Catering

Request Form must be turned in a week in advance. Pick up in Dining Hall or download Catering Request Form, fill out on your computer and print out. Turn in completed form to Dining Hall manager or place in OES Food Services mailbox.

What Buildings and Grounds does to Support Events:

• Unlock buildings and rooms prior to events, lock afterward.
  
• Deliver and set up portable furniture.
  
• Clean areas before and after events, supply extra garbage receptacles.
  
• Set up Public Address systems.
  
• Provide parking & traffic direction.
  
• Help plan electrical power distribution.
  
• Assist with other aspects of event preparation and set up as arranged.

Who to Contact:

• , Administrative Assistant: 503-768-3162
  
• , Plant Manager: 503-768-3161
  

Things You Need to Know/Frequently Asked Questions

We will help you anticipate these needs and concerns, but it will help your planning process if you are aware of the following:

• Request Format: We prefer that you use our Special Event Set-Up
• Request Form. It asks most of the pertinent questions. It is available at all administrative offices throughout the school.
  
• Request Timing: For normal events, we prefer to have a weekxs notice, but can certainly react on shorter notice. For large events, we like to be involved during the planning process. Our portable furniture supply is limited, so be sure to contact us well in advance if your event will require a lot of furniture.
  
• Electrical Planning: The circuitry in many of our buildings is limited, but we are quite adept at distributing electrical loads so your equipment works properly. Please let us know what your electrical needs are.
  
• Parking: We can help you plan your parking needs. We can supply parking direction if necessary.
  
• Safety: If you have any questions about the safety implications of what you are planning, or school policies and procedures in this area, please ask. We will let you know if we notice any safety concerns about your planned event. We are especially vigilant about keeping exits unblocked.
  
• Garbage and Recycling: We can provide extra cans and liners.
  
• Dinner: The Custodial crew eats at 6:00 when dinner is served in the Dining Room. We prefer to avoid set-ups between 6:00 and 6:30, but can arrange to complete them at this time if no other option is possible.
  
• Extended Care Conflicts: The Lower School Extended Care and Middle School After School Program use, respectively, the Lower School Common Hall and the Middle School Commons until 6:00 p.m. on school days. The Directors of this program are often willing and able to accommodate set-ups in their spaces before this time if they have advance warning. Contacts:
     Lower School EC: Joan Lowe, x145
     Middle School ASP: Lauran Pratt, x117

Room Reservation

Rooms are scheduled locally, so you need to contact the appropriate person for each space. They are:

• Charlton Room, Morris House: , x153
  
• Guild Room, Parish: , x0
  
• Middle School Commons: , x127
  
• Lower School Common Hall: , x143, or , x178
  
• Dining Room: , x135
  
• Great Hall: , x122
  
• Gymnasium: , x128
  
• SPARC: , x175

Furniture

• Folding tables, 8-foot, 40; 6-foot, 10
  
• Folding chairs, 300

Audio Visual Resources

Public Address systems are permanently installed in these rooms:

• LS Common Hall
  
• Gym
  
• US Great Hall
  
• Dining Room
  
• MS Commons

A portable PA system that can be used in other locations is available through Buildings & Grounds. Other AV equipment is available through the librarians.

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