Event Booking Form

Please feel free to view our event planning guide for helpful information.

Business hours are M-F, 8:00am-5:00pm. There are extra charges for reserving rooms outside of regular business hours.

We honor the following holidays and will be closed:
New Year’s Day, MLK Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and Day after, Christmas Eve, and Christmas Day.

Events booked less than one business day in advance may not be accepted. Please call for availability. See our Booking Policy for more information.

"*" indicates required fields

MEETING ROOM BOOKING

To send us a Meeting Room Booking, please fill out the form below and press the submit button. Your reservation will be emailed to us.
After pressing the submit button, you will be redirected to a confirmation page and you should receive a submission email.

We will place a hold on your room and send you a simple contract containing your event details and costs involved.
You will have the opportunity to review your booking in our Guest Portal. Once the contract is signed, we will finalize the booking.

If you are not directed to the confirmation page, your reservation request was not received by our staff and you will need to contact us to complete the request.
We can be reached at (509) 661-3118 or by using our contact form.

Event Title*

Event title will be displayed on room signage.

Event Type*

What best describes your event?

Event Date*

Additional Dates/Times?*

Yes

Choose Yes to enter additional dates/times for your event.

Setup time (minutes)*

Please enter a number from 30 to 180.

Enter setup time before event start time. 30 minute minimum required. Extra fees apply for time outside standard business hours.

Teardown time (minutes)*

Please enter a number from 30 to 180.

Enter teardown time after event end time. 30 minute minimum required. Extra charges apply for time outside standard business hours.

Event Start Time*

USE ACTUAL EVENT START TIME. DO NOT INCLUDE SETUP TIME. Start time will be used to schedule CTC staff and for room signage. Extra fees apply for time outside standard business hours.

Event End Time*

USE ACTUAL EVENT END TIME. DO NOT INCLUDE TEARDOWN TIME. End time will be used to schedule CTC staff and for room signage. Extra fees apply for time outside standard business hours.

Event Recurrences*

Date

Start Time

End Time

ROOM SETUP DETAILS

Seating arrangement*

Extra chairs

Please enter a number from 0 to 100.

How many extra chairs for last minute attendees?

Presenters*

Please enter a number from 0 to 100.

Expected Attendees*

Please enter a number from 0 to 180.

Presentation forum

Presenters at Lectern

Panel of Presenters at table

Other

Do Presenters need Microphones?

Yes

Maybe

We have wired lectern, wireless lapel, and wireless handheld microphones available.

Easels needed

Please enter a number from 0 to 6.

We can provide easels for your displays at no charge.

Flip chart pads needed

Please enter a number from 0 to 10.

Additional charges apply

Will you need a registration table?*

Yes

Will you need stage risers?*

Yes

AUDIO/VISUAL TECHNOLOGY

WE HAVE THE TECHNOLOGY! NO NEED TO BRING YOUR OWN EQUIPMENT

Each of our large meeting rooms and executive board room are equipped with integrated projectors, projection screens, large monitors, and sound system. Portable equipment is also available for our smaller conference rooms.

Public Wi-Fi is available for all presenters and attendees.

While there is no charge for the usage of our integrated equipment, we charge a minimal fee for the technical "setup". This charge includes ensuring that the equipment is setup according to event needs and working with your staff and presenters. We will schedule a technician to be onsite for a minimum of one hour, 30 minutes prior to event start and 30 minutes into the event.

External A/V equipment is not allowed except in special cases and must have prior approval.

Presentation Equipment?*

YES - This event will use projection and/or sound system

NO - This event does not need projection and/or sound equipment

Meeting rooms have a lectern with a computer, DVD player, HDMI/VGA laptop connections, document camera, LCD monitor, microphone, and room control panel.

Presenters can plug a USB drive into our lectern computer, connect their laptop to the HDMI or VGA cables, or connect their laptop/tablet wirelessly.

One hour technician fee will apply for event setup.

Virtual Meeting?*

No Virtual Meeting

Unsure - May add later

Zoom Meeting/Webinar - Scheduled by CTC

Zoom Meeting - Scheduled by You or Other Party

Microsoft Teams - Scheduled by You or Other Party

Other Type of Virtual Meeting

Our meeting rooms and executive board room are equipped with professional cameras and microphones. We have portable equipment for our smaller conference rooms as well.

We can schedule a Zoom Meeting or Webinar for you or we can connect our system to your Zoom or Teams Meeting.

More information on our Zoom Virtual Meeting Service

Please review our Virtual Meeting Service rates.

Record Event?*

No Recording

Unsure - May add later

Zoom Recording (add-on)

CTC Recording Service

We have discrete recording capabilities in our production room for capturing your event.

Zoom recording can be added to a Zoom Meeting/Webinar at no charge.

Additional fees apply for CTC Recording Service.

Recording Options*

Microphone Audio

Presentation Content

Room Cameras

How would you like your event recorded?

We are able to record your event digitally in customized layouts.

Please contact us for further information and arrangements.

Virtual Meeting Details

Camera Needs*

Static Camera View - Room Cameras are set to one position (no camera operator).

Room Cameras operated by technician to follow the action (extra fees apply)

Virtual Presenters?*

Yes

Will you have any virtual presenters?

