Horror Show Jane makes the reservation John secures all the details with the Event Coordinator Mary appears on the day-of the event with a different vision of how the event is to proceed.

Event Sales Veronica Alyssa External Events: Corporate Events Nonprofit Events Community Organizations Graduations Church Groups Weddings Bar/Bat Mitzvahs Receptions Social Events

Your One Stop Shop! In house: o Tables in an array of shapes and sizes o Stackable Chairs o Linens o Audio Visual o Staging o Easels o Coat Racks o Risers o Security o Etc Vendors: o Flowers o Catering o Specialized Amenities Furniture Poster Sessions Linens Pipe and Drape o Photography o Lecturers

If we don’t have room… The Penn Museum Annenberg ICA Athletics LGBT Center Library

Any Questions?