STATE AGENCY MEETING ROOMS ADMINISTRATIVE SERVICES … Agency Meeting Rooms.pdf · 8 Legislative...
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1 Legislative Policy and Research Office (01-08-2020) STATE AGENCY MEETING ROOMS ADMINISTRATIVE SERVICES (DAS) Address DAS East Building 1225 Ferry Street SE Salem, OR 97301 Scheduling Contact Name: Pedi McNeil Email: petra.mcn[email protected] Phone: 503-378-4092 Updated: 2-6-2020 Room Name/Number Seats Available Equipment and Reservation Information Cost E Bachelor Butte 8 Phone, Internet, Wi-Fi, whiteboard * None E Mt Steens 8 Phone, internet, Wi-Fi, whiteboard * None E Mt. Jefferson 15 Phone, Internet, Wi-Fi, computer, TV monitor * None E Mt. Mazama 26-60 Phone, smartboard (computer/projector) Internet, Wi- Fi, tables or conference style * None E Mt. Neahkahnie 30 Phone, Internet, Wi-Fi, whiteboard, 32" TV monitor, computer * None E Olalie Butte 8 Phone, Internet, Wi-Fi, whiteboard * None E Wallowa Mts. 12 Phone, Internet, Wi-Fi, computer, TV monitor * None * As much notice as possible is appreciated. No requirement for how far in advance rooms can be reserved. Regularly reoccurring meetings discouraged. Rooms should be left clean and in same condition as found (map/layout of room is posted in each room displaying how tables and chairs should be arranged). DAS reserves right to “bump” if necessary (unlikely). Address DAS Executive Building 155 Cottage St NE Salem OR 97301 Scheduling Contact Name: Marina Mitsuk Email: [email protected] Phone: 503-378-5797 Updated: 2-6-2020 Room Name/Number Seats Available Equipment and Reservation Information Cost Conference Room A 35 Large Surface Hub computer, conference phone, internet, Wi-Fi ** None Conference Room B 35 Smart Board computer/projector, whiteboard, conference phone, internet, Wi-Fi ** None HRSD 15-20 Smart Board computer/projector, whiteboard, conference phone, internet, Wi-Fi ** None SFMS 15-20 Smart Board computer/projector, whiteboard, conference phone, internet, Wi-Fi ** None TC3 10-12 Computer, whiteboard, conference phone, internet, Wi-Fi ** None **Food and drinks allowed. Dispose of all trash and leave rooms clean. NO parking in any numbered spaces in parking structure - metered or street parking only. If you bring your own electronics/devices, call ahead to make sure they are compatible. Address DAS Print Plant Building 550 Airport Rd. Salem, OR 97301 Room Name/Number Seats Available Equipment and Reservation Information Cost Explorer 36 PolyCom multi-directional speaker telephone, whiteboard, ceiling- mounted InFocus projector*** None
Transcript of STATE AGENCY MEETING ROOMS ADMINISTRATIVE SERVICES … Agency Meeting Rooms.pdf · 8 Legislative...
1 Legislative Policy and Research Office (01-08-2020)
STATE AGENCY MEETING ROOMS ADMINISTRATIVE SERVICES (DAS)
Address DAS East Building 1225 Ferry Street SE Salem, OR 97301
Scheduling Contact Name: Pedi McNeil Email: [email protected] Phone: 503-378-4092
Updated: 2-6-2020
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
E Bachelor Butte 8 Phone, Internet, Wi-Fi, whiteboard *
None
E Mt Steens 8 Phone, internet, Wi-Fi, whiteboard *
None
E Mt. Jefferson 15 Phone, Internet, Wi-Fi, computer, TV monitor *
None
E Mt. Mazama 26-60 Phone, smartboard (computer/projector) Internet, Wi-Fi, tables or conference style *
None
E Mt. Neahkahnie 30 Phone, Internet, Wi-Fi, whiteboard, 32" TV monitor, computer *
None
E Olalie Butte 8 Phone, Internet, Wi-Fi, whiteboard *
None
E Wallowa Mts. 12 Phone, Internet, Wi-Fi, computer, TV monitor *
None
* As much notice as possible is appreciated. No requirement for how far in advance rooms can be reserved. Regularly reoccurringmeetings discouraged. Rooms should be left clean and in same condition as found (map/layout of room is posted in each roomdisplaying how tables and chairs should be arranged). DAS reserves right to “bump” if necessary (unlikely).Address DAS Executive Building 155 Cottage St NE Salem OR 97301
Scheduling Contact Name: Marina Mitsuk Email: [email protected] Phone: 503-378-5797
Updated: 2-6-2020
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
Conference Room A
35 Large Surface Hub computer, conference phone, internet, Wi-Fi **
None
Conference Room B
35 Smart Board computer/projector, whiteboard, conference phone, internet, Wi-Fi **
None
HRSD 15-20 Smart Board computer/projector, whiteboard, conference phone, internet, Wi-Fi **
None
SFMS 15-20 Smart Board computer/projector, whiteboard, conference phone, internet, Wi-Fi **
None
TC3 10-12 Computer, whiteboard, conference phone, internet, Wi-Fi **
None
**Food and drinks allowed. Dispose of all trash and leave rooms clean. NO parking in any numbered spaces in parking structure - metered or street parking only. If you bring your own electronics/devices, call ahead to make sure they are compatible.
