Fillable Polaris Hall Reservation Request Hours of Operation: M-F (United States Air Force Academy)

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Polaris Hall Reservation Request Hours of Operation: M-F (United States Air Force Academy)

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Polaris Hall
Reservation Request
Hours of Operation: M-F 0730-1600
Closed Weekends & Federal Holidays
Fill out the form then hit the "Submit Form" button below.
Event Name:
Event Date:
Sponsoring Organization:
Affiliation: USAFA DoD Civilian/Other
Civilian/Other*:
*External (Civilian/Other) and some USAFA events may require approval from USAFA/A3O (see page 2).
Event Start Time:
Event Set-Up Time:
Event Stop Time:
Event Clean-Up Time:
Description: Please be as detailed as possible.
# of Guests (Approx.):
Handicap Guests? Yes No (if yes, see page 2)
# of Distinguished Visitors:
DV Parking? Yes No (if yes, see page 2)
Names of DVs:
Do Guests Require Base Access Outside Cordon Hours? (5:30 a.m.-10:00 p.m.) Yes No (if yes, see page 2)
Is Media Coverage Expected (e.g., Press Conference, Social Media, etc.)? Yes No
POC (1): Rank/Name; Phone Number; Email
POC (2): Rank/Name; Phone Number; Email
Facility(s) Requested: please check all requested rooms
Note (1): Any deviations from the standard setup are the responsibility of the POCs listed above & sponsoring organization.
Note (2): POC listed is resposnible to provide clean-up team following the completion of event.
Main Forum
East Seminar Room
West Seminar Room
Collaboration Rooms
Stadium Seating
- Standard Arrangement
- Seats ~200
Round Tables
- Requires 2 hours of setup time
- POC must provide manpower
- Up to eight (8) tables
- Seating for up to 56
- Generally used for formal functions
**No Food or Drink**
Round Tables
- Standard Arrangement (63)
- Nine (9) tables
- Seven (7) seats per table
- Max Arrangement (84)
- 12 tables
- Eight (8) seats per table
Stadium Seating (100)
- Requires 1 hour of setup time
- POC must provide manpower
- In Rows
Round Tables
- Standard Arrangement (63)
- Nine (9) tables
- Seven (7) seats per table
- Max Arrang
ement (84)
- 12 tables
- Eight (8) seats per table
Stadium Seating (100)
- Requires 1 hour of setup time
- POC must provide manpower
- In Rows
East Atrium (Only)
A: Backlund/Brims
B: Chilton
C: Johnson
D: Class of ’67
E: Class of ‘91
West Atrium (Only)
F: Berry
G: Class of ’90
H: Disoway
I: Denend
J: Taylor
All Collaborations Rooms
**No Food or Drink**
Will you contract catering? Yes No If ‘Yes’,
provide vendor name (recommended list on page 2)
Vendor Name:
Will alcohol be served at this event? Yes No If ‘Yes’, see page 2
Mission Briefs and Tours
*Must be coordinated with HQ USAFA, USAFA Endowment, Association of Graduates, or USAFA Mission Element (ME) through the CCLD
Chief, Strategic Communications (719.333.8460) | Julie.Imada@usafa.edu
Mission Brief: Yes No N/A
Tour: Yes No N/A
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Submit Form
Polaris Hall
Reservation Request
Hours of Operation: M-F 0730-1600
Closed Weekends & Federal Holidays
ccld.events@usafa.edu
The following notes are for POCs responsible for coordinating events at Polaris Hall.
External Events: HQ USAFA/A3O is responsible to de-conflict all major events on USAFA. All civilian outside
organizations and some significant non-institutional USAFA events will require approval/vetting through the USAFA
HQ/A3O office. In addition to coordination with USAFA/A3O, external ‘For Profit’ organizations must also
coordinate with USAFA/A4 (719.333.8718). To request an event through A3O you can use the following link:
https://docs.google.com/forms/d/e/1FAIpQLSd1rVQ8BzYdpdVViCNX9jGkZyvPJ2t7aMhh0zLq1m1o1bwalw/viewform
Cordon Hours: USAFA’s established cordon (visitor) hours are from 0530 to 2200. If the event requires guests to be
on the installation outside of cordon hours the POC will be responsible to submit an Entry Authorization List (EAL)
