EVENT RESERVATION PROCESS

Transcription

1 Sobrato Community Conference Center San Jose: A Place to Build Community The Sobrato Foundation operates and subsidizes its Community Conference Center as a way to advance its community mission and provide general operating support in the form of in-kind meeting space. The Center was developed in 2008 to provide a new multi-purpose training and meeting space that would support place-based organizing and be accessible to all Bay Area nonprofits rent-free. The facility has several outstanding features: Free meeting space in six multi-purpose rooms that can be flexibly configured based on your needs; rooms include state-of-the-art audio/visual equipment and speaker phones A registration area for your meetings as well as a kitchen set-up area Free on-site parking Is conveniently located off of Hwy. 280 close to downtown San Jose providing quick access to the Peninsula and the East Bay corridors Is conveniently located on the Race Street Light Rail stop on the Santa Clara Valley Light Rail system ELIGIBILITY All Bay Area 501(c)3 charitable organizations are eligible to use our nonprofit conference facilities at no charge, on a first-come, first- served basis. All activities must be related to and support the charitable mission of your agency. Commercial, religious and partisan political activities are prohibited and the rooms are not available for use by individuals, groups without 501(c)3 status or that cannot produce a $1M General Liability Certificate of Insurance. A Certificate of Insurance naming Sobrato Foundation, Silicon Valley Community Foundation, Sobrato Family Foundation and The Sobrato Organization and their related entities as additional insured s on Agency s current General Liability Insurance of $1M or more is required before using the facility. You are required to send it to Meetings@Sobrato.org within one week of your reservation confirmation. You are also responsible for signing a Liability Waiver at the beginning of each and every meeting use if your agency does not already have one on file for the current calendar year. EVENT CAPACITY The Center s six multi-purpose rooms were designed to attract groups ranging from 3 to 200 people depending on the room set up and furniture configuration. The full floor plan may be viewed here. For specific meeting rooms capacities, click here. EVENT RESERVATION PROCESS General event reservations for nonprofits-at-large are accepted up to six months in advance of an event on a firstcome, first-served basis on Monday, Wednesday and Friday s from 8 am 5 pm. Tenants of the Sobrato Center for Nonprofit may request space any day of the week, weeknight and weekends. How to Request a Meeting Date 1.) Please visit our online calendar and click on the link at the top of the page that says "Please click here to submit a request." 2.) You will be prompted for a username and password. Please use Sobrato/Sobrato. Logins and passwords are case-sensitive and both should be capitalized as shown. 3.) You will then be redirected to another window where you will be asked to fill in all the required information for your particular meeting (e.g., meeting start & end time, location, organization, Tax ID, meeting details, Page 1 of 16

