Conference Center

Booking

BOOK A CONFERENCE ROOM

Complete PLCC Room Request Form (also available at the PLCC Receptionist desk & Facilities Rental Office)

    • Aurora Public School Use (Internal)-Submit to PLCC Site Technician at jeperson@aps.k12.co.us
    • Partnership use: contact PLCC Site Technician at jeperson@aps.k12.co.us for more information
    • External Non-Partnerships-Submit to the department of facilities rental
    • (PLCC Rental Request Form must be fully completed & submitted to the the adequate department/personnel (Facilities Rental Office) before space may be reserved.)


Professional Learning and Conference Center (PLCC), guidelines:

    • Rooms are booked based on the number of participants attending.
    • You must have 60% of a room’s capacity to have a reservation confirmed.
    • Priorities and preference are given to Aurora Public Schools staff, including the Division of Equity in Learning.
    • Please plan to book rooms in advance in order to avoid scheduling conflicts.
    • Bookings for more than one year is not possible for the district at this time. Scheduling begin on July 1st of each academic year.
    • Please see the information on Event Space Capacity/Rates below. (insert sheet from facilities)

ROOM REQUEST FORM

PLCC-room-request-form.pdf

BOOKING GUIDELINES

Aurora Public School Use (Internal):

In order to use the facility as an Aurora Public Schools (APS) staff member the event must meet the following criteria:

      • Professional Learning
      • Meetings
      • Other events related to APS staff and/or students
      • 60% of attendees are APS employees/staff/students

Send PLCC Site Technician an email with the request for space (plans to replace with google form):

      • Name of the event
      • Contact person
      • Desired date and time (include set up and clean time)
      • Desired room
      • Number of attendees
      • Catering?
      • Technology needed

Booking Priorities

Priorities and preference are given to Aurora Public Schools Departments and Staff. Please plan to book rooms in advance in order to avoid scheduling conflicts.

If requesting a room within the current Academic year, rooms are reserved on a “first come, first serve basis.”

When booking in advance, the following guidelines apply:

      • All requests for space at the PLCC for the summer use (June 1 - July 31) will be placed in a “Save the Date” queue.
      • Professional Learning will work work with District Divisions and Departments to align and maximize the use of space at the PLCC for District use.
      • After this process, all pending request are processed, remaining space is “first come, first serve.”
      • Professional Learning will finalize space for the summer period by March 1st each year.
      • All requests for space at the PLCC for the following Academic year (August 1 - May 31) will be placed in a “Save the Date” queue.
      • Professional Learning will work work with District Divisions and Departments to align and maximize the use of space at the PLCC for District use.
      • After this process, all pending request are processed, remaining space is “first come, first serve.”
      • Professional Learning will finalize space for the following Academic year by May 1st each year.

*Bookings beyond the next Academic year are not available at this time.

Partnership Use:

At times we work closely with other agencies to create partnership agreements for the use of our facilities. Guidelines are determined by the Office of Professional Learning. As we work with outside vendors we ask the following:

  • APS staff/students are in attendance and benefitting from the opportunity provided.
  • The vendor must not charge or be profiting from the event.
  • Typically, attendance should be 60% APS Staff or a commensurate value approved by the Director of Professional Learning.

External Non-Partnerships:

We want to work closely with outside customers to use our facilities. The PLCC can be booked by outside agencies during the school day and after hours and on weekends. Please refer to the Events Space Capacity/Rates through APS facilities.

Please book the space with Debbie Wright or contact facilities at ...

Book room then schedule walk-through - Propose place on the room and conduct a walk-through with Facilities and PLCC Staff.

After booking has been confirmed, facilities can create the contract and the customer will fill out a Final Needs Form* and floorplan diagram, submitted with payment, at least five days before the date of the event (aligned with facility payment policy). This will finalize the customers needs and provide the PLCC team with the information they need to support the event.

Food & Beverage Policies:

Alcoholic beverages are not permitted on any Aurora Public Schools property. Food items and beverages that cause stain damage are prohibited, e.g. red beverages. All catering activities must receive approval from the PLCC and/or the Facilities Rental Office. Please notify the PLCC staff, at least 10 business days prior to the event date, if food is to be delivered to the scheduled event. Food and beverages will be served from the Serving Kitchen. Catering refrigeration is available upon request. Ice and freezer space are not available. All leftover food and beverages are to be removed immediately following the event. Tables, either round or rectangular, and chairs are available. Table linens, silverware, serving dishes and centerpieces are not available.

Triggering Custodial Support:

We recognize the importance of supporting both internal and external customers. If an event has catering for any meal, custodial support must be reviewed by the PLCC Head Custodian, where ultimately additional custodial support may be required. This will allow for proper coverage of an event.

Technology Support Review:

In order to support an event, communication about the technical needs is essential. All event coordinators should contact the PLCC Site Technician at least 2 business days in advance with all technological questions and/or needs to ensure a streamlined experience with the PLCC technology. For External Customers, this process is included on the “Final Needs Form.”

Decoration Policies:

All decorating plans & times must be approved by the PLCC receptionist at least 10 business days before the scheduled event. Please call 303-364-1154. No nails, screws, hooks, staples, straight pins or tracks can be driven into any fabric surfaces, walls, floors, doors, or ceilings. Use blue painters tape or masking tape to adhere materials to glass, metal and wood surfaces. Duct tape is not permissible on any surface. Gluing decorations to surfaces is not allowed. Decorations may not he hung from the ceiling or any technology equipment mounted on the ceiling. Decorations must not interfere with safe passage or evacuation. No open flames or candles permitted (only battery operated candles permitted). Private office spaces are not to be used for storage or decoration. The PLCC and/or the Facilities Rental Office reserve the right to refuse inappropriate decorations.

Weekend Support:

Proposals:

  • Call the APS staff (site tech and custodial) Building Support
  • Implement a technology fee to help support services pay for the building [e.g., flat rate per room projector and microphone i.e. $5-$10]
  • PLCC Head Custodian & Site Technician split shifts as needed to meet the needs of the customer