Transcript Document
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 o o o o o o o o Meetings Receptions Shows Concerts Corporate Events Bar/Bat Mitzvahs Weddings Graduations Social Events • We Serve: o o o o o o Students Faculty Staff Departments External Clientele Nonprofits • 10,000+ events per year How far in advance can I reserve? • Dates to remember: o March 15th o October 15th • Summer o Wide open! Reservation Process Submitting a Request Availability Search and Web Reservation Form Walk-in Reservation Form www.perelmanquad.com Suite 307 Houston Hall The search option is not an application, you may skip this step if you wish Reservation Received by Scheduling Coordinator 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 Our Event Coordinators Kelly Saige Claire Laura Colleen 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 is the nature of this event? Has anything changed since you first made your reservation? What is your method of payment? Please confirm your access times and event times Do you need any special amenities? What Your Event Coordinator Needs to Know What is your preferred set-up for this room? Will this event need extra security? Do you have a speaker or high-profile individuals attending? Will this event be catered? Do you wish to serve alcohol? What are your AV needs? 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 email after your needs have been itemized in our system What to expect on the day of your event Ray Maggie Andrew Chris • 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 External Events: • Corporate Events • Nonprofit Events • Community Organizations • Graduations Alyssa • • • • • 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?