Address DAS Print Plant Building 550 Airport Rd. Salem, OR 97301
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
Explorer 36 PolyCom multi-directional speaker telephone, whiteboard, ceiling-mounted InFocus projector***
None
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STATE AGENCY MEETING ROOMS Scheduling Contact Name: Kristi Snyder Email: [email protected], [email protected] Phone: 503-378-4807 Updated: 6-19-2018
Firefox 23 PolyCom multi-directional speaker telephone, whiteboard, ceiling-mounted InFocus projector***
None
Chrome 15 PolyCom multi-directional speaker telephone, whiteboard***
None
Gigahertz 12 PolyCom multi-directional speaker telephone, whiteboard*** Located inside a badged-entry area where an escort is required
None
Terahertz 23 PolyCom multi-directional speaker telephone, whiteboard*** Located inside a badged-entry area where an escort is required
None
Kilohertz 12 PolyCom multi-directional speaker telephone, whiteboard*** Located inside a badged-entry area where an escort is required
None
AGRICULTURE
Address 635 Capitol St SE Salem, OR 97301 Scheduling Contact Name: Director’s Office Email: n/a Phone: 503-986-4552 Updated: 2-6-2020
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
C 10-18 Phone, Wi-Fi, whiteboard, feel free to bring your own equipment
None
D 35 Phone, Wi-Fi, whiteboard, feel free to bring your own equipment
None
ANDERSON READINESS CENTER (ARC) Address 3225 State St. NE Salem, OR 97301 Scheduling Contact Name: Chris Peterson Email: Phone: 503-584-2976 Updated: 6-14-2018
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
Assembly Hall 275 Projector, screen, PA system – no internet
$50/hr.
114 165 Projector, screen, PA system – no internet
$200/day
172 35 Projector, screen, internet $100/day
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STATE AGENCY MEETING ROOMS BUSINESS OREGON
Address 775 Summer St. NE, 2nd floor Salem, OR 97301 Scheduling Contact Name: Brenda Fleming Email: [email protected] (preferred method of contact) Phone: 503-986-0123 Updated: 6-13-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
CR-201 50 Phone, internet, Wi-Fi, projector screen, table. Teleconferencing and Polycom available for use with notice. Fully executed “User Agreement” needed prior to scheduled meeting date. *
none
CR-202 8 Phone. Teleconferencing and Polycom available for use with notice. Fully executed “User Agreement” needed prior to scheduled meeting date. *
none
CONSUMER AND BUSINESS SERVICES / LABOR AND INDUSTRIES (DCBS) Address 350 Winter St. NE Salem, OR 97301 Scheduling Contact Name: Paulo Chavez Email: [email protected] Phone: 503-947-7066 Updated: 6-6-2018
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
A 20 Whiteboard, Wi-Fi None
B 30 Whiteboard, Wi-Fi None
E 35 Whiteboard, Wi-Fi, projector screen
None
F 61 Whiteboard, Wi-Fi, projector screen (can only book within 30 days of event)
None
260 150 Whiteboard, Wi-Fi, projector screen, sound system, smartboard, computer
None
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STATE AGENCY MEETING ROOMS EDUCATION
Address 225 Capitol St. NE Salem, OR 97301 Scheduling Contact Name: Elena Mandujano Email: [email protected] Phone: 503-947-5811 Updated: 6-5-2018
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
Basement A 100 Wi-Fi, Whiteboard, Projector/Screen, Conference phone. Can be booked 30 days in advance.
None
Basement B 18 Wi-Fi, Whiteboard, Projector/Screen, Conference phone. Can be booked 30 days in advance.
None
Basement C 15 Wi-Fi, Whiteboard, Projector/Screen, Conference phone. Can be booked 30 days in advance.
None
EMPLOYMENT Address 875 Union St NE Salem, OR 97301 Scheduling Contact Name: Vera Helbert and Renee Brown (job share - each there ½ week) Email: [email protected] and [email protected] Phone: 503-947-1458 Updated: 5-6-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
Auditorium 145 Internet (cable/Wi-Fi), touch system at podium, projector, DVD Player, laptop hookups, lighting controls and microphones at podium
None
Room 102A 12 Smart TV, Whiteboard, Conference phone
None
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STATE AGENCY MEETING ROOMS ENERGY
Address 550 Capitol St. NE Salem, OR 97301 Scheduling Contact Name: Stacy Heuberger Email: [email protected] Phone: 503-378-4128 Updated: 6-13-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
Meitner 96 Projector and large screen, 90” monitor/TV, Polycom phone, wireless lapel microphone, wireless handheld microphone, hearing impaired assistance device (must be used in conjunction with microphone), easel stand, bulletin boards, white board.
None
Arc Reactor 6 65” monitor/TV, phone None
FIRE MARSHAL/STATE POLICE Address 3565 Trelstad Ave. SE, Building 2 Salem, OR 97317 Scheduling Contact Name: Mindy McCartt, Communications Director Email: [email protected] Phone: 503-984-0234 Updated: 6-11-2018
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
McClain Conference Room
30-35 Projector, Conference Phone Parking can be tight, but is free Building 2 is around the back, behind the main Headquarters building
None
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STATE AGENCY MEETING ROOMS FISH AND WILDLIFE
Address 4034 Fairview Industrial Dr. SE Salem, OR 97302 Scheduling Contact Name: License Services Receptionist Email: [email protected], [email protected] Phone: 503-947-6116 Updated: 6-20-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
Commission 150 Phone, projector screen, data connection** -No food allowed -Feel free to bring your own equipment. Rearranging is acceptable but room must be cleaned up before leaving
None
Classroom 50 Projector, screen, phone, data connection. ** -Book this room is you want to have food at meeting -Rearranging is acceptable but room must be cleaned up before leaving.
None
Steelhead 15 Phone, data connection, dry erase board**
None
**Can be booked up to 90 days in advance. Advance booking is encouraged. Policy agreement form will need to be filled out.