2 amenities, etc.). Please note: 30 minutes are automatically added to each reservation for setup and cleanup time. Please let us know if additional or less time is needed. 4.) Once you have entered all necessary information click "Send Request" at the bottom of the page. An automatic will be generated and sent back to you confirming that your request has been sent. We will respond to your inquiry within 3 business days informing you of availability and any required documents that may be needed. In order to keep the conference center free of charge, each user is responsible for the complete set-up and tear-down of their event. This may require the lifting or moving of chairs and tables. Please plan accordingly.. NOTE: Only Sobrato Center for Nonprofits Tenants San Jose may use the facility on Tuesday, Thursday Evenings or Weekends EVENT CANCELLATIONS If your agency has a confirmed event date, but then needs to cancel, we request immediate notice by contacting us at Meetings@Sobrato.org or by calling so that we may re-book the room for another event as soon as possible. If your agency does not provide cancellation notice, your agency may forfeit the right to reserve the Center in the future. Meeting cancellations may also occur by the Sobrato Foundation at any time due to unforeseen circumstances. As much advance notice as possible will be given. HOURS OF USE & COST Hours are generally limited to Monday, Wednesday & Friday, 8 am 5 pm Tenants of the Sobrato Center for Nonprofit may request space any day of the week, weeknight and weekends. The Center s multi-purpose rooms are all available rent-free, although any repairs or damages incurred during your meeting room rental period will be billed to your agency directly. ROOM SET UP & USE The facility is a self-service Center meaning that users are responsible for their own meeting set-up and teardown. If you move any furniture for your event, you are responsible for returning it to its original location. No furniture may be taken outside the Center and chairs should not be used to prop open any doors. Your agency may forfeit the right to reserve the Center in the future if the furniture is not returned to its original location. Meetings supplies, other than the amenities that are confirmed for your meeting use by the Conference Coordinator as part of the reservation process, are the responsibility of your organization. For more information, click here. ROOM CLEAN UP All meeting room and hospitality areas, as well as the kitchen (if used by your group), must be cleaned up before your agency leaves the facility. You will complete a User Responsibility Checklist confirming that everything has been returned to its original position and that all areas are ready for the next facility user. The completed form should be left with the Conference Center Coordinator as you exit the building or be left at the front desk if the Community Conference Coordinator is not present or it is after business hours. Failure to complete or leave the form may result in your agency forfeiting the right to reserve the Center in the future. TELEPHONE USAGE Speakerphones are provided in each conference room; however, there are limited outgoing phone lines. Reservations are required to utilize the phone system for conference calls. Please indicate on your Event Request Form that you will be hosting a conference call. Phone usage is limited to local calls only. Page 2 of 16

3 WIRELESS INTERNET ACCESS All meeting rooms come equipped with wireless internet access; however, participants must have a relatively new wireless card in their laptop in order to access the system. AUDIO/VISUAL EQUIPMENT & OTHER AMENITIES The Sobrato Community Conference Coordinator will provide limited equipment support during business hours (Monday, Wednesday & Friday, 8 am 5 pm). Four of the multi-purpose rooms have permanent LCD projectors and screens installed (see descriptions below and the meeting room floor plan here). The other rooms can also be used for presentations, but will require you reserving the Center s portable LCD projector on your Event Request form. The portable projector is available through reservation from the Community Conference Coordinator during the business hours of Monday, Wednesday & Friday, 8 am 5 pm. If you would like to test your equipment prior to your meeting or event, please contact the Conference Coordinator to schedule an appointment time. At no cost, we are happy to provide the following equipment to support your community event (note: you must bring your own laptop): Cupertino Room (Largest Room which may be split by a partition into two smaller rooms): Two built-in LCD projectors which can connect to your laptop (PC or MAC), The projectors can operate together to project the same image, or independently to display different images. Two 8 x 8 projection screens PolyCom speakerphone for teleconferencing (reservations must be made in advance) Courtesy phone Wireless Internet access An additional Ethernet plug is available which you may use with your own Ethernet cable Sunnyvale Room (2 nd Floor): One built-in LCD projector which can connect to your laptop (PC or MAC) One 8 x 8 projection screen PolyCom speakerphone for teleconferencing (reservations must be made in advance) Courtesy phone Wireless Internet access An additional Ethernet plug is available which you may use with your own Ethernet cable Campbell Room: One built-in LCD projector which can connect to your laptop (PC or MAC) One 8 x 8 projection screen PolyCom speakerphone for teleconferencing (reservations must be made in advance) Courtesy phone Wireless Internet access An additional Ethernet plug is available which you may use with your own Ethernet cable San Jose Room: PolyCom speakerphone for teleconferencing (reservations must be made in advance) Courtesy phone Wireless Internet access An additional Ethernet plug is available which you may use with your own Ethernet cable Portable LCD projector available for use (reservations must be made in advance) Santa Clara Room: PolyCom speakerphone for teleconferencing (reservations must be made in advance) Courtesy phone Wireless Internet access An additional Ethernet plug is available which you may use with your own Ethernet cable Page 3 of 16

