Procedure:    Center for Meeting and Learning:  Scheduling an Event
Department:    Conference and Culinary Services
Contact:           Brian Kelly , 463-5672                 kellyb@lanecc.edu

The Center for Meeting and Learning (CML) is available to Lane Community College administration and departments.  Because the CML is responsible for generating revenue that covers all direct costs, a usage fee is charged for all events and services. The catering menu, audio/visual services and lay-out of the conference facility are available on the CML website at www.lanecc.edu/cml.

Internal Users and Co-sponsored Events

Internal users pay a discounted rate based on the following criteria:

Internal room rates are billed at 60% off standard rates.  Click here for current internal Room Rates.

Co-sponsored events are also billed at a reduced rate.  Co-sponsored events are defined as events where part of the the event is being funded by Lane Community College and part is being funded by an external source.

Scheduling an Event

1. To book an event, call the Event Coordinator at 463-3511 or e-mail the event information (date, time, approximate number of guests, catering requirements, desired room layout and room preference if known) to: cml@lanecc.edu. Note: In order to avoid a late charge, catering services must be ordered two weeks before your event.

2. Once the phone call or e-mail is received, the requested date, time, and room preference will be checked for availability.

3. If the space is available, a tentative Event Detail Sheet will be generated outlining the time and date of the event, room number(s), equipment needs, catering order and estimated cost. The form will be sent to you via e-mail.

4. After reviewing the detailed reservation, in order to confirm the event, you must send an ICO or Foundation Check to cover all charges via intercampus mail to the Center for Meeting and Learning. Upon receipt, the event will be confirmed and can be viewed on Lane’s Web Viewer.

5. An Event Confirmation will be sent to you via e-mail and the Event Coordinator will contact you to further detail your event as far as two weeks out from your event. If after sending in the ICO or Foundation Check, you do not receive a confirmation of your event within a week, please contact the Center for Meeting and Learning at 463-3500.
 

Cancellation of an Event

Events cancelled 31-45 days prior to a scheduled event will be assessed a charge of 25% of the room fee.  Events cancelled 15-30 days prior to a scheduled event will be assessed a charge of 50% of the room fee.  The total room cost is assessed for notice of 14 days or less.

For events with catering: If event is cancelled 2 business days or less prior to the event, client will be subject to 100 percent of the total cost of room, food and beverage.

Room Assignment

Every attempt will be made to provide the room requested.  Room assignments are made according to the guaranteed minimum number of guests anticipated and the type of room set required.  We reserve the right to change room reservations to best utilize the facility.