Scheduling

Event Request Form

Please complete this form if you would like to use space in Smith Memorial Student Union (SMSU), Viking Pavilion, Hoffman Hall, or other space scheduled by Conferences & Event Services. Submission of this form does not guarantee space is available or reserved for your group. Conference & Event Services will process your request upon receipt and contact you within 3 business days to inform you if space is not available or with confirmation of your reservation. If you have any questions, or would like assistance completing this form, please contact the Conference & Event Services Office at: 503-725-2663, or via email: conferences@pdx.edu.

Requests to reserve space from CESO must meet the following requirements:

• Requests for meeting room space must be made through the Conference & Event Services Office (503-725-CONF, conferences@pdx.edu) via the Conference & Event Services Event Request Form on the department website (https://www.pdx.edu/student-union/policies-formsrates).

• Completion of the CESO Event Request Form for student and affiliate organizations, and PSU Departments will require at least 20 business days in advance prior to the scheduling of outdoor, large, and marquee event venues.

• External user space requests will require at least 25 business days in advance prior to the scheduling of outdoor, large, and marquee event venues.

“Business days” are defined as Monday through Friday 8:00AM - 5:00PM, excluding state holidays. Advance notification is not required when facilities are used for educational programs, departmental meetings, or for those events which do not require security. Once an event request has been processed, a confirmation will be sent to the client. Event space is not secured until CESO generates an official event confirmation with corresponding reservation number. Submitted requests do not constitute a confirmed reservation.

Browse Smith Availability

• Visit http://www.ems.aux.pdx.edu/EmsWebApp/BrowseEvents.aspx

• Click the “Add Filter” button and select "Locations" from the drop-down menu

• Select "Smith Memorial Student Union" and click “Update Locations”

• View the daily, weekly and monthly list of events in Smith by time, event name, location and hosting organization.

Tabling in Smith

Conferences & Events Event Inquiry Form FY18

Please fill out the Conferences & Events Event Inquiry Form FY18 in order to schedule a day and time to table in the Smith Memorial Student Union.

NOTE: Tabling in Smith is available to internal PSU entities. External organizations must receive approval through Portland State Conference & Event Services Office.

Food Service

Catertrax: Order Catering Online

• In accordance with PSU’s Food Service Agreement, PSU Eats (503-725-4339, psucaters@pdx.edu) is granted the exclusive right to operate and provide daily and catered food services to the following PSU premises: Smith Memorial Student Union, Ondine, Meetro, Viking Pavilion, and the University Place Hotel. Any events within these premises seeking an exception to PSU Eats exclusivity rights must complete a food waiver at least 15 business days prior to their event. Events occurring outside of these premises must comply with the requirements of the venue. NOTE: A room reservation is required prior to ordering catering.

Food Carts

• CESO does not reserve or approve food cart requests. All event related food carts and outdoor food vending must be approved and contracted through the Campus Planning Office.

Food Waivers

• Food Waiver Request Form

• Food waivers will be considered for approval if they meet any of the following criteria:

1. The food or beverage that is being provided is a 100% in-kind donation from the caterer, restaurant, and/or purveyor. Applicant is required to provide documentation from the donor prior to the event.

2. Food is relevant to the cultural and/or religious nature of the event and authentically represents the ethnic/religious food traditions of the organization/s, (e.g., the Thai Student Organization, serving Thai food at the Thai New Year event).

3. PSU Eats is not able to meet the food preparation requirements (e.g. Halal, Kosher, etc.).

• To be considered for approval your request must meet the following criteria:

1. The request is submitted a minimum of 15 business days prior to the event date. Conference and Event Services Procedures 14

2. You can provide documentation as per requested in this form of the food provider's insurance and catering license. The only events not required to either use PSU Eats in the defined premises or complete the food waiver process are defined as follows:

• Small potlucks: Private meetings that are exclusive to the organization booked in small conference rooms (as defined by CESO Facility Use Procedures, 20 people or less) where the attendees bring food to share with the other meeting attendees.

• Brownbag meetings: Meetings where attendees bring food exclusively for their own use.

• Bake Sales: Sales of baked goods for fundraising purposes. All bake sales are limited to baked goods and must prominently display a sign with the following message: "Food served at this location may not have been inspected by Multnomah County Environmental Health." All other events not using PSU Eats for their food service in one of the defined premises must complete the food waiver form and receive an approved waiver. Student Groups must meet with their advisor before beginning this process.

