Brookhaven College Geotechnology Institute

Room Reservation Process 2014-2015

All college and district employees are invited to book events at the Miles Building by contacting Curt Capetillo at cCapetillo@dcccd.edu or call 972-860-4725. Electronic reservations are not accepted without a prior consultation. Please note that the fall semester is the busiest term at the Miles Building, so space may be very limited during this period.

When contacting Curt, plan to provide the following information.

  • Official date and time of the meeting
  • Expected attendance
  • Meeting coordinator’s name, phone and email address
    NOTE: If you are booking the room for an external group or individual, Curt also will need the contact information of the external person primarily responsible for the meeting logistics.
  • Layout or room configuration you are requesting
    The Miles Building offers standard room arrangements for meetings including boardroom, round table, auditorium, and learner style layouts.  Please visit http://www.brookhavencollege.edu/programs/geotech/Pages/floorplan.aspx to view the room layouts. If the meeting requires a special setup, the meeting coordinator must provide a diagram at the time of booking. Although every attempt will be made to accommodate all meetings and room layouts, some days may be booked with limited setup options available.
  • Larger events must provide liability insurance. If a campus rental fee is necessary, Curt will initiate the process.
  • 24 hour cancellation notice.

Employee and student associations (i.e. internal reservations) are generally subject to a 60-day out rule, which means these events can be scheduled 60 days before the actual event date. An exception can be made if the event is hosted annually at the college. A DCCCD employee must be present for all student organization room bookings for the duration of the meeting.

Once the reservation is confirmed through Curt the contact person for the meeting can expect an email from Venus Bullard within two working days of the initial booking. Thereafter, Venus will confirm the room layout, send a preferred caterers list, green catering guidelines and coordinate any pertinent details before the meeting is set to take place. If a tour of the facility is necessary, an appointment can be initiated at this time.

Melanie Gamble, director of the BCGI, will continue to book industry events directly and coordinate the facility usage with Curt Capetillo.

Event Information
Title
Date
(ex: m/d/yy - 3/16/15)
    Start Time (ex: 9:15 a.m.)     End Time (ex: 3:45 p.m.)
Room preparation requires one hour before and one hour after the event.
Planned number in attendance
Contact Information
Contact Person
Title
Company
Division/Department
Address Line 1
Address Line 2
City
State/Province
Country
Zip/Postal Code
Email
Telephone
(numbers only - ex: 9728604862)
FAX
Room Choice
Please indicate your first choice of room and, optionally, your second choice. If your plans include break-out sessions requiring more rooms, please submit a separate request form so that the break-out time can be differentiated from the overall event.
Room Occupancy First Choice Second Choice
Boonesville, H125 75-250
Spindletop, H126 25-90
Yates, H104 10-32
Mexia, H129 1-28
GeoLab, H105 1-25
PC Lab, H113 20
PC Lab, H112 10
Lobby  
Room Setup
Please indicate the type of room setup needed.
Setup Description
Boardroom closed square
Classroom chairs and tables
Reception chairs around perimeter
Round Tables six chairs per table, only available in Room H125 and Room H126
U-shaped 1 chairs on the outside
U-shaped 2 chairs both in- and outside
Theater chairs only
Other
Speakers
Will you need a speaker area?
 Yes     No     Undecided
If yes, what type of setup will you need?
 Podium     Table - How many will be seated at the speaker's table? 
Food and Beverages
Will food or beverages be served?
 Yes     No     Undecided
Would you like us to email a list of caterers to you?
 Yes     No 
Special Instructions
Enter Text Below
    
Click the submit button to send your room request to Brookhaven College Geotechnology Institute.