Event Services

From CSS Wiki

Event Services is responsible for scheduling special events in Kane, Mary Gates, and Johnson Halls. Many of these events include but are not limited to: guest lectures, meetings, conferences, concerts, receptions, weddings, dinners, and trade/career fairs.

1 Staffing
2 Spaces We Reserve
3 Reservations Systems
4 Working With the Reservations Database
5 Rental Rates
6 Forms
7 Equipment
8 Reservation Process
- 8.1 Reservation Process In-depth

Staffing

Linda Kemnitzer, Assistant Director for Classroom Support Services
Ryan Hursh, Program Supervisor
David Nutting, Program Coordinator
Max Nash, Program Assistant
Help Desk Analysts

Spaces We Reserve

Event Services is responsible for reserving Kane, Mary Gates, and Johnson Halls for special events when they are not in use for regularly scheduled classes. The following is a quick breakdown of the facilities of each building.

	Kane	Mary Gates	Johnson
Auditoriums	Yes	Yes	Yes
Classrooms	No	Yes	Yes
Multi-purpose Space	Yes	Yes	No
Meeting Rooms	Yes	Yes	No

Reservations Systems

We have two reservations systems, the Reservations Database and R25. The database is our in-house system created by CSSITG to gather event information, request equipment, request Event Assistants, and bill the event. The in-house system only reflects the events in our buildings: Kane, Mary Gates, and Johnson Halls.

R25 is the campus wide scheduling system. This system is used by all of campus to schedule classes in rooms. This is our reference for the class schedule we must work our special events around. All of our reservations are entered in both systems.

Working With the Reservations Database

Room Availability: Check to see if the appropriate room for the size and type of program occurring is available on the date requested. Reference the rooms and capacities in your notebook. Also make sure you differentiate between the room open time and the time the event starts. To find availability, go to the "View Bookings Table" and enter the date span or month. Next sort by building and room, cancelled and past reservations are automatically eliminated as long as the boxes specific for these categories have been check-marked in the database.

Checking for Availability: Events cannot be scheduled too close together. A turnaround time of 1 to 2 hours (depending on the event) is necessary between the first event and the open room time for the next event. In the Walker-Ames room try to leave at least two hours. This room often requires extensive and complicated setups. Exceptions can be made when we know the set up for both events. Please check with the Manager before scheduling events that are close together.

Working Around Classes: If a customer requests space in Kane 110, 120,130, 210, 220, and 234 Monday-Friday, 8:00AM-5:00PM during Fall, Winter, or Spring quarter, check in R25 to be sure no classes conflict. We can make reservations in Kane Hall starting 2 weeks into the quarter. We have the Kane Hall rooms after 5:00PM.

If a client requests a room that is during a time where classes can still be placed (almost always before the start of that quarter), then we can place a tentative hold on the space. In the booking tab, make sure to type "pending class schedule" where we would generally put an expiration date. The client will be notified if the space is still available after the class schedule has been finalized.

If the customer schedules a weeknight evening event, but would like to have access to the room before 5:00PM for set up, you must still first check R25 to verify that there is nothing else scheduled in the room. Your trainer will explain how to use R25 later in your training.

You may also get requests for Room 19, 23B, or 23D a preview/conference rooms in the basement of Kane Hall. Double check all reservations with the Media Collections office, they oversee these rooms.

Working Around Organ Classes: Most Thursday mornings the School of Music holds an Organ Class in the Walker-Ames Room. These reservations are usually put into the computer a year ahead of time and only occur during the regular quarter (finals week or interims not included).

Rental Rates

Rental Fees & Services

Room Rate and Fee Category Flowchart

Forms

There are numerous forms that our office uses, but with no time at all, you will completely understand when to send what forms. Read and familiarize yourself with the forms in this section because you will be referencing them frequently. Copies of these forms can be located in the bottom drawer of the file cabinets next to each computer.

These forms have been arranged in order starting with the ones that are most commonly distributed to clients. The forms closer to the back are for less common events. This section will review the following forms in this order:

Reservation Confirmation Letters: These are sent out to every client for each event that they schedule with our office. All letters (except the Graduation letter) require a signature and need to be submitted back to our office 2 weeks after they have been sent. The purpose of the confirmation letter is to inform the client of our cancellation policies as well as to verify event details.

Reservation Confirmations: are sent via mail to all clients. The customer must sign the contract and return it in either a 1 week or 2 week time period.
Graduation: If a graduation event is requested during finals week we cannot confirm it until we get the finals schedule. This letter explains this to our customer and does not require the signature of the building manager.