FORESTRY Address 2600 State St. NE, Building C Salem, OR 97301 Scheduling Contact Name: Teresa Willsey Email: [email protected] Phone: 503-945-7200 Updated: 6-11-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
Tillamook 35 Conference phone, Wi-Fi, screen; Can only book within 30 days of event Restrictions*: - No ODF computers, projectors, overheads, flipcharts, copy machines, or telephone support services available
- Computers may not be connected to ODF network
- No long-distance calls with conference phone
- Invited participants only – no public meetings
- Limited parking - No food allowed - No amplification devices allowed
None
Clatsop 15 See above None
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STATE AGENCY MEETING ROOMS HUMAN SERVICES No rooms available. Due to limited space, only those employed at HSB can schedule/use conference rooms. Contact Name: Andrew Wong Email: [email protected], [email protected] Phone: 503-945-6798 Updated: 6-11-2018
LAND CONSERVATION AND DEVELOPMENT (DLCD) Address 635 Capitol St. NE Salem, OR 97301 Scheduling Contact Name: Amanda Macnab (formerly Long) Email: [email protected] Phone: 503-373-0050 x0 (direct: 503-934-0000 x40000) Updated: 6-13-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
Hearing Room (Basement)
120 100 chairs, 2 conference tables, screens (diagram of room available on additional document*)
None
LIBRARY
Address 250 Winter St. NE Salem, OR 97301 Scheduling Contact Name: Eva Luna Email: [email protected], [email protected] Phone: 503-378-5015 Updated: 6-14-2018 *See website and additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
102 20 Included: Wi-Fi, Upon request: easel/flip chart stand (paper/pens not included), additional chairs, podium, portable projector and screen, Polycom unit, whiteboard
$10/hour
103 50 Included: Wi-Fi, podium, projector and screen, wireless microphone and sound system, DVD player, whiteboard Upon request: easel/flip chart stand (paper/pens not included), additional chairs, Polycom unit
$15/hour
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STATE AGENCY MEETING ROOMS 102 and 103
combined (removeable wall between rooms)
70 Included: Wi-Fi, additional chairs, podium, projector and screen, wireless microphone and sound system, DVD player, whiteboard Upon Request: easel/flip chart stand (paper/pens not included), portable projector and screen, Polycom unit
$20/hour
REVENUE Address 995 Center St. NE Salem, OR 97301 Scheduling Contact Name: Amanda Rodriguez Email: [email protected] [email protected] Phone: 503-945-8017 Updated: 6-13-2018
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
Fish Bowl (1st floor near
café)
64 Data jack, projector – room is mostly windows*
None
352 22 Mondo pad, data jack, projector, star phone*
None
467 34 Phone, Mondo, data jack, cable access, DVD, projector, screen*
None
* Can be reserved up to 6 months in advance. Need at least 1 days’ notice to schedule.
STATE LANDS Address 775 Summer St. NE Salem, OR 97301 Ste. #100 Scheduling Contact Name: Janet Seleznoff Email: [email protected] Phone: 503-986-5200 Updated: 6-13-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
Land Board Hearing Room
80 No equipment provided. Rearranging furniture allowed but must be returned to original position.
None
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STATE AGENCY MEETING ROOMS TRANSPORTATION
Address 355 Capitol St. NE Salem, OR 97301 Scheduling Contacts Jessica Rondema [email protected] 503-986-2840 Kayla Brinlee [email protected] 503-986-3452 Updated: 6-11-2018 *See additional document for details
Room Name/Number
Seats Available Equipment and Reservation Information*
Cost
239, 241, 339, 341, 439, 441
12 - Wall mounted projector - Blu-ray/DVD player - Electronic whiteboard system projection system with audio, remote, table access units
- Dedicated in-room computers - Electronic Smart Board - Whiteboard
None
240, 340, 440 24 - Ceiling mounted projector - Blue Ray DVD player - Video conferencing system; with audio, projection screen system, remote, floor box access units
- Dedicated in-room computers - White Board
None
VETERANS AFFAIRS Address 700 Summer St. NE Salem, OR 97301 Scheduling Contact Name: Mary Dirks Email: [email protected] Phone: 503-373-2071 Updated: 6-13-2018
Room Name/Number
Seats Available Equipment and Reservation Information
Cost
Auditorium 95 Overhead projector, guest WI-FI, microphone, conference phone, sidearm writing tables on seats - Can schedule up to within a week of use
- Can cancel within a week of use - No food or drink in auditorium. Coffee/donuts allowed outside room.
none
BUSINESS OREGON CONFERENCE ROOM USER AGREEMENT
This agreement is between the Oregon Business Development Department (“OBDD”) and
(“Agency”) it will be effective from the date all parties have signed until it is terminated by both parties in writing or September 30, 2018, whichever occurs first.
Salem scheduling contact phone: (503) 986-0123 Fax (503) 581-5115
Portland scheduling contact phone: (503) 229-5221 Fax (503) 222-5050
Teleconferencing and a Polycom are available for use with advance notification to site contact.
Terms and Conditions for Use: The use of the conference room will be granted on a first-come, first-served basis and at the discretion of OBDD. The conference room is available Monday through Friday, 8:00 AM to 5:00 PM. OBDD reserves the rights to use the conference room without prior notice to Agency.
The conference room must be used as furnished. No additional furniture is to be moved into or out of the room.
The use of the OBDD’s copiers, printers, faxes and computers is not permitted. For your convenience we have a guest wireless network available for your use. Please check with the front desk receptionist when arriving for your meeting to obtain the password.
The conference room can only be used for training or business purposes. The distribution of gratuities or sales of any product or service is not allowed.
Smoking and alcoholic beverages are not permitted.
The Agency must use a credit card or prepaid phone card for all toll calls.
The Agency must cater their food and drink service and provide their own cups, carafes, and condiments.
The Agency must leave the conference room clean and ready for the next user and will ensure the room is locked after use.
The Agency is liable and must pay for any physical damage or excess maintenance to the conference room required to make the room ready for the next user. This includes, but is not limited to, the corridors, restrooms, elevators, meeting rooms, stairwells, and sidewalks and parking areas.
By signature of Authorized Representative below, Agency Agrees to comply with all of the stated terms and conditions for facility use:
Agency Representative (Print) Title Phone
___________________________________________________________________ ___________________ Signature Date
Brenda Fleming Receptionist 503-986-0123OBDD Representative (Print) Title Phone
___________________________________________________________________ ___________________ Signature Date
BUSINESS OREGON
SUPPORT BUSINESS • PROMOTE EMPLOYMENT 1 of 3
Auditorium Reservation Form A. Reservations should be made at least one week prior to the event.B. Cancellations are to be submitted at least two business days in advance of the event.C. Return this form no less than two business days prior to the event.D. If you have questions or concerns regarding reservation, please call 503-947-1436.E. Contact our IT Help Desk at [email protected] with technical concerns and Audio visual.
