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Capitol Mall Conference Rooms

Call (208) 332-1900 to make reservations.

Introduction

Overview Chart of Rooms
Click here to view a compilation of information about all Capitol Mall conference rooms available for rent. Because the Capitol Mall conference rooms are limited in number, rentals are accepted for State agencies only. Other possible sites for meetings in Boise include the Department of Agriculture, Boise State University, or hotels.

How to Make a Reservation
Click here to view a list of information needed to reserve a Capitol Mall conference room. Please review this information prior to calling to make a reservation. Tentative reservations are accepted, with first right of refusal in the event another State agency wants to book the room on the same date.

Billing Information
This section provides information regarding how Capitol Mall conference rooms are billed. For room charges, see Overview Chart of Rooms.

Cancelling a Reservation
This section explains how to cancel a reservation. Important: To avoid paying the room charge, cancellations must be made no less than five (5) working days prior to the scheduled event.

Clean-up After Use
State agencies are responsible for cleaning up after using a Capitol Mall conference room.

Chair and Table Policy
Click here to review the chair and table policy.

Equipment, Audio Visual, and Telephone Policy
Click here to review the equipment, audio visual, and telephone policy.

Seating Arrangements
Click here to view sketches of available seating arrangements. To have a room setup and ready for your use, seating arrangements should be specified when the reservation is made.

Reserving a Conference Room

Capitol Mall conference rooms may be scheduled by State agencies for State business only. Typical uses include employee meetings, employee training, and public meetings concerning governmental topics. Rooms may not be reserved for private use or for profit or non-profit events or sales.

Conference room scheduling is coordinated through the Division of Public Works (DPW) at (208) 332-1900. When calling to schedule a room, please be prepared to provide the following information:

• date and time (beginning and ending) of the meeting
• agency information (department and division)
• agency code (for billing purposes)
• name and phone number of the contact person responsible for the meeting
• brief description of the meeting
• approximate number of attendees
• seating arrangement preference (see sketches below)
• special equipment and/or setup needs

Important: DPW does not have a dedicated staff for conference room setups or equipment support. Therefore, setup and special equipment assistance can be provided only for reservations made at least one (1) week in advance. If a custom setup is needed, a diagram must be submitted to DPW no less than three (3) working days prior to the scheduled event. If audio/visual equipment assistance is needed, please call (208) 332-1933.

Billing Information

Capitol Mall conference room fees are billed to the State agency making the reservation. For billing purposes, the reserving State agency’s code is needed when making the room reservation. To view actual charges associated with a particular room, please refer to the Overview Chart of Rooms. Note: Only State agencies may reserve and use a Capitol Mall conference room.

Half-day rates are charged for reservations of less than four (4) hours. Reservations of four or more (4+) hours are charged the full-day rate. Weekend and holiday use, if approved, is charged the full-day rate.

Cancelling a Reservation

To cancel a reservation, call DPW at (208) 332-1900. To avoid paying the room charge, cancellations must be received by DPW no less than five (5) working days prior to the scheduled event.

If an agency makes a reservation less than five (5) working days prior to the scheduled event, cancellations are not accepted and the agency is billed for the room whether it is used or not.

Tentative reservations that are not confirmed or cancelled within five (5) working days prior to the scheduled event are charged for the room rental.

Clean-up After Use

Conference room renters are expected to leave the rented room(s) in the condition that they were found. A room that is not properly cleaned after use may result in an additional fee being applied to the room reservation charges.

The User Responsibilities include:

• Erase whiteboards.
• Place all refuse (soda cans, cups, napkins, wrappers, papers, and so forth) in the proper trash or recycling receptacles.
• Wipe up food and drink spills.
• Remove equipment or other items provided by the user agency.
• Assure that catering items (coffee pots, cups, ice containers, and so forth) are removed from the room.

Conference room renters are not responsible for general dusting or the cleaning of tabletops (except for spills) or for stacking or organizing tables or chairs.

Chair and Table Policy

Conference room tables and chairs are provided for use in the specific conference room. Tables and chairs are not available for transport or use elsewhere on the Capitol Mall. If more than the provided tables, chairs, or other furnishings are needed for the scheduled event, please consider making alternative arrangements. Please do not remove tables and chairs from the assigned conference room.

Equipment, Audio Visual, and Telephone Policy

Equipment, as listed on the Overview Chart of Rooms, is provided as part of the room at no addition cost. You are responsible for any additional equipment that you bring. Anything left in the room when you vacate will be discarded. Some rooms have a network connection that can provide Internet access. For connection settings help, contact the Department of Administration IT group at 208.332.1800 or email the AdminHelpdesk@adm.idaho.gov. If the room has an available phone line, you must provide your own phone and all lines are restricted to allow only local outgoing calls.

Seating Arrangements Options

The sketches below represent four (4) typical conference room seating arrangements. Prior to making the reservation, please decide which style best serves the purposes of the event to be scheduled. If a custom setup is required, please provide a diagram to DPW no less than three (3) working days prior to the scheduled event. State agencies are welcome to set up tables and chairs on their own.

In these diagrams, the front of the room is at the top. See Overview Chart of Rooms for the number of tables and chairs available in each Capitol Mall conference room.

For more information regarding this page, please email the Facilities Management or call 208.332.1900.

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