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Rice might be a no-go (see messages below). We can probably still include them, but note on the proposal that they are changing policies which might affect using them as a venue. If we win the bid for hosting, we should know after September if Rice is still an option. That should leave plenty of time to use one of our other proposed venues. At the HostYetAnotherPerlConferenceBOF (at this year’s YAPC), they mentioned that they’re flexible. If we say Rice is our top choice, but something happens and we are not able to use Rice, that’s fine as long as we have somewhere else that we can use. Although, after receiving the message from Colleen, Rice will probably not be a top pick.
-----Original Message-----
Dear Jeremy: I checked with the Lue (pronounced Lou) Vega, the reservationist, for the Student Center for the dates you mention. The June 18-22 dates are available at this time. You many wish to call her and talk to her about your needs. 713-348-3778. Rice rents the Student Center out all the time.
There is, however, a problem that you should consider. If there is a department sponsored conference or event, you would lose your booking as Rice projects would take preference. And, because you are requesting the use of the dorms and IT services, this request is also problematic because we are in the process of forming new policies regarding summer programs in general. These policies would affect what services and spaces would be available during the summer to groups outside Rice, including the availability of dorm space for non-Rice sponsored conferences. I would suggest you wait a bit and/or consider alternative spaces.
Thanks for your patience. Essentially, we are having a brief moratorium on decisions on Summer 2007 programs and conference requests. But, if you still decide you want to try to use Rice as a conference venue, let me know. And, I'll let you know when the policies are decided. We are aiming for a mid to late Sept. decision and polices for summer programs and conferences.
( I am copying Rick Peterson (IT) and Mark Ditman (Housing and Dining). Best wishes, Colleen
Colleen F. Morimoto Office of the Provost - MS 2 | Rice University | 713.348.8202 | 713.348.5971 (fax)
On Jul 21, 2006, at 8:09 AM, Jeremy Fluhmann wrote:
Dear Colleen,
Thank you for the quick response. I appreciate your help with this. The dates being considered are three days for the conference during the week of June 18th - 22nd, or June 25th - 29th. We would prefer either a Mon-Wed, or a Wed-Fri. The dates are flexible, but those are historically the dates of the conference.
We've considered utilizing the Student Center as an option with the Grand hall for the main assembly (400 lecture capacity) and Sammy's and Willy's Pub for the other tracks, but I wasn't sure this was the best option.
Yes, we would also need IT services. Would I be able to Rick Peterson to get an idea of pricing? The main stage that we're at now is writing the proposal to host the conference in Houston. It will be submitted by August 1st, with an announcement of the winning bid around Sept. 1st. Dates and venue are flexible, so if Rice is an option, I mainly need to be able to detail costs and options in the proposal. This year's conference budget total was $40,000, but much of it was due to a large amount of sponsorship. If the Shepherd School 'might' be an option, I can give you a more accurate budget number (~$10k-$15k without sponsorship) and we can see if our budget can afford it. If the Student Center seems like it might be a good option, please let me know.
Again, thank you for your help!
Jeremy Fluhmann
From: Colleen
Morimoto [mailto:[EMAIL PROTECTED]] Dear Jeremy: Rice is looking at a new system/plan for coordinating summer programs, but in the meantime, I'll try to help you. First of all, please let me know your preferred dates for your conference and the purpose. We are very pressed for space during the summer due to grant-related outreach programs, teacher training programs, and other outreach activities. Also, summer is the time when we do major repairs and upgrades to the classrooms.
I'll have to investigate if we even have an auditorium that would accommodate your large group. The Shepherd School has a big auditorium, 800+ capacity, but it is very expensive to rent because it's a performance venue. Depending on the dates, housing and dining might be able to provide dorm space for you, and we do have catering services on campus, although it is small and easily overwhelmed. Unfortunately, classrooms that would accommodate 50, 75 or 250 are very few. Would you require IT services? I believe you know Rick Peterson.
So, as a start, please tell me your dates.
Best wishes, Colleen
Colleen F. Morimoto Office of the Provost - MS 2 | Rice University | 713.348.8202 | 713.348.5971 (fax)
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