Please return this form no less than two business days prior to your event. The auditorium has a seating capacity of 145 and is available from 8 am to 4:30 pm, Monday – Friday excluding holidays observed by the State of Oregon.
Date Needed Time Needed Agency Name Purpose of Use Anticipated number of attendees Title of Meeting Reservation Point of Contact name
Point of Contact phone number Point of Contact cell number Point of Contact email
Presenter’s name Presenter’s phone number Presenter’s email address Presenter’s cell number
Handheld mic needed Yes/No (Please circle one)
• By signing below, I/we agree that I/we understand and agree that the equipment is provided “as is “andis designed for my/our organization to operate.
• I/We have read, understand, and agreed to the guidelines for use of the auditorium.Failure to follow the guidelines will result in my/our agency’s loss of use of the auditorium for 1 year.
XAuditorium Presenter
XAuditorium ReservationPoint of Contact
EMPLOYMENT
SUPPORT BUSINESS • PROMOTE EMPLOYMENT 3 of 3
Auditorium Audio/Visual Needs Types of Equipment you will need If you plan to show a PowerPoint presentation on the projector in the auditorium you will need the following: 1. Bring your own PC laptop 2. Note: If you are bringing a Macintosh laptop, please coordinate with the OED IT Help Desk at 503-947-1633
or email [email protected] to obtain an adapter. Please provide us the type of Mac laptop. 3. The auditorium does not have a flash drive port, and there is no usable computer in the lectern. 4. The microphone on the lectern is always on. You may also use the hand-held mics if needed. Please request
them on the Auditorium Reservation Form. Running a PowerPoint in the Auditorium Attach your PC Laptop to the VGA cable on the lectern. Use a supplied adapter if bringing a Mac. Optionally, attach the audio mini plug to the audio speaker output on your laptop. If you have requested internet access you may attach the network cable to the network plug on your laptop. WIFI ssid: SOO-Guest. See the Front Desk staff for the password. If the lectern screen is dark/black, touch/tap it to bring up the menu. Then tap the “Main Menu” button to bring up the menu screen. If touching the screen does not work, call OED Help Desk at 503-947-1633 or email [email protected]. Confirm the position of the lectern if asked.
Tap the Laptop on the Main Menu to turn on the projector and lower the screen. You should now be able to show your presentation.
When you are finished, click the Shut Down button to turn off the projector and lift the screen
SUPPORT BUSINESS • PROMOTE EMPLOYMENT 2 of 3
Guidelines for Auditorium Use
1. The auditorium is only available to state agencies. There is no charge to state agencies to use the auditorium, except if number 8 is enforced.
2. The auditorium is only available from 8:00 am – 4:30 pm Monday through Friday excluding holidays observed by the State of Oregon.
3. Seating capacity is 145. No sitting on steps or in aisle ways is permitted at any time. If over capacity is observed by the Employment Department, attendees will be required to reduce to the maximum seating capacity, or the event will be canceled or need to be rescheduled.
4. Parking in the Capitol Mall area is at times challenging. The following web site has information about parking. http://www.oregon.gov/DAS/FAC/Parking/docs/maps/Yellow_parkandpay_Flyer.pdf
5. Equipment, such as mics, tables, chairs, podium, etc, shall remain in place in the auditorium, and will not be moved without permission from the Employment Department.
6. Please arrive 15 minutes before meeting for laptop setup and 30 minutes before for the use of mics and recordings.
7. FOOD, DRINK or CATERING is permitted in the auditorium. Please make sure to clean up after your meeting and report any spills to the Lobby desk staff.
8. NOTE: A fee may be charged for any damage to the auditorium, any equipment, or lector, or if cleaning is necessary as determined by the Employment Department.
9. The Employment Department’s customers are often served in the lobby. Auditorium users are to keep noise to a minimum and to keep clear the area in front of the lobby desk. Users are to provide a facilitator to insure this is upheld. Tables are provided for information and/or for printouts for meetings being held, and will be confined to the auditorium entry way.
10. No access to secured areas on the first floor will be allowed to any users of the auditorium, other than Employment Department employees.
11. Please contact IT at (503-947-1633) 15 minutes prior to your meeting/Presentation.
Page 1 of 2
Conference Room Guidelines for non-ODOE Agencies
MEITNER and ARC REACTOR CONFERENCE ROOMS Oregon Department of Energy (ODOE) 550 Capitol St NE Salem, OR 97301
MEITNER Capacity: 96 ARC REACTOR Capacity: 6
RESERVING A ROOM
CONTACT: Please contact Stacey Heuberger ([email protected] or 503-378-4128) for all scheduling requests, changes or questions.
The Meitner and Arc Reactor conference rooms are available during normal business hours, Monday – Friday, 8am-5pm.
Priority for room use will be given to energy-related business functions. Priority to schedule Meitner will be given to groups of 20+ attendees. If a significant internal business need arises, agencies may be bumped from a room.
Non-ODOE agencies may not schedule recurring meetings. Meetings may only be requested up to 30 days in advance.
AGREEMENT
Non-ODOE agencies are required to sign a User Agreement for each meeting (see attached). The User Agreement must be signed and returned to Stacey Heuberger at least 48 hours before the scheduled meeting. If the agreement is not returned, the reservation will be released and the room will be available for other use.
FEES
There is not a fee for using ODOE conference rooms. However, if the room is not cleaned with all trash placed in receptacles, tables cleaned, etc., ODOE will impose a $50 cleaning fee. If there are significant damages to the room, furnishings, or equipment, ODOE will charge for the cost of repairs or replacement of the damaged items.
