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2. Prior to filling out form, contact Building Services at ext. 528.3200 or view City Hall Council Chambers Calendar to determine if requested date is available.
4. Event Name*

   Must be a City sponsored event.

6. Event Organizer's Name*

   Event Organizer must be present at event and be a City of Las Cruces employee, City Councilor or Mayor. 

7. Organizer's Phone Number*
9. Organizer's Email*
10. Organizer's Department / Section*
12. Alternative Contact Person to be Present at Event*

    Must be City Employee, City Councilor or Mayor. Must have City representative at event.

14. Chamber's Availability*

    1. I verified with Building Services at ext. 528.3200 or checked the City Hall Council Chambers Calendar that the requested date is available.
16. Is this a recurring scheduled event? *

    1. No

    1. Yes
18. What ar the dates or general recurrence of the recurring event.*

    Only request dates for the same calendar year. Do not select recurring event if start time is different for each event.

20. Date and Time to Reserve Chambers*
    Date and Time to Reserve Chambers Start Date

    Date and Time to Reserve Chambers Start Time

    —

    Date and Time to Reserve Chambers End Date

    Date and Time to Reserve Chambers End Time

    Include setup and takedown time 

22. Event Start & End Time*
    Event Start & End Time Start Date

    Event Start & End Time Start Time

    —

    Event Start & End Time End Date

    Event Start & End Time End Time

    Time the actual event or meeting is scheduled/publicized to start/end. DO NOT included setup/take down time.

24. Time to Reserve Chambers for each recurring date above.*
    Time to Reserve Chambers for each recurring date above. Start Time

    —

    Time to Reserve Chambers for each recurring date above. End Time

    Include setup and takedown time. Must be same start time for every event. If not, fill out a separate form for each event date/time. 

26. Event Start & End Time of Recurring Event.*
    Event Start & End Time of Recurring Event. Start Time

    —

    Event Start & End Time of Recurring Event. End Time

    Time the actual event or meeting is scheduled/publicized to start/end. DO NOT include setup/take down time. 

28. What support are you requesting from the Communications Office (CO)*

    Select all that apply.  

    1. Use of Audio System
    2. Turn on (2) 90" Monitors

    1. Virtual/Hybrid Meeting
    2. Other (indicate in notes below)

    1. Do Not Need CO Support
30. What Audio Devices are Needed? *

    Select All that Apply

    1. Rostrum "Councilor" Microphones (18)
    2. Center Podium Microphone
    3. Floor Table Microphones (6)

    1. Small Podium Microphone
    2. Wireless Handheld Microphone(2)
    3. Wireless Lavalier Microphone (2)

    1. PC Audio for Media Playback
    2. No Audio Devices Needed
32. Will you be using the Chambers PC?*

    Note: there is no way to connect a laptop or outside computer to the projector or monitors. If giving a presentation, you must use the Chambers PC. 

    1. Yes
    2. No
34. What tasks do you plan on doing on the Chambers PC?*

    Select all that apply. Event organizer is responsible for turning ON/OFF the projector, Chambers PC and uploading and loading presentations to the Presentation Drive (N). If you need I.T. HelpDesk support prior/during meeting call Desktop Support at extension 3202. HelpDesk will only stay present for entire event if the event is televised or live streamed. 

    1. PowerPoint Presentation
    2. Document / Photo Camera (Elmo)
    3. Virtual Meeting (Zoom/Teams)
    4. Playing videos/audio from a file

    1. Streaming videos/audio from online source
    2. Other (indicate in notes below)
    3. Will not use Chambers PC
36. What support are you requesting from Building Services?*

    Select all that apply.

    1. Center Podium Rotated Towards Audience
    2. Furniture Rearrangement

    1. Additional Furniture
    2. Doors to be Unlocked & Locked After Hours

    1. Do Not Need Building Services Support
38. Notes: If needed please provide additional information on video, audio, computer or furniture needs.
40. Presentations and Updates*

    Presentations will be approved, uploaded and opened by the event organizer on the chambers PC from the Presentation network drive (N). Presentations will not be uploaded or opened by I.T. HelpDesk nor the Communications Office the day of the event. Also, if there are any date/time changes or cancellations, you are responsible for notifying Facilities, the Communications Office and I.T. HelpDesk.

    1. Agree
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42. 1. Receive an email copy of this form.
43. Email address

    This field is not part of the form submission.

44. Submit

* indicates a required field