4 Portable LCD projector available for use (reservations must be made in advance) Los Gatos Room: PolyCom speakerphone for teleconferencing (reservations must be made in advance) Courtesy phone Wireless Internet access An additional Ethernet plug is available which you may use with your own Ethernet cable Portable LCD projector available for use (reservations must be made in advance) If you have the need for audio, web or videoconferencing services, you may make your own arrangements at FOOD & BEVERAGES Food and beverages are allowed in all conference rooms, however, alcohol is not permitted in the building except with prior approval for fundraisers or if specially arranged through the Community Conference Coordinator (be sure to note on your Event Request form if you wish to request special consideration for alcohol to be served). Two snack and soda vending machines are located in the kitchen and items may be purchased from 50 cents to $2.00. There are two small microwaves, a toaster oven, two dishwashers, and a coffee maker with six carafes available for your use along with two catering refrigerators and freezers. Catering is the responsibility of each event user. A list of nearby restaurants and hotels is available for your meeting guests. SMOKING There is no smoking allowed in any inside area of the building. SCCC LOGO FOR EVENT ANNOUNCEMENTS When announcing your event, we suggest that you copy and paste the Sobrato Community Conference logo below on your event or meeting flyer, notice or brochure since it provides the specific address. A map and text directions are also provided below. DIRECTIONS The Sobrato Community Conference Center is located on the Sobrato Center for Nonprofit San Jose campus located at 1400 Parkmoor Avenue, San Jose, CA, The Center may be contacted at (408) Page 4 of 16

5 From Highway 101N or 680N Travel southbound and transfer to 280N. Take the Race Street/Southwest Expressway exit toward Meridian Avenue/Race Street. Turn right on Race Street and then make an immediate left on Parkmoor Avenue. The building is on the left hand side. Free parking is available in the front of the building entering off of Parkmoor or behind the building entering off of Race Street. From Highway 280N Travel southbound on 280. Take the Meridian Avenue exit north. Turn right on Parkmoor Avenue. The building is on the right hand side. Free parking is available in the front of the building entering off of Parkmoor or behind the building entering off of Race Street. Public Transportation Access: The Sobrato Center for Nonprofits is located at the Race Street stop on the Santa Clara Valley Light Rail system. It is approximately 2 miles southwest of the Diridon Caltrain Station in downtown San Jose and 16 miles south of the BART station in Fremont. Visit or for detailed transit routes, schedules and fares. EMERGENCY CONTACT INFORMATION In the event of any building or other emergency (i.e., a flood, earthquake, fire, etc.), immediately contact Property Manager, Rob Paglieri, during regular business hours at and the Conference Center directly at x201. After business hours, please call Page 5 of 16

6 Community Conference Center Floor Plan Page 6 of 16

7 Room Capacities and Layouts Room Capacity Possible Configurations Dimensions Square feet Cupertino Room (Largest capacity; fire code specifies 172 people) Classroom or Theater (all chairs) or Standing Room (Cocktail Reception) 106 X 34 3,574 Cupertino Room Side A (with use of partition; fire code specifies 86 people) Classroom or Standing Room or Theater 53 X 34 1,787 Cupertino Room Side B (with use of partition fire code specifies 86 people) Classroom or Standing Room or Theater 53 X 34 1,787 Campbell Room 14 Board Room 35 X Sunnyvale Room (2 nd floor) 14 Board Room or Classroom 33 X Los Gatos Room (ideal for small meeting or break-out room) Santa Clara Room (ideal for small meeting or break-out room) San Jose Room (ideal for small informal meeting) 4 Board Room 13 X Board Room 16 X Meeting Room 11 X Actual availability may differ depending on other meetings also reserved at the same time as your meeting time; please consult with the Community Conference Coordinator to confirm your specific needs. Page 7 of 16

8 Layouts Possible Configurations for Cupertino Room (without partition) These layouts are just a sampling of those available Theater Style guest chairs 96 guest chairs, 48 tables Classroom Style guest chairs, 60 tables Page 8 of 16