Reservation Datasheet: A datasheet is sent out with every reservation and gives the client an itemized estimate of room, labor, and equipment charges. This form will also show clients the time breakdown (operator arrival time, client arrival time, event start time etc.) that we currently have recorded in our database for their event.

Room Diagram: Lobby and room diagrams are given to clients so that they can familiarize themselves with the dimensions of the space. If they will be needing tables, chairs and other such set ups, a completed diagram specifying their needs is necessary in order for our office to arrange for such accommodations. The completed diagram is needs to be submitted to our office a minimum of three weeks prior to an event and this is because certain arrangements require multiple operators and or additional set up time.

Application to Apply for a Banquet Permit: See: http://www.css.washington.edu/wiki/Banquet_Permit

Application for Temporary Food Service: Food service that is not provided by Bay Laurel Catering (formerly UW Catering) requires a Temporary Food Service Permit. See: http://www.css.washington.edu/w/images/4/4e/Food_Permit.pdf This form must be completed and faxed to Environmental Health and Safety (206-616-3360) at least two weeks prior to the event.

Campus Facilities: This is a list of campus facilities that we commonly refer clients to in situations where we are not able to host their event in one of our facilities.

Concert Equipment Request Form: Insert description here...

Equipment Request Form: An Equipment Request form is sent with every confirmation packet. It contains a list of some of our most commonly rented equipment, as well as space to specify time breakdown, table/chair needs, and food/alcohol service. We also accept an Event Summary from this form which a client can write to be posted on our online event calendar. This form is not only a way for clients to make any requests of us, but also helps us to ensure that our database accurately reflects the needs of a particular event.

Event Planner Parking Guide: Insert description here...

Guidelines for Event Catering: This form itemizes procedures involved with catering events. It is a step by step guide for getting a caterer, getting access to the building, garbage and recycling needs, preparation and some other basics for catering.

Guidelines for Serving Alcoholic Beverages: This form only needs to be sent if the client is planning on serving alcohol at their event. There are instructions attached on what to do with this form. They will need to have it signed by a liquor store and it is required to be posted at their event.

Guidelines for Using Candles: A form for clients if they ask about using candles.

Pre-Conference Checklist: For clients who are having multiple day events or who are having multiple rooms rented for one day.

Rental Policies: Kane Hall: Insert description here...

Rental Policies: Mary Gates Hall: Insert description here...

Rental Policies: Johnson Hall: Insert description here...

Visitor Parking Guide: Insert description here...

Equipment

Requesting Audio/Visual Equipment

You need a general knowledge of the equipment that Media Services uses in order to make reservations. You will gain more equipment knowledge once you begin to make reservations. While on the phone, collect as much information as possible from the client when the initial reservation is made as this saves phone calls in the future.

Equipment Codes

Below is a list of equipment codes used by Media Services. Over time, as you work with the Reservations Database, you will become more familiar with this list. Please note that this is not a complete list and only contains the codes that are most frequently used by the Event Services office.

Public Address (PA) Systems

Basic equipment requests often include just a podium with gooseneck microphone, however, many events may have more extensive equipment needs than just a microphone. When ordering additional microphones, please consider the following:

Podium gooseneck microphone: Order MIC, type "Podium gooseneck" for description
Additional microphones: Order MICs individually, type description
Wireless handheld: Order WMICH, type description
Wireless lavalier: Order WMICL, type description

Note: When ordering additional microphones, please remember to also order Tablestands (TS) and/or Floorstands (FS). Also, each room has a maximum number of microphones and wireless microphones that can operate in the room.

Frequently Requested Equipment

Video/Data projector: Order P, type description
Desktop or Laptop computers: Order DC or LC, type description
Overhead projector: Order HISO, type description
VCR, DVD or Combo player: Order VCR, DVD or DVDV, type description
Laser pointer or PowerPoint remote: Order EP or PPR, type description
Mixer: Order PAM (Required with 2 or more microphones in a room), type description

Audio Recording

Cassette recorder/player: Order RT, type description
Audio tapes: Order C60/90 (60 or 90 minute), type description

Video Recording and Overflow Events

Camera: Order CR or CRD, type description
Video tapes: Order T-120
DVD: Order DVD+R (120 minutes or 90 minutes high quality), If the event is 2 hours or more, order additional DVD+R. Instruct the operator to give the tape to the client on site. We are not set up to duplicate or make additional copies. We should refer these requests to video duplicating companies, check our references.Now that we can do DVD recording, always recommend it over VHS. VHS must be recorded on a digital video tape then copied to VHS, a more timely, expensive option.

