Hosting Meetings & Events at the ESD
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We are excited to introduce a new process for any ESD 123 employees/departments that host trainings, workshops, or other events! The new Event Request Form is a collaborative solution to assuring that employees can host any kind of event and simultaneously coordinate with each required ESD operational division in order to “check all the boxes.” After piloting this form with Teaching & Learning staff, the new form is ready to be implemented across the entire ESD!
What you need to know/do:
- All ESD employees are asked to begin using the new Event Request Form immediately.
- Staff should use this form for ANY kind of event or activity except for:
- Internal staff meetings
- Requests to use ESD facilities by non-staff (they will still fill out the external room request form)
- This form is created and monitored by the following operational areas: Technology, Communications, Department Support Professionals, and Facilities.
- Whenever you are planning an event and submit this form, a workflow is triggered for each of these divisions so that we can make sure that your needs are met for support with:
- Marketing/communication
- Technology
- pdEnroller
- Clock hours
- Room setup/facilities
- An updated version of this form will be released at the start of the 2024-2025 school year using the ESD's new Laserfiche online platform. More updates on that will be communicated.
- If you would like training for your department or support professional, please contact reach out to Molly Hamaker-Teals or Molly Brinkley.
Conference Rooms
The ESD 123 office in Pasco provides eight unique conference rooms to hold education-focused meetings or events, as well as internal meetings or workspaces. Cascade rooms 1, 2, and 3 can also be combined to make a larger room.
Large conference rooms (appropriate for large events, workshops)
- Cascade Rooms 1, 2, and/or 3
- Blue Mountain Room
Other conference rooms (appropriate for small events, internal and external meetings)
- Columbia Room
- Classroom for the Future
- Tucannon Room
- Grand Ronde
Reserve a Room
Be sure to always reserve a conference room before using it, even for same-day meetings! To reserve a meeting room, you must have a corresponding Outlook invitation sent to the calendar for the specific room. This is to avoid confusion since our rooms are often in high demand and sometimes multiple groups are looking for the same spaces.
If you can see on the room calendar that the space is not in use, and you have sent the invitation to the meeting space through Outlook, you should safely assume that the space is ready for you to use. The Outlook calendars will always be the most up-to-date reference for available rooms.
Hosting an Event
Please keep the following responsibilities in mind as your department hosts meetings or events:
- Reserve the room as soon as possible.
- Need equipment and/or technology support for your event? Include your request in the room reservation email and contact the Tech team. Find the list of equipment available here.
- Making coffee: Only those who have been trained on the safe use of the machines are allowed to make coffee upstairs on the large coffee brewers.
- Catering your event: Events with meals or refreshments must be authorized according to policy and with a refreshment form submitted to fiscal. Find the policy, form, and more instructions on the Intranet under Fiscal and Contracts, Catering.
- Airwalls in the Cascade Rooms: Moving airwalls can be dangerous, and stationary airwalls are also dangerous if they are not set correctly. Do not attempt to do it yourself! Contact someone on the Facilities team if an airwall needs to be moved.
- Floor boxes: Be careful not to squish cords in floor box doors. If you aren’t sure how the floor box windows work, please call the Technology team.
Clean Up After Events
It is the responsibility of the hosting department to tidy up after any meeting. Please make sure to do the following after any event:
- Clean up trash: Pick up any garbage from the room and leave it in the trash receptacles.
- Clean tables: Wipe down any tables your group used. Cleaning supplies are kept in each room, but if these are missing, please contact Facilities.
- Erase whiteboards: Anything left on a whiteboard needs to have an intention. If you aren’t going to be the next group using the room again, it needs to be erased.
Room Configuration
Unless there is a specific arrangement for the next use of the room, tables and chairs should be set in their default configuration. Please be sure to reset rooms to default after your event. Each of our large spaces also have a default layout drawing in either the furthest right drawer or a cupboard.