ENERGY
Page 2 of 2
EQUIPMENT AVAILABLE
MEITNER: Projector and large screen, 90” monitor/TV, polycom phone, wireless lapel microphone, wireless handheld microphone, hearing impaired assistance device (must be used in conjunction with microphone), easel stand, bulletin boards, white board. ARC REACTOR: 65” monitor/TV, phone. Restrictions: No access is allowed behind the monitor display wall in the Meitner Conference Room. Non-ODOE users may not plug in to any ODOE network jacks. ODOE currently does not have a dedicated laptop for use in either conference room; user will need to provide. ROOM SETUP
MEITNER: There are 24 - 2’x5’ tables. You are free to rearrange into any configuration that works for your needs. Please make sure to schedule enough time before and after your meeting for room set up, equipment testing, and clean up. Room should be back to its original configuration by the end of the scheduled time. ARC REACTOR: There are four - 2’x5’ tables that may be arranged to any configuration that works for your needs. Room should be back to its original configuration by the end of the scheduled time. FOOD
Food and beverages are allowed. ODOE does not have on-site food service and there is no public access to a kitchen or food preparation area. Catering/food deliveries must fall within your scheduled time and you must be on site for set up. PARKING
There is very limited metered parking at ODOE. Guests are encouraged to walk when applicable. Other metered street parking can be found around the Capitol Mall area or at the Yellow Lot located at 860 Marion St. NE. CHECKING IN/OUT, GENERAL INFO/HOUSEKEEPING
Check in with the ODOE Receptionist. The Receptionist will unlock doors or issue a key card and issue electronic equipment requested on the User Agreement.
Public restrooms are located through the West double doors in the lobby area.
Banners, signs, and other such items are to be free standing, placed on easels, or may be attached to walls where bulletin boards are installed. Tape on walls, tables or doors is not allowed.
The user is responsible for picking up all trash, cleaning tables and tidying the room at the conclusion of the meeting. The room must be arranged in its original configuration. If needed, a vacuum or other cleaning supplies may be available and can be requested through the receptionist.
Be sure that all lights and equipment have been turned off.
Check out with the receptionist, return equipment and key card if needed.
FISH & WILDLIFE
Conference Room Use Guidelines (for State Agencies other than ODF)
1. Access to the Administration Building is limited to the hours between 8:00a.m. and 5:00 p.m. Please plan your set up and take down between thosehours, no early arrival or late departure times.
2. All audio/visual equipment and supplies should be brought in. Thisincludes, but is not limited to computers, projectors, overheads, flipcharts,etc. Agencies may use the room’s A/V screens but not the projector. ODFequipment and supplies may not be used, even if they are present in theroom.
3. Computers may not be connected to the ODF computer network.
4. ODF does not provide administrative support, use of copy machine ortelephone services.
5. There is a conference telephone available but can not be used for longdistance calling or any service that incurs cost for ODF. ODF cannotprovide user support or set up for the conference phone for outsideagencies.
6. Capacity is limited to 35 persons in the Tillamook Room, 15 persons in theClatsop Room.
7. All participants must be invited. Public meetings cannot be scheduled inthe Conference Rooms.
8. Parking is limited! Please carpool!
9. The room must be left in a clean and orderly fashion.
10. ODF coffee makers may be used, but you must provide your own supplies,coffee cups, additives, etc. This area, as well as coffee makers must becleaned prior to your departure.
11. Meals may not be served in the Conference Rooms. This includes cateredmeals and snacks, or “bring your own” lunches.
12. Amplification devices that disrupt ODF business may not be used.
*** Thank you in advance for following these guidelines.***
05/15/09
FORESTRY
Agency Policy Development
ASD 380.03
10/15/2014
Page 1 of 6
I. Policy
The Department of Land Conservation and Development (DLCD) has conference and
hearing room facilities (collectively, “conference rooms”) available to other state
organizations and state-sponsored organizations, as well as to DLCD and the Department
of Agriculture (ODA). Beyond the scheduled use by DLCD and ODA, all reservations
will be on a first come first serve basis.
The facilities are located at 635 Capitol St, NE, STE 150, Salem OR, 97302, in the
Agriculture Building. The conference rooms are available Monday through Friday from
8:00 a.m. to 5:00 p.m. After hour reservations are not available.
II. Purpose
To establish standards for assigning and using the conference room and provide planning
standards promoting the functional, efficient and flexible use of the conference rooms.
This policy and the guidelines apply to both internal users (e.g. DLCD and ODA) and
external users (e.g., other state agencies and state sponsored organizations).
III. Conference and Hearing Room Guidelines
The following guidelines govern the use of the conference rooms by other state agencies
or state-sponsored organizations. A list of available conference rooms is attached as
Exhibit A.
1. State agencies and state-sponsored organizations wishing to use the DLCD
conference rooms are required to sign an agreement (Exhibit B). The conference
room agreement must be returned to the DLCD Conference Room Facilitator. DLCD
and ODA need not complete the agreement, but are bound by the requirements of this
policy.
Conference room reservations will be held for ten (10) days. If the user has not
returned the conference room agreement within that time, the room reservation will
be cancelled.
Title: Agency Conference Rooms – Internal & External Use
Numb ASD 380.03
Supersedes: N/A
Applicability: Public Agencies and Private Organizations
Reference: Exhibit A – Conference Room Agreement
Approved: Effective Date: 10/1/2013
Revised: 10/15//2014
Oregon Department of Land Conservation and Development
DLCD
Agency Policy Development
ASD 380.03
10/15/2014
Page 2 of 6
The number of occupants in a room may not exceed the posted capacity permitted by
the Oregon State Fire Marshall, and no group meeting exceeding 120 participants will
be permitted.
2. To schedule a conference room, contact the Conference Room Facilitator at 503-373-
0050 ext. 0.
3. There is no charge for conference rooms. However, fees to recover costs may be
charged for any damages sustained, extraordinary cleaning or staff time to restore the
room to its original meeting room layout. The Conference Room Facilitator must be
notified immediately of any damage that occurs.
4. Other than for DLCD and ODA, conference rooms will not be reserved more than 30
days in advance.
5. Conference rooms are available from 8:00 a.m. to 5:00 p.m. Monday through Friday.
The conference rooms are not available evening and weekends.
6. Long distance phone use is not available in the conference rooms. Public Wi-Fi is
available for use. (Password will be provided on day of meeting).
7. The agency or person reserving the conference room must designate one person
responsible for coordination with DLCD. That person must check in and out with the
DLCD Conference Room Facilitator at the reception desk. This designee will be
responsible for the use of the facilities and must remain on the premises during the
meeting.