UWTV

Video Conferencing

Refer requests for Video links, Down links, and Satellite to: Video Conferencing (videoconferencing@cac.washington.edu). If a client wants any of the above refer them to UWTV at the e-mail above. Hold the room the request in the meantime. UWTV will let us know if they are available to work the show. Make the client aware they may incur an Engineer Labor Fee (see rate sheets for price). In general, allow UWTV a half hour to set up for the above events.

Reservation Process

Reservation Process In-depth

Enter the Reservations Database
At the Main Switchboard enter the event by double clicking on the “Enter New Event” button. You are now in a new event form.

Event Title

Next, enter the in the field that says “Event”.
Ask how to spell event.

DETAILS TAB

Enter Customer Information

Start at the "Details" tab.
Enter customer name in “Customer” field.

New Customers bring up a message “This customer is not in the database. add?” select “Yes”. Enter their information with correct spelling. Enter their address, phone number, e-mail, organization.

For Returning Customers no icon will appear. Please verify their contact information by double clicking on their name.
The person representing the paying group is the “Customer.” Additional contacts are referred to as the “Contact.”
TheOn-site Contact can be found under the details tab. Collect the name of the person that will be the on-site coordinator, collect a cell phone number if possible.
Sometimes Student Groups or campus departments co-sponsor events with office campus groups. In this case, enter the group that is paying for the event as the “Customer”. The off campus group is the “Contact”. Go to Type and select “Student Group.”
Our office cannot recommend that off campus clients get in touch with departments to pay for their events.

Payment

Select the payment option, B# Budget Number, P/P Prepay, A/R Accounts Receivable, N/C No charge.
For On-campus organizations with a University Budget Number, ask for the number and the title of the budget that will be used for this event. Enter these into the corresponding fields.
On-campus organizations without a budget number, i.e. a registered student group, are required to Prepay for the total estimated amount of the event. Tell customer Prepay is due one month out.
Pre-pay also applies to events that are not association with the university nor will be financially sponsored by a University organization.
If the customer is from an off-campus organization, however it is the city or state they may be Accounts Receivable. i.e.: Seattle Police/Fire Departments
Select No Charge if the event is directly tied to a credit generating class.

URL & Description

The information entered in these fields will appear on our website calendar.
The description area can be used to explain the speaker, ticket purchasing, or other.

BOOKINGS TAB

Enter Booking

Enter the Room, Date, Start Time, End Time, and Status. There is one line for each reservation. Multiple reservations can be placed in the same booking tab.
Select the Room from the drop down box. Do not type in the room, any error in the spelling could lead to a double booking.
Enter the date. Double click in the date field to see a calendar. You can select a date this way if you like.
Enter the Start Time. Be sure to enter AM or PM. The start time is the event start time with no set up or teardown included.
Enter the End Time. Be sure to enter AM or PM. The end time is the event end time and does not include any teardown time.

Event Status

The event status is the next field. There are 9 options: Appointment, Tentative, Confirmed, Finalized, Returned, Cancelled, Bill Pending, Billed, and Bill Updated.
You will only work with Appointment, Tentative, Confirmed, Finalized, and Cancelled.

Tentative Reservations

They can be held for a maximum of 2 weeks.
There is a tentative check which is reviewed on a regular basis by an office assistant who contacts clients by the deadline.
If another group is interested in the room(s). Call the customer with the room on hold. They will need to make a decision whether to take the space or release it.
At the end of the two weeks, a client can either confirm or cancel their hold.
There are no charges associated with tentative holds.
In order to confirm a tentative hold, run through the steps on the Reservation Checklist.
Indicate the deadline date in “Event Notes."

Confirmed Reservations

When a reservation is confirmed, the customer is ready to sign the reservations contract.

Viewed vs. Hidden

Indicate if the events need to be hidden by marking (or unmarking) the box to the right of the event status field. Hidden means the event does not appear on the event schedule. Events that should be marked "Hidden" include setups, equipment tests, or client request.

MULTI-BOOK Form

When you need to make a large set up reservations this form is helpful. Select the "Multi-book" button at the bottom of the event form.

EVENT NOTES TAB

Keep a record of all conversations and emails with the client in the event notes section. Notes are automatically dated and initialled. Start a new comment in a blank field. This makes the job share environment much easier and keeps us all updated on the progress of an event.
Enter the R25 Reference Number in this area. To learn how to enter events into R25, please see the R25 instructions page.
Enter notes on room changes, cancellations, e-mail requests for paperwork for example.

CHECKLIST TAB

In this tab we keep track of the paperwork sent to the customer, its due date, and the date it was returned. Also, if the event is a prepay event, enter the prepay amount here.
Select the tabs at the top of the tab that apply, RUUF, Diagram, Contract, Food, Alcohol, Request Form.
The contract is due 2 weeks from the date it is sent.

