Internal Events
This site is intended to guide Faculty and Staff of Highline College in the process of coordinating campus facilities and services for an internal event.
Prior to reserving conference space, be sure to review and consider the following:
- Review the Facility Use Policy.
- What space(s) are needed?
- What is the date and time of the event?
- How many people are attending? (Please ensure that you book a space appropriate for the size of your event.)
- What are the events AV needs?
- Is catering required?
- Who is hosting the event? Is it a College Event or a Sponsored Event?
Reservations are granted on a first-come, first-served basis. Event space can be reserved up to 18 months in advance.
Use 25 Live to request and reserve event space
For event catering service please contact Conference and Event Services for further information.
Highline Employees
A Prior Approval Form must be completed and submitted 10 business days prior to the event date. Catering orders without a submitted Prior Approval Form will not be processed.
Alcohol Service
Are you planning to service alcohol at your event? Download the form for policies and approval.
- Please contact Conference and Event Services Staff for Catering Options.
- A Prior Approval is required when placing a catering order. Please follow the steps found HERE
- If purchasing coffee and/or refreshments from the Fireside Bistro, please attach a quote to the prior approval. Prior approval is required 15 days in advance.
Additional Considerations
How would you like the room set up? Basic layout options include Banquet, Theater, Classroom, U-Shape, or Hollow Square. Room setup requests should be submitted at least 15 days prior to your event date. Conference & Event Services will send a reminder and provide you with the deadline for submitting your room set. Please note that we cannot guarantee the requested room setup if submitted less than 15 days before the event. Send the preferred room set including the numbers of tables and chairs you’d like to Conference and Event Services.
What are the AV needs for the event? If there are any basic AV needs such as use of the microphones, presentation tutorials and assistance, or meeting OWL, contact Conference and Event Services.
If you require advanced technical or media support, please submit a ticket request to the ITS Help Desk by the event’s responsible person no later than one week before the event.
If ASL services are needed, contact Access Services.
If video and closed captioning are required, contact (Highline College)Instructional Design.
- Review the Facility Use Policy regarding Sponsored Events.
- Reserve space on 25 Live no later than 6 weeks in advance.
- Contact Conference and Event Services for the “Room Rental Fee Waiver Form”.
- A contract and down payment must be executed between Highline College and the external entity no later than 30 days before the event.
- The hosting/sponsoring department must have a representative present throughout the duration of the event.
If you are using the A-Boards/ Sandwich Boards for your event, please put them back to original storage place. Do NOT leave them on the campus outside the buildings.
Please ensure all trash are in the bins and ensure to vacate the room promptly at the end of your booking time; out of consideration for the next groups using it.
Zoom Webinars
Contact Rachel Collins– Conference and Event Services Manager at least one week before the event date.