Room+Reservations+and+Guidelines

**RYAN ROOM RESERVATION GUIDELINES AND FORM**

**Room Reservation Form**

Click for form.

Submit form to Alberteen Laws (ALAWS@houstonisd.org) or fax to 713-696-7650. ******************************************************************************************************* **Use of Ryan Professional Development Center** 4001 Hardy (77009) *** 713-696-0600** * 713-696-7650 fax **RYAN PD CENTER - ROOM RESERVATIONS GUIDELINES** A/V Equipment Signs Vending Machines Coffee (Internal - PSD staff and events) Kitchen
 * ** Area ** || ** Guidelines ** ||
 * ** Reservations ** || * Complete the room reservation form and submit via email of fax (713-696-7650).
 * Acknowledgment of room reservations are provided (via email) within the business day of receipt.
 * Reservation response/confirmations are provided via email within 1-3 business days. If there is an urgency for earlier response, please email MEVANSSM@houstonisd.org and ALAWS@houstonisd.org. Emails are sent to the employee requesting the room and event contact person.
 * Room reservations are assigned on a first-come-first-serve basis.
 * On infrequent occasions, room reservations are ‘bumped’ for District priority events. If this occurs for clients with current reservations, PSD Assistant staff collaborate with you to reserve another room at Ryan or suggest other available training locations. ||
 * ** Custodial and Facility Services ** || * Custodian services are only provided to set-up room and provide cleaning services.
 * If room or restrooms need servicing, contact the PSD Assistant at the receptionist desk (A Building)
 * Dollies are limited and may not always be available to transport materials (i.e. vehicles to the room). If you will need delivery support for large amounts of materials, please note in the Comments section and indicate the time assistance will be needed.
 * SATURDAY Training – If reserve building on Saturday for event, custodial overtime payment may apply. ||
 * ** Materials ** || * **ALL event materials, copies, manipulatives, etc. must be provided by the trainer or event organizers.**
 * Tool kits (and tool kit materials) are not provided in training rooms.
 * A chart stand is available in each room; however, the chart tablet and markers are not supplied. Provide the chart tablet and markers if needed.
 * If you expect a delivery of materials, please note in the Comments section and indicate the vendor (if applicable)
 * Dollies are limited and may not always be available to transport materials (i.e. vehicles to the room). Please prepare to have a method to bring in your materials.
 * If you will need delivery support for large amounts of materials, please note in the Comments section and indicate the time assistance will be needed. ||
 * ** Room Set-up ** || * Based on your request, the custodial staff will set-up the room before your prep start time
 * Time frame should include set-up and close-out time
 * __NOTE __: If set-up the day before is needed, reserve the room the day before for this purpose. ||
 * ** Technology and A/V ** || * Technology staff provide technology set-up/check-in and trouble-shooting support only.
 * If you need support during the day, contact the PSD Assistant at the reception desk (A Bldg.).
 * Based on your request, the technology rep will set-up the room before your prep start time
 * If you would like to check equipment prior to training day, indicate a date and time in the comments.
 * Indicate if you will play videos, access internet, or have other equipment needs. ||
 * ** Registration ** || * Each department should arrange for their registration process and to have appropriate staff on hand to greet participants.
 * The department eTRAIN PAD (if applicable) should set-up event, monitor attendance, print sign-in/out sheets, and collect sign-in/out sheets to close the course. ||
 * ** Internet Access ** || * Guest wireless access is not available
 * Guest must connect to Ethernet jack (upon approval with room reservation request).
 * Ethernet cords can be requested in the Comments of the room reservation form.
 * Log-in Username:__student01__ and Password: __password__ ||
 * ** PARKING Capacity ** || * Ryan has a total of 141 parking spaces:
 * - 27 spaces in the small lot
 * - 114 in the large lot with 5 handicap
 * Ryan has approximate parking on the perimeter (Finch, Terry, Shelby) for 50 cars.
 * __Do not__ park on the street on Hardy.
 * Cars should not park close to the fire hydrant or curbs (HPD will ticket). ||
 * ** Training rooms ** || Each training room comes standard with tables and chairs set in classroom style with:
 * Data-projector, laptop, speakers
 * Document Camera
 * Microphone system
 * Podium (in Auditorium) for presenter
 * Chart stand (NOTE: Provide chart tablets and markers)
 * Presenter table at front with 2 chairs
 * Registration table (small pencil table)
 * PSD facility will post the list of training/events and room assignments each day
 * Signs can be posted on the training room door by presenter ||
 * ** Service ** || * If you need any service, contact our reception desk - 713-696-0600 (ext. 301)
 * Alberteen Laws, Set-up support; Registration (eTRAIN) support
 * Stephanie Nuncio, IT support
 * Darline Alexander, Plant Operator ||
 * ** Food ** || * Ryan PD Center (Alberteen Laws) can provide a list of restaurants in the area to provide to your participants. There are enough eateries for participants to have a 1 hour lunch break and return for afternoon.
 * PSD team can provide tables in rooms for refreshments if provided by Curriculum. Specify the information about food quantity and delivery times/vendor.
 * Soda vending machines carry soda variety and water
 * Sack vending machines carry assorted sweet, salty, and other snacks.
 * PSD has coffee pots that may be used upon request (2 days in advance of session) by the PSD staff member and upon availability.
 * PSD Assistants can access the coffee supplies (grains, cups, napkins, sugar, etc.) once approved. Presenter/Team secretary must prepare coffee.
 * Custodians can place coffee pots in the room before and return to the kitchen after event. The presenter/Team PSD Assistant must clean-up training area (including returning extra coffee supplies to appropriate storage area). Provide information to the custodial staff of items for disposal.
 * Ryan PD Center does have a Kitchen in the back of the Auditorium with a refrigerator, microwave, and ice machine. Be aware that the kitchen is attached to the training room and may not be available if the Auditorium is in use as a training room. ||
 * ** Clean-Up ** || * Presenters and/or Event contacts aer responsiblie for removing all traiing materials, turning-off all A/V equipment, removing all charts/chart papers on the walls, etc.
 * Ask your participants to clean their personal learning area (to remove trash and place in trash cans) and place their chairs under the tables.
 * General cleaning is handled by the custodial staff.
 * Notify the custodial staff (or Building A Receptionist) of items for disposal/removal. ||