REDWOOD SHORES CONFERENCE CENTER 330-350 Twin Dolphin Drive, Redwood City, CA 94065 RESOURCE MANUAL High rates prohibit many nonprofits access to quality meeting space for community gatherings, retreats, trainings or fundraisers for their board, staff, volunteer and donor cultivation activities. The Sobrato family offers more than 28,000 square feet of multi-purpose conference rooms at our three Nonprofit Centers, rent-free to all qualified Bay Area nonprofit organizations. This Manual contains information specific to the Redwood Shores facility, reviewing amenities, directions, room capacities and floor plans. At a glance, the outstanding features at SCNP: Redwood Shores include: Free meeting space in ten multi-purpose rooms that can be flexibly configured based on your needs; rooms include wireless Internet access and courtesy phones. Audio/visual equipment varies by room. Free on-site parking. A convenient location off of Hwy. 101, within 30 minutes of San Francisco and 20 minutes of Silicon Valley. About 1.3 miles from the San Carlos CalTrain Station, with Clipper connecting shuttle service stops directly across the street. EVENT CAPACITY The Center s ten multi-purpose rooms are designed to attract groups ranging from 8 to 300 people depending on the room setup and furniture configuration. The full floor plan may be viewed here. For specific meeting rooms capacities, click here. EVENT RESERVATION PROCESS General event reservations for nonprofits-at-large are accepted up to six months in advance of an event on a firstcome, first-served basis. To request a meeting date, please visit http://sobrato.com/reservations and follow the instructions below. 1. Log in with your username and password. If you are a first-time user and do not have a username and password, click Register Now to create your user profile. If you have previously used one of our conference rooms and requested meetings through our old system, you will have a user profile for our new system. If you do not know your password, click on the Forgot Password link and use your email address (which will also be your User ID) to retrieve your password. 2. Once in the system, you will see a calendar that displays events at all three of our Centers. To view a particular date, you may click on Calendar and use the red arrows to scroll to another month or date. 3. Click on an open timeslot on the calendar to open the reservation request form. 4. Fill in all the information specific to the meeting (e.g., meeting title, meeting details, number attending, amenities, etc.) 5. Once you have entered all necessary information, click Request Reservation at the bottom of the page. An automatic email will be generated and sent back to you, confirming that your request has been received. The Center Coordinator will respond to your inquiry within 2 business days to inform you of availability and any 1
required documents that may be needed. The Center reserves the right to reassign rooms as needed to ensure maximum efficiency as well as guest safety. We ask that your organization designate 1-2 staff members to handle reservations to keep the process as simple as possible. Each staff member requesting reservations should create their own user profile. When looking for availability, you can filter the calendar by location in the Set Current Location tab. You may also filter by amenities and/or capacity in the Filters tab. If your dates are flexible and you d like to find a suitable, available room in a general timeframe, click the Search icon at the top of the page, and then Find Availability. Select the Nonprofit Center and Resource (Room) you are interested in, and/or the capacity range and amenities you need. Then enter the date and time range of your search, and click Search. You will see a list of options appear with the available timeframes that fit your query. Click on the timeframe to open the reservation request form. To see all of your organization s reservations, click on "Search" and then Find Meetings and enter your organization name. This will allow you to see which meetings have been requested and/or confirmed, and should help to prevent any duplicate requests. TELEPHONE USAGE Courtesy phones are provided in each of the conference rooms, however, there are limited outgoing phone lines. Please indicate during the online room reservation process if you will be hosting a conference call. Phone usage is limited to local calls (area codes 650, 415 and 408) and toll-free numbers only. A Polycom speakerphone is available by reservation in the 330 building conference rooms. To make an outbound call from a conference room phone, dial 9 + 1 + number. To receive a call in a conference room, direct the external caller to dial the Center s main line, (650) 591-0300. When the automated message begins to play, they may then dial the extension of the room (extensions provided in the room list below). The exception to this protocol is the Shoreway Conference Room, which has its own direct phone number. WIRELESS