Virtual meeting start*

Virtual meeting end*

Virtual Connection Information

Please provide your virtual meeting connection information (if known). This can be provided at a later date.

Please bring a device to start and host your meeting. We will connect our Zoom Room system to your meeting for audio and cameras. Content can be shared from any connected device.

CTC Zoom Options*

Zoom Meeting (100% Interactive. Best for standard meetings)

Zoom Webinar (Attendees in "view-only" mode. Best for large meetings)

Unsure - Please contact me.

Zoom Meeting

(100% interaction, best for standard meetings)

· Up to 300 connections
· Attendees can share cameras, content, and speak
· Virtual Breakout Rooms available
· No reminder emails
· No Q&A
· Polls and surveys available
· Chat available
· Can be streamed

Zoom Webinar

(Attendees in "view-only" mode, best for large meetings)

· Up to 500 connections
· Only presenters can share cameras, content, and speak
· No Virtual Breakout Rooms
· Registration optional
· Auto reminders by email
· Q&A module
· Polls and surveys available
· Chat available
· Attendees can be allowed to verbally speak
· Can be streamed

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Audio Conference

An Audio/Phone Conference can be a single phone connection or a bridged conference call. We use Zoom and the room's integrated audio system (speakers and microphones) for this service. Callers can call in using a phone, mobile cell, or computer.

No need to add this to the Hybrid/Virtual Meeting. It is already included.

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Audio conference start*

Hidden

Audio conference end*

Catering and Refreshment Information

See our list of preferred local catering services (this link will open in a separate window).

The CTC Catering Kitchen is fully stocked with plates and silverware and provides space for food preparation. This space can be reserved for self-catering or by your caterer at no charge; we only ask that the items used are cleaned and put away.

Our Indoor Patio is available to meeting attendees as well as the building tenants for a break/meal area. The Indoor Patio can also be reserved exclusively for your event meal for a small charge.

Coffee/Tea service

Morning service

Afternoon service

Would you like us to provide in-house Coffee and Tea Service?

(additional charges apply)

Water service

Yes

Would you like us to provide pitchers of water and glasses?

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NEW! Snack Box service

Mid-Morning service

Mid-Afternoon service

We now offer snack boxes with an assortment of prepackaged items. Items will vary depending up availability. The cost for each box is $35 and it will serve up to 50 people. Would you like us to provide Snack Boxes for your attendees? (additional charges apply)

Will your event be Catered?*

Yes

Maybe

Catered service times*

Breakfast

Lunch

Dinner

To Be Determined

Select catered service meal times

Breakfast Catering Details

Breakfast Catering Service*

Please select the breakfast catering service you will be providing.

Reserve Catering Kitchen

Yes

Exclusive use for breakfast (Additional charges apply)

Breakfast service start*

I.e. Breakfast 8am - 9am

Breakfast service end*

Breakfast service location

Indoor Patio (if available)

In Meeting Room

Where would you like breakfast served?

Reserve Indoor Patio

Yes

Exclusive use for breakfast (Additional charges apply)

Lunch catering Details

Lunch Catering Service*

Please select the lunch catering service you will be providing.

Reserve Catering Kitchen

Yes

Exclusive use for lunch (Additional charges apply)

Lunch service start*

I.e. Lunch 12pm - 1pm.

Lunch service end*

Lunch service location

Indoor Patio (if available)

In Meeting Room

Where would you like lunch served?

Reserve Indoor Patio

Yes

Exclusive use for lunch (additional charges apply)

Dinner Catering Details

Dinner Catering Service*

Please select the dinner catering service you will be providing.

Reserve Catering Kitchen

Yes

Exclusive use for dinner (Additional charges apply)

Dinner Service Start:*

I.e. Dinner 6pm - 7pm.

Dinner service end*

Dinner service location

Indoor Patio (if available)

In Meeting Room

Where would you like dinner served?

Reserve Indoor Patio

Yes

Exclusive use for dinner (additional charges apply)

CONTACT DETAILS

First time booking a room with us?*

Yes

If you haven't booked before, we will need your company's billing information.

Preferred Contact Method

Primary Contact for Event*

First Last

Title

Phone*

Email address*

Enter Email Confirm Email

Organization*

Organization Type*

Billing Contact*

First Last

Billing phone*

Billing email address*

Billing address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Additional Event Information

Please use the above space to provide additional event information, comments, requests, or questions.

After pressing the submit button, you will be redirected to a confirmation page and you should receive a submission email. We will place a hold on your room and send you a simple contract containing your event details and costs involved. You will have the opportunity to review your booking in our Guest Portal. Once the contract is signed, we will finalize the booking.

If you are not directed to the confirmation page, your reservation request was not received by our staff and you will need to contact us to complete the request. We can be reached at (509) 661-3118 or by using our contact form.

Comments

This field is for validation purposes and should be left unchanged.

The Next Step

Once you’ve completed booking your event, find a caterer.

Room Rental Booking

Event Booking Form

MEETING ROOM BOOKING

ROOM SETUP DETAILS

AUDIO/VISUAL TECHNOLOGY

Virtual Meeting Details

Audio Conference

Catering and Refreshment Information

Breakfast Catering Details

Lunch catering Details

Dinner Catering Details

CONTACT DETAILS

The Next Step

Chelan Douglas Regional Port Authority

Visit the CDRPA Website