9 Possible Configurations for Cupertino Room (Side A) These layouts are just a sampling of those available 56 guest chairs, 28 tables 40 guest chairs, 20 tables 48 guest chairs, 24 tables Classroom Style guest chairs (available if Cupertino B not in use) 48 guest chairs, 24 tables 24 guest chairs, 24 tables Page 9 of 16

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11 Possible Configurations for Cupertino Room (Side B) These layouts are just a sampling of those available 56 guest chairs, 28 tables 29 guest chairs, 15 tables use) 48 guest chairs, 24 tables Theater Style guest chairs (If Cupertino A not in 48 guest chairs, 12 tables 48 guest chairs, 24 tables Page 11 of 16

12 Standard Configurations of 1 st Floor Conference Rooms Los Gatos Room 4 chairs Campbell Room 14 chairs Santa Clara Room 6 chairs San Jose Room 3 chairs Page 12 of 16

13 Possible Configurations for Sunnyvale Room (2 nd Floor) These layouts are just a sampling of those available 14 guest chairs, 7 tables 14 guest chairs, 6 tables 13 guest chairs, 7 tables 14 guest chairs Page 13 of 16

14 Standard Configuration of Kitchen and Patio 80 guest chairs, 20 tables in Kitchen Page 14 of 16

15 Local Restaurants Price Key $ under $10 $$ $11-30 $$$ $31-60 $$$$ Above $60 Habana Cuba Cuban Dine-In, Take-Out, Catering and Delivery $$ 238 Race St., San Jose, CA (408) Proximity: 0.6 miles Jake s of Willow Glen Pizza, Sandwiches Dine-In, Take-Out, Catering and Delivery $$ 1074 Lincoln Ave., San Jose, CA jakesofwillowglen.com (408) Proximity: 0.7 miles Aqui Cal Mex Grill Latin, Mexican Dine-In, Take-Out and Catering $ 1145 Lincoln Ave., San Jose, CA (408) Proximity: 0.9 miles Il Fornaio Italian Dine-In, Take-Out and Catering $$ 302 S. Market St., San Jose, CA (408) Proximity: 1.7 miles The Grill On The Alley Steakhouse, American Dine-In, Take-Out and Catering $$$ 172 S. Market St., San Jose, CA (408) Proximity: 1.7 miles Boston Market American Dine-In, Take-Out and Catering $ 1554 S. Bascom Ave., San Jose, CA (408) Proximity: 1.8 miles Sonoma Chicken Coop American Dine-In, Take-Out, Catering and Delivery $$ 31 N. Market St., San Jose, CA (408) Proximity: 1.8 miles Tandoori Oven Indian/Pakistani Dine-In, Take-Out $ 150 S. First St., San Jose, CA (408) Proximity: 1.8 miles House of Siam Thai Dine-In, Take-Out $$ 151 S. Second St., San Jose, CA (408) Proximity: 1.9 miles Hawg s Seafood Bar Seafood Dine-In, Take-Out $$ 150 S. Second St., San Jose, CA (408) Proximity: 1.9 miles *The Sobrato Community Conference Center San Jose is located 2.5 miles from Westfield Shoppingtown Valley Fair and Santana Row, which includes numerous shops, restaurants and a movie theater. Page 15 of 16

16 Local Hotels Arena Hotel 817 The Alameda, San Jose, CA (408) Rates: $ Proximity: 1.4 miles Crown Plaza Hotel 282 Almaden Blvd, San Jose, CA (408) Rates: $ Proximity: 2.8 miles The Sainte Claire 302 South Market St., San Jose, CA (408) Rates: $ Proximity: 1.7 miles San Jose Convention Center Marriott 301 S. Market St., San Jose, CA (408) Rates: $ Proximity: 3.0 miles *The Sobrato Community Conference Center San Jose is located 2.5 miles from Westfield Shopping town Valley Fair and Santana Row, which includes numerous shops, restaurants and a movie theater. Page 16 of 16