INTERNET ACCESS All meeting rooms and common areas are equipped with wireless Internet access, network name SOBRATO. AUDIO/VISUAL EQUIPMENT & OTHER AMENITIES The Shoreway Conference Room has two built-in LCD projectors and the Bay Room has one built-in LCD projector. All other rooms are equipped with powered retractable projection screens (see descriptions below and the meeting room floor plan here). Those rooms without permanent projectors can also be used for presentations, but will require you to request one of the Center s portable LCD projectors during the online room reservation process. The portable projectors are available from the Center Coordinator on a first-come, first-served basis during the hours of Monday Friday, 8 am 5 pm. At no cost, we are happy to provide the following equipment to support your event (note: you must bring your own laptop): Shoreway Conference Room (Largest Room, 350 building): Two built-in LCD projectors that can connect to your laptop (PC or MAC). The projectors can operate together to project the same image, or independently to display different images. Two 87 x 139 projection screens Built-in teleconference system, reached by direct line, (650) 591-1201 Wireless Internet access 2
Harbor Room (350 building): One 87 x 139 projection screen Courtesy phone, extension 207 Wireless Internet access Portable LCD projector available for use (reservations must be made in advance) Marine Room (350 building): One 87 x 139 projection screen Courtesy phone, extension 208 Wireless Internet access Portable LCD projector available for use (reservations must be made in advance) Bay Rooms A, B & C (Largest Room in 330 building, which may be split by partitions into three rooms): One Polycom phone, extension 220 (reservations must be made in advance) Three 87 x 139 projection screens (one in each partitioned room) Wireless Internet access Portable LCD projector available for use in Bay A and B (reservations must be made in advance) Built-in LCD projector in Bay C (or when using the Bay Room Combined) Lagoon Room (330 building): One Polycom phone, extension 203 (reservations must be made in advance) One 87 x 139 projection screen Courtesy phone, extension 203 Wireless Internet access Portable LCD projector available for use (reservations must be made in advance) Cove Room (330 building): One Polycom phone, extension 204 (reservations must be made in advance) One 87 x 139 projection screen Courtesy phone, extension 204 Wireless Internet access Portable LCD projector available for use (reservations must be made in advance) Pacific Room (330 building): One Polycom phone, extension 205 (reservations must be made in advance) One 87 x 139 projection screen Courtesy phone, extension 205 Wireless Internet access Portable LCD projector available for use (reservations must be made in advance) Channel Room (330 building): One Polycom phone, extension 206 (reservations must be made in advance) One 87 x 139 projection screen Courtesy phone, extension 206 Wireless Internet access Portable LCD projector available for use (reservations must be made in advance) If you have the need for audio, web or videoconferencing services, you may make your own arrangements at http://www.intercall.com/services/. 3
FOOD & BEVERAGES Food and beverages are allowed in all conference rooms, however, alcohol is not permitted in the building except with prior approval. Due to the inherent liability associated with the provision of alcohol, we ask that organizations limit their requests to serve alcohol during meetings. If you do wish to serve alcohol in the Conference Center, you are required to use a caterer that can present their Certificate of Insurance and liquor license in advance of your meeting. Your organization will also need to provide an updated Certificate of Insurance with host liquor liability listed. Please note during the online reservation process if you wish to request special consideration for alcohol to be served. In the 330 building, there are four dishwashers, one microwave, a standard-sized refrigerator, two miniature refrigerators and a freezer available for your use in the communal kitchen. RENDEZVOUS CAFÉ In the 350 Building there is a fully operational café, Rendezvous Café, with full-service catering options. Rendezvous Café provides beverages and snacks, daily hot entrées, sandwiches and other grab-and-go items. Hours of operation are 8am - 3pm Monday through Friday. For more information about the Café or catering, please contact Alfred Salgado at rendezvouscafe350@gmail.com or visit their website at http://www.rendezvous-cafe.net/index.html. There is a brown bag station inside the Rendezvous Café equipped with a sink and dishwasher for your use anytime. EMERGENCY CONTACT INFORMATION In the event of any building or other emergency (e.g., flood, earthquake, fire, etc.), please immediately call 911 and then inform the Foundation by calling our emergency and after-hours call center at (408) 345-9714. Please identify your property location, name, contact