Program Support Unit

Valley Room Checklist

Valley Room Use Guidelines

Review the following information before using the Sacramento Valley Room, San Joaquin Valley Room, or combined Valley Conference Center space.

These guidelines include: 
Set Up
Audiovisual Equipment
During the Event
After Your Event
Resetting the Rooms

Directional Signage

Directional signage is encouraged at the main entrance and in the Valley Room foyers to help participants use the correct meeting room doors.

  • Request a sign board if needed.
  • Use only painter’s tape or gaffer’s tape on surfaces.

Entrance Doors

  • If Valley Conference Center doors are unlocked during your event, the event host must ensure that someone monitors the doors at all times.
  • If the doors are not unlocked, visitors must sign in at the main entrance.
  • Doorbells may be checked out as an alternative. Participants and caterers can press the doorbell so event staff can let them in.

Getting Assistance During Your Event

The ANR Building is an office environment. Please do not ask staff members who are not involved with your event for assistance.

For help with extra chairs, copies, equipment, or other event needs, contact the Program Support Unit (PSU). PSU is located on the first floor on the northwest side of the building, just inside the interior office door from the Sacramento foyer.

Emergency Contacts

  • Facilities Management: Rhett Woerly, 530-908-3213
  • Program Support Unit: Sherry Cooper, (530) 917-4268 cell. Text messages are preferred.
  • Notify PSU or Facilities Management immediately of any safety hazards.

Set Up

Tape

Use only blue painter’s tape or gaffer’s tape on walls, signage, doors, tables, whiteboards, and other surfaces. Contact PSU if you need appropriate tape.

Tables

Use caution when moving or flipping tables. Tables with gray legs have slipped to the floor during setup in the past.

  • Keep feet out of the way when flipping tables.
  • Ensure both handles are pulled out completely before moving a tabletop from horizontal to vertical position.

Chairs

  • The chair mover should go under the seat pan on the back side of the green chairs.
  • Do not stack chairs more than 8 high.
  • Move only as many chairs as you can handle safely.

Electricity

Floor electrical outlets should be in the unlocked position. To open the outlets, push down on the black plastic portion to flip it up.

If an outlet is locked, ask PSU for assistance. The locks can be easily stripped or broken.

Audiovisual Equipment

Large Wall Screens

  • Large wall screens are controlled by the panel near the doors.
  • Rooms can be separated or combined by making a selection on the panel.
  • Choose the podium input by pressing the appropriate room location.
  • If an echo occurs and sound is coming from both the sound system and monitors, turn down the sound using the controls on the side of the large screens.

Computers

  • Username: .\ANR_Guest
  • Password: ANRpass012011

Turn computers on as soon as you arrive to allow time for any updates.

Transferring Files

  • Use a USB external drive to transfer files to the desktop.
  • Safely eject your USB drive at the end of your meeting.

At the end of your event:

  • Delete files from the desktop, folders, and email.
  • Reset computer settings, outputs, sound, and backgrounds to their original settings.
  • Turn off the slide advancer.

Using Other Computers

  • To use another laptop, unplug the HDMI cord from the podium monitor or computer and plug it into your laptop.
  • If your computer does not have an HDMI port, contact PSU for a converter.

Microphones

Microphones are located in the audiovisual closet in the San Joaquin Valley Room.

  • Sacramento Valley Room: use microphones with a blue label on the base.
  • San Joaquin Valley Room: use microphones with no label.
  • Place microphones on the chargers in the audiovisual closet when not in use.
  • Use microphones instead of speaking loudly, especially when another group is using the room next door.

Laser Pointers and Slide Advancers

  • Laser pointers do not work on the large wall screens. Speakers should use the mouse as a pointer.
  • Do not use umbrellas, sticks, or similar items as pointers.
  • Turn off laser pointers and monitors at the end of the day.

Telephones

Two digital conference phones are available in the audiovisual and microphone closet in the San Joaquin Valley Room.

  • Phones cannot use the built-in sound system and are best for smaller groups.
  • Phones plug into floor jacks.
  • Dial 9 for an outside line.

Whiteboards

Three portable whiteboards are available in 2-foot, 6-foot, and 8-foot sizes.

  • Notify PSU before your event if you want to use them.
  • Use only whiteboard markers.
  • Use whiteboard cleaner to erase information at the end of your event.

Easels and Other Equipment

PSU has equipment that can be reserved. Contact PSU in advance so staff can confirm availability.

ANR Branded Table Drapes

Black ANR branded table drapes are available for use. Do not use them for serving food or beverages. Reserve them in advance if you want to ensure availability.

Videoconferencing

Cameras are not part of the standard room setup. Remote videoconferencing may require additional setup and equipment rentals. Contact PSU as early as possible if you plan to use videoconferencing.

Internet Access

Internet access information is provided on the podia.

  • Wireless name: UCANR_GUEST
  • Wireless access key: guest123

During the Event

Sound Level

The air wall is not soundproof. If another group is using the room next door, keep noise at a manageable level.

Doors

PSU can unlock the employee entrance if participants need access to the west side of the building during breaks.

Heating and Air

  • Notify PSU if the temperature needs to be adjusted.
  • Do not prop open conference room doors, as this affects the HVAC system.
  • Do not prop open exterior doors, as birds may fly inside.

After Your Event

Clean Up

  • Wipe tables and surfaces using the yellow cleaner and paper towels located in the kitchen.
  • If spills occur, notify PSU as soon as possible so they can be cleaned properly.

Food and Beverage

  • Ensure all food and beverages are picked up by the caterer or properly disposed of.
  • If catering pickup is late and you need to leave, notify PSU so staff can ensure items are removed before the end of the day.

Refrigerator

Items left in the refrigerator or catering kitchen for more than 24 hours without a label will be thrown away.

Ice Buckets and Utensils

  • Wash and dry dishes and ice buckets, then put them away.
  • Wipe dishes before placing them in the sink so food particles do not enter the drains.
  • Kitchen towels are for drying dishes. Do not use them on floors unless unavoidable.
  • Place used towels in the bucket under the sinks.

Carpet Sweeper

If crumbs or bits of paper are on the floor, use the floor sweeper located in the catering kitchen.

Trash for Weekend Events

For weekend events, remove food waste and containers to the outside receptacles.

Catering Kitchen Floors and Sinks

Keep floors clean and dry. Pick up or sweep dropped ice because melted ice can make floors slippery.

Lost and Found

Remove personal items from podia, tables, floors, and other areas. Place unclaimed items in the building’s Lost and Found in the break room.

Keys and Equipment

Return PSU equipment, including keys, easels, laptops, and other items, to PSU staff or the appropriate location.

Securing the Building After Hours

For weekend and after-hours events, check the entire building, including restrooms and dark rooms, before locking doors and setting alarms.

Resetting the Rooms

At the end of your event, reset tables and chairs to the standard room layout.

Sacramento Valley Room

  • Reset to U-shape for 22 people.
  • Use 3 tables at the back and 4 tables on each side, set inside the back tables.
  • Center the back middle table with the room screen first.
  • Use black-legged tables and blue chairs.

San Joaquin Valley Room

  • Reset to classroom layout for 40 people.
  • Use 4 rows of 5 tables across.
  • Each row should have an aisle, with 2 tables on the side closest to the air wall and 3 tables closest to the foyer.
  • Use gray-legged tables and green chairs.

Contact PSU for Assistance

Contact the Program Support Unit for help with:

  • Room setup
  • Temperature control
  • Keys
  • Catering kitchen access
  • Audiovisual issues, including phones, projectors, computers, laptops, and microphones