COMPLETING THE RESERVATION

Enter Time Details

Enter the specific event by "double clicking" the in the "bookings field" under the "bookings tab."
You will complete most fields in this section.
Based on the groups set up needs determine the operator start time. As the client their arrival time and the time they would like the room open, complete the corresponding fields.

UWTV, TVW, KUOW

Ask if any of the above groups will attend the event.
If UWTV is doing the equipment contact them and determine what CSS equipment they will use.
If TVW or KUOW will attend order a PAM for a mic feed.

Find the Event Rate

Match the rental rate to the type of event and customer. You can reference the rating process in further detail in the “Rates” section.

Rating codes include rates 1, 2, or 3 and categories ID, UA, OC, N/C.

The number refers to who is attending the event.

Only on campus people are attending the event (1)
Some off campus people will be attending an event sponsored by campus contact or the event is open to the public (2).
Anyone attends this event sponsored by an off campus group (3).

The category refers to who pays for the event.

ID: Instructional Discount, only used with the 1 rate.
UA: University Activity combined with 1 or 2 rates.
OC: Standard Rate (off-campus), only used with 3 rate.

normal_Event%20Form-time%2Crate%2C%20uwtv.jpg .

Estimates The 3 part cost including; Room, Labor, and Equipment. Refer to your notebook for the rate sheets. Cover the rates with all customers before confirming their request.

There is a 4 hour minimum for the room for rates 2 and 3. The attendant is billed by the quarter of an hour, but there is a one hour minimum charge per person.
The event is charged for Set up and tear down time of a room even if the room is not in use by the client because we can not rent out the room to another group for that time. The additional time is required in order to adequately prepare for the event.
The maximum daily room rental is 12 hrs, including 24 hour holds.

normal_Event%20Form-estimate%7E0.jpg

Cancellation Policy:

0-21 Days Prior to Event: All room Fees Payable, 1 hour for Each Operator Assigned and $25 Paperwork Fee
22-30 Days Prior to Event: 50% of Room Fees Payable and $25 Paperwork Fee
31-60 Days Prior to Event: 25% of Room Fees Payable and $25 Paperwork Fee
61+ Days Prior to Event: $25 Paperwork Fee

The service/paperwork fee covers work done by our office. Always make sure to inform a client of this fee when confirming a reservation.
Tell the customer if there are additional charges. The Institutional Overhead Charge [IOC], which is 15.6%, is applied to non-budget events. Tax exempt organizations must pay the I.O.C. because it is implemented by UW. There is also the 8.9 % state sales tax and tax exempt organizations can be excused from this charge. They must provide proof of their tax exempt status.

Labor

An operator (Op) is required for all Kane hall events. The Op is there to monitor the building and room, make sure that everything runs smoothly, and watching adherence to fire and building codes.

The following events require 2 Operators:

Concert or Performance
Numerous microphones and extensive equipment requests.
High security event when management recommends two operators.
When a counter is needed at the door (for events with expected large turnouts).
Numerous tables and chairs (most often in Walker-Ames or lobby). Two operators may only be needed for set up and teardown times.

Always consider who will Unlock/Lock the space. These are the options:

Event Operator
Event Office
Op from another Event
Office Staff

normal_Booking%20Tab-Print.jpg

Equipment

Reference your notebook for the equipment code and price sheet.
Equipment is due 3 weeks prior to the event. Encourage the customer to request equipment as early as possible so we can determine their labor needs and create a more accurate estimate.
Enter equipment in the corresponding tab: Installed, Mailroom, Will Call, Other Location.
Installed equipment is the equipment currently located in the room or in the operator booth. Refer to the list of Kane Installed Equipment. ****
Both Mailroom and Will Call equipment must be pulled from the Kane Hall Equipment Pool. Equipment is placed in the Mailroom during outside of office hours. These times include before 8am and after 5pm, Monday-Friday; weekends; and holidays. Equipment is placed in Will Call during office hours, or 8am-5pm, Monday-Friday.
Some Customer Equipment may be brought in. Equipment such as laptop, projectors, or CD players may be brought by customer. Be sure to mention this in the Booking Notes Section. Customers may not bring in their own microphones and hook up to the installed PA System. For performances, recommend the group bring in an independent sound system. Our sound system is made for lectures, not singing.
If the customer is using installed equipment without the assistance of an operator, please take note that they will be needing to check out a key to access the equipment cabinet in the room. If they are using the desktop computer they will need a valid login and password (all staff and faculty automatically have their standard UW NetIDs registered)

normal_Equipment%20Pull%20Down.jpg