reserve room for event location

[lsetiawan]

• When considering space, consider both the broader location (city and country) as well as the specifics (the room in which the workshop will occur). The non-traditional nature of hack weeks means that some students report challenges in receiving support from their supervisor or department to attend. Thus, keeping the costs of attendance low (including travel costs, room and board, and conference fees) should be a high priority when deciding on a location.
• ideally choose a large and configurable space, with movable tables and chairs, several screens or projectors, and an ample number of white/chalkboards. A useful guiding principle is to book a space that fits a group at least 25% larger than that envisioned for the workshop, and the less configurable the space, the larger the extra room should be.
• Begin search for collaborative space 12-18 month in advance. Often such spaces are popular and difficult to book.
• consider making breakout rooms available so that individuals can focus on the highly complex tasks that are typical for hack week projects, while providing ample venue for the entire group to congregate for tutorials, breaks and reports.
• there should be plenty of power outlets for participants to plug in their computers. The space should have ready access to wifi, for activities that require an internet connection (e.g., collaborative software development), and organizers should arrange in advance to provide access to visitors from other institutions.
• accessibility should be taken into consideration: is the space accessible for participants who use wheel-chairs? Are accessible restrooms available?
• availability of a nursing station should be taken into consideration

[aaarendt]

​The Active Learning Classroom (ALC 136) is reserved. Please note the following regarding your reservation:

• The building opens promptly at 9am and closes at 5pm each day that week, so please plan your set-up and take-down times accordingly.
• Food is not allowed in the ALCs, but covered beverages are.
• Catering is allowed in the café space adjacent to the ALCs. To reserve this space, please respond to this email.
• Catering is limited to coffee, snacks, and non-messy or strong-smelling foods (i.e. pastries, fruit, small sandwiches, prepackaged snacks).

[aaarendt]

TODO:

• reserve eScience common area for Monday Sept 10 banquet. Contact Robin.
• fill out this form: https://depts.washington.edu/sprogram/uuf-info/uuf-request-form/

[aaarendt]

Rachael is contacting South Campus Center to see if that might be available.

[rlm92]

South Campus Center Room 221 is available and reserved from Sept 10- 14. The cost is $70 per hour, capped at max 6 hours. So the cost is $420 per day no matter how long we use the room. Ends up being cheaper than Odegaard.

We can request course casting through this form (https://www.formstack.com/forms/hscrs-coursecastvideoconfreq).

There is a lapel mic for the instructor and individual handheld mics for each table. The room fits 120 people, so with only 50 people you will likely have extra mics from tables that you are not using. If you have other specific equipment needs for the event or will be requesting a special setup, please complete an equipment request form at: https://hscrs.formstack.com/forms/equipment_request_form

We can use the space directly outside of the room to set up snacks/coffee regardless of whether or not someone reserves the Portage Bay Area. The policy is that they don’t allow any food/drinks into the space since spills do happen, and they have a lot of expensive equipment mounted to the underside of each table that can get damaged. That being said, they realize that they cannot stop everyone from bringing in their own water/coffee etc. They do ask that if we will be serving coffee and snacks outside that we try our best to keep it outside of the room.

If we want to do breakfast and lunch here, we should reserve the Portage Bay Area (lounge/study/reception area - not a lot of tables though, $55 per hour), the Vista Cafe ($65 per hour) or another area, otherwise people could just split off and eat in any of the public areas in the South Campus Center. We could also provide meal cards or have them eat at eScience.

Special event containers (recycling, garbage and compost bins) will be scheduled for us, as the existing waste receptacles within the room may not be used. The containers will be delivered to SCC-221 on 09/10 by 8:00am. The containers will be emptied between each day and picked up following your event at 5:50pm on 09/14. Cost for week is $280. Other equipment requests can be made here: https://hscrs.formstack.com/forms/equipment_request_form