8. Metered parking is available. DLCD will not be responsible for parking permits.
9. DLCD is not responsible for lost or stolen items.
10. Signs/Posters can only be placed on the painted white walls with “paper safe” tape.
Removal of permanent signs may occur, however, signs must be returned to the
original location.
11. Conference room users need to bring sufficient materials for the meeting and ask
presenter or participants to do the same. DLCD staff time, copy machines, phones,
flip charts, and fax machines are not available for use. DLCD does not provide
message services for conference room users.
12. Conference room chairs, tables, etc. must be returned to original locations as
identified by map on the back of the user agreement. If floors need to be vacuumed
please notify DLCD staff prior to leaving and we will call the custodian.
13. DLCD reserves the right to refuse any reservations that do not support the state’s
goals or any reservation from entities that have not followed this policy.
14. If meeting is canceled, please notify DLCD staff as soon as possible, so that the room
can be made available for other meetings.
IV. Policy Clarification
A. The conference room user is responsible for all damage to the conference
room sustained during use and agrees to pay for all damage.
B. DLCD Administrative Services Division will receive and review conference
room agreements. These agreements will be kept on file and available for
review for a period of one year.
Agency Policy Development
ASD 380.03
10/15/2014
Page 3 of 6
Exhibit A
Department of Land Conservation & Development
Conference Room Available for Internal Agency
Users, External Agencies
For those entities that meet the criteria in the aforementioned guidelines, the following
conference rooms are available for use by external agencies and state sponsored
organizations. Please see attached Exhibit Guidelines for more information or call the
Conference Room Facilitator at 503-373-0050 ext. 0.
Conference Room Location Capacity Equipment
Hearing Room Basement 120 100 Chairs
2 Conference Tables
Screens
Agency Policy Development
ASD 380.03
10/15/2014
Page 4 of 6
Exhibit B
Department of Land Conservation & Development
Conference Room Agreement
(External Users)
Date of Request: _____________________
The Department of Land Conservation & Development, hereafter referred to as DLCD,
and ________________________________, hereafter referred to as user, agree as
follows:
1. User has requested the use of DLCD Conference Room __(name of conference
room)_________ at 635 Capitol St, NE, STE 150, Salem, Oregon on __(Date of
meeting)____from __(start & end time of meeting)_____________
2. The name of this meeting is:_______________
3. Number of meeting participants:________________
4. The user agrees to comply with the attached DLCD Conference Room Policy and
Guidelines.
5. The user agrees to pay for any damages to the room while it is under their control
and use.
a. User Billing Address:___________________________
________________________________ ___________________________________
Signature of Authorized User Title of Authorized Staff Date
_______________________________ _______________________________
Name of User Contact (please print) User Contact Phone # For Office Use Only
Scheduled by____________________________ Date of: Confirmation____________________________
Copy to File_____________________________
Agency Policy Development
ASD 380.03
10/15/2014
Page 5 of 6
Hearing Room Configuration
Hearing Room Etiquette
Rearranging furniture- You are free to configure the room to suit your needs. Please return the
room to its original configuration (a diagram is posted and shown above). The audience chairs are
to be replaced in 4 rows, based on the following 18 chairs next to wall, 16 chairs in the next 3
rows.
Refreshments - Please make sure to wipe up any spills on the tables as they are wood and can
warp if not cleaned appropriately.
Please remove all trash and place it in the appropriate garbage cans. Wipe up any spills and
crumbs from tables, chairs, etc. Turn off lights, and ensure that the doors are locked.
Please vacuum floors.
Agency Policy Development
ASD 380.03
10/15/2014
Page 6 of 6
Note: Configuration subject to change, please make sure you receive a copy of the
configuration when reserving the room.
Main Conference Room Configuration
NAME ____________________________________________________ TITLE __________________________________________
ORG./AGENCY _______________________________________________ STATE AGENCY # (IF APPLICABLE) _______________________
I (user), and the Organization/Agency I represent, understand that by reserving and/or using the Oregon State Library conference rooms, I certify that I have read this document and agree that I will observe all conference room terms of use, and will pay any and all costs incurred. I will hold the Oregon State Library harmless for any malfunction, injury, liability, or property damage arising from or occurring during the event. I further certify the organization, if any, has an open membership without restrictions for race, color, creed or sex.
ROOM RESERVATIONS AND COSTS • Reservations can be made online, by phone, or by email through the Customer Service Specialist of Government Information
& Library Services (Government Services).• Reservations are made on a first come first served basis, with priority to State Library events & staff.• Activity shall be held between 7:30 am and 5:00 pm Monday through Friday, unless otherwise authorized by the State
Librarian. No overnight use is permitted.• Weekend reservations may not be scheduled without the approval of the State Librarian.
o Custodial time and heat/air required for weekend use will be billed to the user.• The State Librarian has sole authority to waive a room reservation fee.• The State Library reserves the right to require a security deposit or to demand that fee for conference room use be paid in
advance.USAGE FEES & CAPACITIES: Room 102 (20 person max): $10 per hour
Room 103 (50 person max): $15 per hour Combined (70 person max): $20 per hour Additional Services: minimum of $35
• Extra clean-up• Equipment or facilities damage• Exceeding room capacity• Vendor handling (i.e. caterers)• Exceeding scheduled time
USAGE REQUIREMENT & RESTRICTIONS • Requests for reasonable accommodation must be provided by the user.• Citizen access to the State Library cannot be disrupted.• Alcoholic beverages and smoking are prohibited.• Activities must comply with the laws regarding public access and safety.• Activities must comply with the capacity limits of the rooms.• No table or display is allowed to obstruct doors or foot traffic to the elevator or restrooms.• Sound levels may not hinder day-to-day business.• No admission may be charged for events held in the State Library.
RESTROOMS • Restrooms are available on the opposite wall from the conference rooms.
FOOD AND BEVERAGE • Food and beverages are allowed in the conference rooms.• No restrictions on choice of caterer or food provider.• Vending machines are available in the basement staff lounge (accessible via the elevator).