through the 10
th
security Forces Squadron (SFS).
Distinguished Visitors (DVs): If DVs are expected to be in attendance your event you must coordinate with the
USAFA HQ Protocol Office (DSP) by emailing dsp.support@usafa.edu. On USAFA, DV status is afforded to O-7 and
above or individual designated by sponsoring military element.
DV Parking: If parking is required contact the protocol office for assistance in developing a parking plan. Once the
Protocol Office approves parking plan you’ll want to send the plan to Ms. Jeanne Hollander at
Jeanne/Hollander@usafa.edu or call 719.333.2710.
Catering: The POC or designated representative is responsible for contracting with the caterer. If the caterer is not
located on USAFA, the POC must coordinate access to USAFA with the Northgate (333.7365). The POC must
coordinate access through ECP-3 (‘Charlie 3’) to park in the loading zone in front of Arnold Hall; access can be
coordinate through USAFA/A8P or 719.333.3668.
Recommended Caterers on USAFA:
- Falcon Club, Ms. Heidi Jacobson, 719.333.8189 or Heidi.Jacobson@us.af.mil
- Eisenhower Golf Course, Ms. Daisy Hall, 719.333.2606, ext. 1005) or Daisy.Hall@us.af.mil
• Alcohol Policy: IAW AFI 34-219, Alcohol Beverage Program, Para 2.1.8, if alcohol is being served the POC
must use the 10th Force Support Squadron (FSS) and must also coordinate approval through the
installation commander or designated authority (10 MSG/CC). Following approval, the POC should contact
the Falcon Club at 719.333.8189 or HAPS Bar at 719.333.3908.
Alternate Event Venues on USAFA:
• Arnold Hall: 719.333.2710/2750 (Only for cadet activities and mission needs for USAFA permanent party
members)
• Falcon Club: 719.333.8189
• HAPS Bar: 719.333.3908
• Theater (Arnold Hall): 719.333.2721
• Eisenhower Golf Course: 719.333.2606, ext. 1005
• Cadet Lodge: 719.333.1539
• Planetarium: 719.333.3361 or planetarium@usafa.edu
• Doolittle Hall: 719.472.0300
Venue Description
Main Forum
• Standard stadium seating for 164
• Orchestra boxes seat 30 comfortably
• Large screen for presentations
• Presentations consist of PowerPoint and other windows-based platforms on CCLD’s
in-house device
• Wi-Fi
• Ideal for large assemblies (e.g., commander’s calls, conferences, promotions,
retirements, etc.)
Seminar Room
• Two seminar rooms (East and West) Standard setup seats 63 (9 tables of 7)
• Max capacity is 100 Overhead projector on presenters device
• Large 120” screen
Teleconference available
• In-floor power outlets and Ethernet
Wi-Fi
• White Board
• Ideal for mid-size groups (e.g., planning meetings, training sessions, etc.)
Collaboration Room
• 10 collaboration rooms Wi-Fi
- 8 rooms with two screens; seats nine (9)
- 2 rooms with four screens; seats six (6)
• Connection is made via presenters device
• Table provides power outlets, Ethernet, and HDMI
• Ideal for small working groups or individual
Director’s Conference Room
• Seating capacity: 40 Wi-Fi
• 70” screen for presentations
White Board
• VTC capable with three cameras
- Global Video System (GVS) and DISA/.MIL
• Table provides power outlets, Ethernet, and HDMI
• Teleconference
• Ideal for executive-level meetings and training session
East Terrace Conference Room
• Seats up to 10 at table
• Mid-size display screen for presentations
• Table provides power outlets, Ethernet, and HDMI
• Wi-Fi
• White Board
• Ideal for small meetings/working groups
Distinguished Visitor (DV) Suite
• Private seating area
•
Separate office to conduct business
•
Kitchenette (fridge, microwave, sink)
•
Private bathroom
•
Mid-size display screen for presentations
•
Wi-Fi
• Ideal for presiding officer and other special guests
Polaris Hall
Reservation Request
Hours of Operation: M-F 0730-1600
Closed Weekends & Federal Holidays
ccld.events@usafa.edu
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Completed 24 July 2020

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