Chattanooga-Hamilton County Public Education


PEF Room Reservation Form
Welcome! PEF looks forward to hosting your organization. Please complete this form so we are ready for you and have the right rooms ready for you. Based on the information you provide here, we will send an agreement for you to sign for the use of our meeting space.
Event Details
Company or Organization Name
Event date:
Event start time:
Event end time:
How many people will attend?
Our normal business hours are 8:30 to 5:00, Monday through Friday. Please indicate below in the Specific Accommodations section if you are requesting to use our space outside of these hours. Additional charges may apply for evening or weekend use of the space.
Please note that the space primarily serves as PEF office space, and our staff may be working in the offices. Based on the description of your event, we will consider the room assignment based on the anticipated activity as well as room availability. To facilitate this effort, please include here a full description of your activity (A/V use, breakout groups, anticipated noise level, etc.).
Is this a Hamilton County Schools event?	Yes No
If so, please indicate which HCS school or office you represent.
Approximately how many HCS educators do you expect to attend this event?
Approximately how many HCS students do you expect to attend this event?
Purpose and nature of meeting or event
Will you serve a meal?	Yes No
Name of caterer
Please list speaker or presenter names and positions
Please list key personnel attending this event
Are any of your attendees celebrating special events on this day?	Yes No
Please provide details about the celebration or special event
Your Information
Your first name
Your last name
Your email
Your cell phone number
How did you hear about PEF?
Have you been our guest before?	Yes No
Space Information
Room Capacities (pictures available upon request)
Ruth S. Holmberg Leadership Center:
Chairs available = 73 available in lecture style
Tables = 27 (can accommodate 2 chairs each for classroom style)
Standard room setting is for 48 people: 8 sets of tables (paired into squares) with 6 chairs per set
"Collaborative Community Area" on the north end of the space:
Standard space setting has 6 sets of tables (arranged as squares) with 4 chairs per set
Additional seating for 12 at a high-top bar
There is additional seating at 3 individual desks and seating for up to 8 in soft chairs (with no desks or tables)
Small Conference Room
Seats up to 12 people
Large Conference Room
Seats up to 20 people
Additional information
PEF will provide access codes to the listed email address one day prior to your meeting. Please plan to share this code with all participants.
You will be required to provide a Certificate of Insurance naming PEF as the additional insured and stating limits of at least $2,000,000 for general liability coverage and $1,000,000 per incident.
PEF has an ice maker on site that will easily accommodate groups of up to 50 people. No need to order or bring ice!
PEF has a coffee machine and a Keurig that you are welcome to use. PEF will provide brewed coffee for your event if requested. We ask if you have a large group that you bring your own K-pods. For groups of 25 or fewer, you are very welcome to use our supply.
Each room or area has large TV monitors with HDMI or wireless connections. Certain adapters and an HDMI cable are available for each monitor, but it is best to bring your own adapter to connect via HDMI, if required. Do not under any circumstances move or unplug connections to either mounted or mobile monitors provided. If you need additional or different connections, you must make those arrangements prior to your event.
Access to PEF offices is ADA compliant. There is a ramp from the parking lot to the main door and an elevator to our offices which are located on the second floor.
PEF has coffee cups, dinner plates, and salad or dessert plates available for groups up to thirty people. We prefer that caterers NOT bring paper, plastic or Styrofoam plates, cups, or utensils for groups of that size. PEF is intentional that your group uses our serving kitchenware when possible.
Your Responsibilities
Place all used dishes in a dishwasher marked for “dirty” dishes.
Do not move garbage cans, other fixtures or materials without permission.
Reset rooms to standard arrangements before leaving unless arrangements are made beforehand.
Do not enter staff offices.
You must hire a licensed bartender for your event if alcohol is served or otherwise provided. A separate alcohol use agreement must be completed. An additional charge may apply.
Specific Accommodations
Please let us know if you need any specific accommodations for your meeting:

Timeout Warning

PEF Room Reservation Form

Event Details

Your Information

Space Information

Ruth S. Holmberg Leadership Center:

"Collaborative Community Area" on the north end of the space:

Small Conference Room

Large Conference Room

Additional information

Your Responsibilities

Specific Accommodations