Beverage Service

• Alcohol Request Form

• All alcohol service must be approved by PSU in the form of a completed and signed digital Alcohol Request Form https://orgsync.com/63311/forms/68674. All requests for approval must be submitted to the Office of the VP-FADM no less than 15 business days prior to the event. Individual departments may require additional approvals or impose additional restrictions on the serving of alcohol. If a department requires additional approvals, such approvals shall be obtained prior to submitting a request. To be approved, all alcohol service must adhere to the following:

• IDs can be checked at the door if all attendees are over 21 years of age, or they can be checked at the bar at time of service. ID checks can also occur at a physically segregated location within the event that is the area designated for alcohol consumption. Only individuals of legal age will be admitted to the area designated for alcohol consumption.

• All food service at events serving alcohol must comply with OLCC regulations. There must be a substantial amount of food provided if alcohol is to be served and must be provided throughout the course of the event. If the food runs out, or is not deemed substantial by the catering manager, alcohol service will be discontinued. Event organizers should work closely with PSU Eats to understand the substantial requirements.

Audio Visual Support

The Campus Audio Visual Event Team (CAVET) supports a multitude of meetings, conferences, and other events on Portland State University’s campus.

CAVET provides the following services:

• Audio amplification and recording

• Projection equipment

• Lighting equipment

• Student and staff technicians

• Teleconferencing

• Event videography and live streaming

Our student technicians set and strike equipment prior to and after your event. CAVET technicians are onsite to support proper operation of the reserved AV equipment.

Contact CAVET

• Email: cavet@pdx.edu

• Phone: 503-725-9126

• Location: Smith Memorial Student Union (SMSU) 330

Ordering AV equipment

Follow these steps to order AV equipment for your meeting, conference, or event:

1. Reserve the event space with Conferences and Events, the University Place Hotel, or the space manager.\

   • • • • For large events such as conferences, organize a pre-event meeting with Conferences and Events, CAVET, Portland State Professional Sound, Box Office, and Catering.

2. Email cavet@pdx.edu at least five business days prior to your event. Reservations made fewer than five days before an event are subject to a 25% late fee.

   • • • • Provide the reservation number, date, run time, and location of the event. Consider sound check, rehearsal time, set up time, and access to the space.

         • List the desired equipment. Consider audio amplification and projection equipment.

You will receive a confirmation once CAVET determines your needs for the event.

Cancelling reservations

Reservation cancellations must be made at least 48 hours prior to an event to qualify for a refund.

Box Office Event Ticketing

Any event by a PSU Department, SALP Recognized Student Organization, or SALP Affiliated Student Organization is required to use the PSU Box Office for all ticket sales and distribution. External Organizations are required to use the PSU Box Office unless granted an exception from this procedure or they utilize the buy-out option. This rule does not apply to conference registrations which are the responsibility of the event organizer.

To set up event ticketing through the Box Office, please use the Google Form Event Submission forms and contact the Box Office with questions.

For help with student events, PSU departmental events and external events:

Deb Scott, Box Office Manager

• Email: scottd@pdx.edu

• Phone: 503-725-5613

For help with athletic events:

Martha Shean

• Email: myshean@pdx.edu

• Phone: 503-725-5618

Event Childcare

Little Vikings Special Event Care Are you in need of childcare for your special event or conference? Little Vikings has 3 options for you:

• Option 1: Childcare is care provided near your event space. This option is usually more easily accessible for participants. Little Vikings will bring supplies and activities for the children.

• Option 2: Childcare provided at Little Vikings. Little Vikings can open for special events outside our regular business hours. The center would be opened only for your event participants. Cost for this service is outlined below. The maximum number of children Little Vikings can accommodate is 8 children ages 6 weeks to 36 months, and 7 children ages 3 to 12 years (15 max ).

• Option 3: Event attendees can individually reserve care through Little Vikings during Little Vikings regular business hours, from 7:45 a.m. - 7:30 p.m. Monday through Thursday, and 7:45 a.m. to 5:00 p.m. on Friday. The attendees would be responsible for paying for care in advance through our online registration system. Unfortunately, there is often no space available for children ages 0 to 3 at Little Vikings, especially mid-day.

Little Vikings is a licensed childcare center. Care provided inside the center is provided under this license. If you choose care provided in Smith Memorial Student Union, care will be provided by staff from Little Vikings. All staff have had cleared background check and received specialized training in first aid, CPR, recognizing and reporting child abuse, and food handling. They are experienced in working with young children, and will provide a safe, fun atmosphere for the children. We can also offer programming themed to the event the parents are attending, if you wish.

If you would like to schedule childcare for your event or conference, please contact Little Vikings at 503-725-8800 and ask for Amy Bouie or Marisol Barca. You can also email Little Vikings at lvikings@pdx.edu.