CONFERENCE ROOMS INFORMATION & TERMS OF USE
OREGON STATE LIBRARY GOVERNMENT INFORMATION & LIBRARY SERVICES | 250 Winter St. NE, Room 201, Salem, Oregon 97301 PHONE (503) 378-5015 | FAX (503) 588-7119 EMAIL [email protected] | WEBSITE www.oregon.gov/OSL
LIBRARY
EQUIPMENT & SERVICES AVAILABLE ROOM 102: • Internet Connection (public WiFi)• TV/VCR• Portable White Board• Portable projection screen (projector not provided) – upon request• Flip chart stand (paper and markers not provided) – upon request
ROOM 103: • Internet Connection (public WiFi)• Projector and built-in screen• Mobile Podium• Handheld microphone and sound system• White board (located behind screen: cannot be used simultaneously)• Polycom unit• DVD player• Flip chart stand (paper and markers not provided) – upon request
ACCOMMODATION & EMERGENCY NOTIFICATION • The State Library conference rooms are accessible via ramp.• A defibrillator is location on the first floor outside of the Conference Rooms (west side).• Fire Alarm: Everyone is to evacuate the building by the west entrance (Winter Street door).• Earthquake: Everyone is to duck under a table or stand in a door frame area until the movement stops. Evacuate the building
by the west entrance (Winter Street door). DO NOT EXIT TOWARDS THE CAPITOL MALL.
USER CONFERENCE ROOM MAINTENANCE User must leave the room clean and in the same order as the room was originally found. If not completed, user may be subject to appropriate fees (see above).
1. All equipment must be returned to storage areas.2. Tables and chairs returned to a rectangular shape with seating on the outside.3. User is responsible for clean-up of catering equipment. Remove catering items to the basement staff lounge. Call caterer
to pick up equipment.4. Wipe tables and chairs clean of any excess debris.5. Erase white boards.6. Place waste paper in receptacles. Recycle pop cans in the basement staff lounge.
CANCELLATIONS • Library entities have equipment and room priority. If the room your group has reserved is required for use by the State
Library, every effort will be made to find an alternative room for you in the Library. • Reservations may be cancelled by the State Library for any reason with a minimum of a 24 hours’ notice.• Cancellations must be made at least 24 hours in advance of the scheduled event or the full conference room fee will be
assessed.o Only the State Librarian can waive the usage fee.
• Cancellations or changes in scheduling must be made by contacting the Customer Service Specialist for Government Serviceseither through the online booking engine, via email, or by phone.
o Users will receive a confirmation, and invoice if applicable.• No fees will be assessed if the building is closed (by Oregon Department of Administrative Services) due to inclement
weather or emergency.
SIGNATURE _______________________________________________________ DATE ____________________
Please sign and return within five business days. This agreement will be kept on file for future reservations. EMAIL [email protected] | FAX 503-588-7119 MAIL Oregon State Library / Govt. Services, Attn: Customer Service Specialist / 250 Winter St. NE / Salem, OR 97301
I:\Teams\Natural Resources\Meeting Room Options - Shelley\State Lands - HR reservation, use policy, & room layout.docx Rev. 12/17
LAND BOARD HEARING ROOM RESERVATION AND USE POLICY
The Department of State Lands (DSL) has one hearing room available for use by other state and local government agencies.
• There are no services provided with the room reservation• The room is set-up in hearing room fashion with open walls• The walls must remain open
Capacity: 80 people maximum
Charge: There is no charge to building tenants or other state agencies. For all other entities the charges are: $100.00 for up to four (4) hours in length, $175.00 for a day (anything over 4 hours) The Department reserves the right to charge any user for damages, additional cleaning, or other costs incurred as a result of the event.
Hours: Room availability is 8:00am – 5:00pm Monday through Friday.
PLEASE NOTE: Land Board meetings take precedence over any other previously scheduled meeting, and as such, you may be notified that your room reservation has been withdrawn, and you will need to make other arrangements.
Check-in: The entity reserving the facility must designate a person responsible for coordination with DSL. That person must check in and out with the DSL receptionist. This designee will be responsible for the use of the facilities and must remain on the premises during the meeting.
Furniture: The Land Board Hearing Room is arranged as a public meeting room to accommodate board and commission meetings. Chairs are positioned in a hearing fashion. The room walls remain open.
Additional tables are not available. Folding chairs are available for use, but will need to be put back when finished using them. Rearranging the furniture is allowed. HOWEVER, THE ROOM MUST BE RETURNED TO ITS ORIGINAL LAYOUT.
Phones: DSL office phones are not available for use. DSL will only deliver emergency telephone messages to groups using the room.
Equipment: The agency does not supply fax, overhead, slide projector, flip-chart easels, sound system, phones or any audio-visual equipment.
Copies: Please bring sufficient materials for your meeting and ask presenters or participants to do the same; copy machines are not available for use.
STATE LANDS
I:\Teams\Natural Resources\Meeting Room Options - Shelley\State Lands - HR reservation, use policy, & room layout.docx Rev. 12/17
LAND BOARD HEARING ROOM RESERVATION AND USE POLICY
Food/Drink: ABSOLUTELY NO FOOD ALLOWED IN THE LAND BOARD HEARING
ROOM. Beverages are allowed with lids. There is no coffee service in this building; therefore you will need to contact an outside vendor. All handouts, beverage containers, and other items brought to the meeting are expected to be removed or disposed of in waste containers after the meeting. If you are planning a meeting that includes lunch or break food service we suggest you make arrangements for an alternate site to accommodate your special needs.
Walls: No signs, notices, etc., are to be posted or taped on the walls or doors. DSL will
provide an easel outside the door for notices. Please do not remove paintings or other objects belonging to DSL from the walls.
Parking: Parking passes are not available from our office. Parking spaces are available on
Summer Street and time can be purchased at conveniently placed kiosks with cash or debit/credit cards.