information and details for why you are calling. PUBLICIZING YOUR EVENT When publicizing your event, you are welcome to use the Sobrato Center for Nonprofits Redwood Shores logo on your fliers, emails, or invitations. Please provide the name of the Center, Sobrato Center for Nonprofits Redwood Shores, as well as the address since there are three Sobrato Centers for Nonprofits in the Bay Area. You may also want to inform your guests that, although there is limited parking in the front of the Center, there is ample parking in the back of the facility. Guests should be encouraged to park there. Please inform your guests as to the location (building, room name) of your event in advance so that they may use the existing directional signage throughout the Center to find your event. No additional forms of signage are to be posted throughout the Center. 4
DIRECTIONS The Conference Center is located on the Sobrato Center for Nonprofits Redwood Shores campus at 330 350 Twin Dolphin Drive, Redwood City, CA 94065. The Center may be contacted at (650) 591-0300. From Highway 101N Travel northwest on 101N. Take exit 411 for Redwood Shores Parkway. Merge onto Holly Street. Turn left onto Twin Dolphin Drive. The building is on the left. Free parking is available on the sides and in the back of both buildings. From Highway 101S Travel southeast on 101S. Take exit 412 for Ralston Avenue. Turn left onto Ralston Avenue. Continue onto Marine Parkway. Turn right onto Twin Dolphin Drive. The building is on the right. Free parking is available on the sides and in the back of both buildings. Public Transportation Access: The Center is located within 2 miles of both the San Carlos and Belmont CalTrain stations. A connecting Clipper shuttle service departs from the San Carlos station and stops directly across the street from the Center during peak commute hours. The Center is also approximately 10 miles south of the BART station in Millbrae. Visit www.caltrain.com or www.511.org for detailed transit routes, schedules and fares. 5
FLOOR PLAN 350 BUILDING 330 BUILDING
Room Capacities Room Capacity Possible Configurations Square feet Shoreway Conference Room (350 Building) Harbor Room (350 Building) 82 182 300 Classroom or Theater (all chairs) or Standing Room (Cocktail Reception) 2,767 12 Board Room 398 Marine Room (350 Building) 12 Board Room 432 Bay Room Combined 46 83 Classroom or Theater 1,594 Bay A Room 10 20 Classroom or Theater 368 Bay B Room 12 21 Classroom or Theater 395 Bay AB Room 22 41 Classroom or Theater 763 Bay C Room 24 42 Classroom or Theater 831 Lagoon Room 8 Board Room 269 Cove Room 10 Board Room 340 Pacific Room 10 Board Room 340 Channel Room 10 Board Room 340 Actual availability will vary based on other reservations coinciding with your meeting timeframe. Please consult with the Center Coordinator to discuss your specific needs. 7
Layouts Possible Configurations for Shoreway Conference Room (350 Building) These layouts are just a few examples of the possible configurations. Classroom Style - 82 guest chairs, 41 tables Theater Style - 182 guest chairs 8
Standard Configurations 350 Board Rooms Harbor Room 12 chairs Marine Room 12 chairs 9
Possible Configurations for Bay Room Combined These layouts are just a few examples of the possible configurations. Classroom Style 56 chairs, 28 tables Theater Style 83 Chairs 10
Possible Configurations for Bay Room A These layouts are just a few examples of the possible configurations. Classroom Style 10 chairs, 5 tables Theater Style 20 Chairs 11
Possible Configurations for Bay Room B These layouts are just a few examples of the possible configurations. Classroom Style 12 chairs, 6 tables Theater Style 21 Chairs 12
Possible Configurations for Bay Room AB These layouts are just a few examples of the possible configurations. Classroom Style 24 chairs, 12 tables Theater Style 41 Chairs 13
Possible Configurations for Bay Room C These layouts are just a few examples of the possible configurations. Classroom Style 24 chairs, 12 tables Theater Style 42 Chairs 14
Standard Configurations 330 Board Rooms Lagoon Room 8 chairs Channel Room 10 chairs Cove Room 10 chairs Pacific Room 10 chairs 15
Local Hotels Hotel Sofitel $$$ 223 Twin Dolphin Drive, Redwood City, CA www.sofitel.com (650) 598-9000 Proximity: 0.2 miles TownePlace Suites Marriott $$ 1000 Twin Dolphin Drive, Redwood City, CA www.marriott.com (650) 593-4100 Proximity: 0.5 miles Fairfield Inn & Suites Marriott $$ 555 Skyway Road, San Carlos, CA www.marriott.com (650) 631-0777 Proximity: 0.8 miles Country Inn & Suites $$ 251 El Camino Real, San Carlos, CA www.countryinns.com (650) 508-1800 Proximity: 1.5 miles HYATT House $$ 400 Concourse Drive, Belmont, CA www.belmont.house.hyatt.com (650) 591-8600 Proximity: 1.5 miles Holiday Inn Express Hotel & Suites $$ 1650 El Camino Real, Belmont, CA www.hiexpress.com (650) 654-4000 Proximity: 2.2 miles The Redwood Shores Center is located 2.5 miles from Hillsdale Shopping Center, which includes numerous shops and restaurants. 16