Cancellation: Cancellation less than 24 hours in advance and “no shows” will be charged
$75.00. Individuals or agencies not complying with this policy may be denied future use of the room. I have read and understand these policies and agree to follow them for the meeting scheduled below: MEETING NAME: DATE & TIME: DURATION: Up to 4 hours ($100.00) Over 4 hours ($175.00) State Agency (no charge) Contact: Date: Agency/Entity: Contact phone: Contact email: Signature: This request form must be dated, signed and returned to the DSL receptionist to confirm and hold the reservation. Completed forms may be emailed to [email protected] or faxed to 503-378-4844; Attention: Receptionist. Contact Information: DSL Reception
I:\Teams\Natural Resources\Meeting Room Options - Shelley\State Lands - HR reservation, use policy, & room layout.docx Rev. 12/17
LAND BOARD HEARING ROOM RESERVATION AND USE POLICY
Phone: 503-986-5200 Email: [email protected]
STATE LAND BOARD ROOM SETUP
Column
Gail Achterman Conf Rm Procedures 7-2014.doc
Common Area Conference Room Policies and Procedures for Use
Transportation Building: 355 Capitol St NE, Salem, OR 97303 Rooms 239, 240, 241, 339, 340, 341, 439, 440, 441
(Updated July, 2017)
The room may be scheduled by ODOT employees through the Outlook calendaring system. Non-ODOT employees, other agencies or governmental entities may schedule the room by contacting the Director’s Office at 503-986-3289.
Conference room use checklist:
Room set-up will be the responsibility of the meeting host. Tables may not be moved; they contain data and power connections. Items may not be taped, pinned, stapled or affixed to the walls, doors or windows. Please bring easels to
display your materials.
If any Audio-Visual equipment will be used, the meeting host is required to schedule an ODOT Information Systems (IS) technician to be present during the meeting to operate and monitor all equipment. Contact our Collaborative Tool Technician at (503) 986-3709 (cell: 503-798-6139) or email [email protected] to schedule an IS technician.
The meeting host is responsible to return room to original set-up and make sure all trash is in the proper receptacles.
Miscellaneous All non-ODOT guests are required to check in at the security desk to obtain an ID badge. Early access or after hours use will require building security. The meeting host is required to schedule and make
payment arrangements for security. Contact ODOT Facilities for details a t 50 3 -9 86 -57 77 . No smoking is permitted in the building or the grounds surrounding the building. If you have scheduled the conference room but find you will not need it, please cancel your reservation as soon
as possible to make it available to others. Any exceptions to these rules will need written pre-approval from the Communications Section Manager or
ODOT Headquarters Business Manager.
If the above policies and procedures are not followed, you may lose your right to reserve the conference room in the future.
Conference Room Equipment and Capacity
Rooms 239, 241, 339, 341, 439, 441 Capacity: 12 Equipment:
• Wall mounted projector,• BluRay/DVD player,• Electronic whiteboard system projection system
with audio, remote, table access units• Dedicated in-room computers• Electronic Smart Board• Whiteboard
Rooms 240, 340, 440 Capacity: 24 Equipment:
• Ceiling mounted projector,• BluRay/DVD player,• Video Conferencing System; with audio, projection
screen system, remote, floor box access units• Dedicated in-room computers• Whiteboard
TRANSPORTATION
Gail L Achterman Room Procedures 3-2018
Gail L. Achterman Conference Room Policies and Procedures for Use
Transportation Building Room 103 355 Capitol St NE, Salem, OR 97301
(Updated March 2018)
Initial here to confirm receipt and
understanding of the room processes and return to the person who sent it to you.
INITIALS
The Gail L. Achterman conference room is equipped and set up primarily for the Oregon Transportation Commission (OTC) meetings and activities. Meeting dates may change or unanticipated meetings may be scheduled at any time. If this occurs, you will be asked to move your meeting to another location. Normally you will be given 1-2 business days’ notice. The room may be scheduled by ODOT employees through Outlook Calendar. Other state agencies may schedule the room by contacting the Director’s Office at 503-986-3452. CONFERENCE ROOM USE CHECKLIST:
NO FOOD is permitted in the conference room. BEVERAGES IN COVERED CONTAINERS ONLY. The meeting host will be billed for any cost of cleanup due to spills. No coffee/beverage service or coffee pots are allowed inside the room.
ROOM SET-UP IS THE RESPONSIBILITY OF THE MEETING HOST. Items may not be taped, pinned, stapled, or affixed to the walls, doors, or windows. Please bring easels and easel
pads for your materials. Commission furniture at the front of the room must remain in place (see diagram). Tables and chairs from the storage area may be used but must be returned to the storage room.
AUDIO-VISUAL EQUIPMENT – If any audio-visual equipment will be used, the meeting host is required to schedule and ODOT Information Systems (IS) technician to be present to setup and instruct the host on the proper use of the equipment. Contact our Collaborative Tool Technician at (503) 986-3709 (cell: 503-798-6139) or email [email protected] to schedule an IS technician.
ORIGINAL SETUP – The meeting host is responsible to return the room to its original setup and make sure all trash is in the proper receptacles. Photos and diagrams of proper setup are attached to this document and affixed to the inside of the storage area door.
MISCELLANEOUS Meeting times are restricted to Monday through Friday 8:00 a.m. to 5:00 p.m. No smoking is permitted in the building or the grounds surrounding the building. If you have scheduled the conference room but find you will not need it, please cancel your reservation as soon as possible to
make it available to others. Any exceptions to these rules require written pre-approval from the Assistant Director or ODOT Headquarters Business
Manager.
If the above policies and procedures are not followed, you may lose your right to reserve the conference room in the future.
Capacity • Auditorium seating = 70 • Committee seating = 24 at the table + 20 on the
sides • Maximum Fire Marshall capacity = 102
Telephone • Integrated number 503-986-3043. It is dialed and
controlled from the desktop room controller. • Spider phone number 503-986-4114. It is used
with the floor jack. Audio
• 2 wireless hand-held microphones available • Speakers
Video • Remote control presentation and lighting control
system • Video conferencing available
Gail L Achterman Room Procedures 3-2018
Commission furniture must not be moved.
Gail L Achterman Room Procedures 3-2018
