NOTE:    MLML Faculty, Staff, Affiliates, and Students, please log in through the Intranet Portal to reserve rooms. 

General Information

Moss Landing Marine Laboratories (MLML) have meeting spaces available for use by outside groups. Reservations are made on a first-come, first-served basis. Please note that all groups are required to have an MLML Faculty or Staff sponsor. Below are important guidelines for use of MLML’s meeting facilities. If you have questions or need more information please contact
May D. Schneider at (831) 771-4400 or e-mail to mdeluna [at] mlml [dot] calstate [dot] edu.

Eligible Organizations

• Educational/Research organizations
• Environmental/Natural History/Conservation organizations
• Government organizations

Days & Hours Available

The meeting facilities at MLML are generally available for use, except when a MLML event is being conducted. Regular business hours are 8am – 5pm, Monday through Thursday. We prefer meetings take place during these hours; however, when meetings occur outside normal business hours prior arrangements through your MLML Sponsor are required for entry to the building.  They will notify Facilities Supervisor, Gary Adams.  The MLML Event Sponsor must be present at all times. This is to ensure the safety and security of both MLML and outside groups.

What is an Event Sponsor?

An Event Sponsor is an MLML faculty or staff member who serves as the main MLML contact person for your event. This individual is responsible for ensuring that you have access to the building, rooms, and equipment necessary to host your event. MLML asks all Event Sponsors to stay for the full duration of the event they are hosting.

An Event Sponsor will be asked to help the Event Coordinator with the following:

• Coordinate with MLML iT department and the direct user of the hosted group. We request that MLML Sponsors contact iT after initial room reservations are made through iTickets and again a week prior to the event to go over any last minute details that may need attention.
• Coordinate with MLML Facilities Supervisor, Gary Adams to re-program the doors internal clock. This is only for events before or after the usual business hours.
• Coordinate with May D. Schneider for Seminar kitchen key.
• Be sure the facility is put back in order and cleaned.  It is the hosted group's responsibility to set up the room and return it as found prior to the meeting.
• Access to equipment such as projectors, computer cables, tables, chairs, white board, and white screen.
• Access to the seminar room, seminar kitchen, and iT closet.
• Assistance with troubleshooting equipment malfunctions such as setting up PowerPoint presentations on the seminar projector.
• Ensuring the doors and windows are locked and keys are returned to the front office.

iTech Services

The MLML iTech Service team is available for limited support of events in the Seminar Room.  Please check the Seminar Room reservation form for details on what is offered.  If your event set up requires support from iTech, please allow at least 30 minutes prior to your event start time to set up all equipment and to have a test run. We request the direct user of our iT department be in contact with their sponsor in order to properly coordinate support from iTech Services. Please let your MLML Sponsor know to contact iT after initial room reservations are made and again a week prior to the event to go over any last minute details that may need attention. PLEASE NOTE:  ITech services are only available Monday - Thursday from 8:00am - 5:00pm.  An extra fee will apply for any services done outside normal buisness hours.  

Room Capacity

No more than 100 people may be seated in our largest meeting room if no conference tables are used. If tables are used, the number of attendees will be reduced accordingly. Smaller conference rooms are available for use by groups of less than 15. Please note it is the hosted group responsibility to set up the room and return it as found prior to the meeting, this includes arranging the chairs and conference tables.

Parking

Due to our limited parking situation we request that all attendees park down on Moss Landing Road, located just below our driveway, if cars exceed to more than 20. No parking is allowed across the street from MLML as the Elkhorn Slough Foundation is trying to protect rare plants that have established themselves there. Please have someone on your staff directing traffic if needed.

Scheduling Procedures

• Reservations must be made at least two weeks in advance, but no more than 3 months prior to the event date.
• Submit the completed reservation request form with your MLML Sponsor’s signature to request a reservation. When your request is confirmed, you will receive a copy of your reservation form by e-mail, mail or fax.
• The group reserving must contact May D. Schneider at (831) 771-4400 one business day prior to re-confirm reservations and times.
• The Group reserving the room must stay within their scheduled time. The room may be scheduled for another group prior to or following the reserved time.

Fees

The fee schedule below is based on the number of meeting participants. Payment is due on or before the date of your meeting. We accept checks or cash only (no credit cards are accepted). Please make checks payable to Moss Landing Marine Laboratories.

• 1-50 people $400
• 51-75 people $500
• 76-100 (max) $600

**Fees for sponsorship and iTech support outside of our normal business hours is extra and prices may vary**.  Please email mdeluna [at] mlml [dot] calstate [dot] edu for details.

Guidelines

We are happy to accommodate your group at MLML. To ensure your meeting’s success, please observe the following guidelines:

• Please have one person from your group be the contact coordinator for your event.  They will work with MLML's event coordinator and their sponsor to organize your event.
• Submit the completed Reservation/Confirmation form with your MLML Sponsor's signature to request reservations. When confirmed, you will receive a copy by e-mail, mail or fax.
• Please call May D. Schneider at (831) 771-4400 one business day before your scheduled date to re-confirm your reservation.
• Please stay within your scheduled time when using the meeting rooms, as other groups may be scheduled to use the room before or after your event.
• Please clean up after your meeting and return the tables, chairs, and any other items to their initial arrangement. If refreshments are served, please wipe off tables and clean dishes. We ask that all bottles and cans be recycled. Garbage and recycle bins are located in the meeting rooms for your convenience. Please leave the trash can from the Seminar kitchen in the Seminar room.
• Please make arrangements with your MLML Sponsor to have the iT department available for your use. Please do this after the initial room reservations and then again a week prior to your scheduled event for any last minute details.
• Please make arrangements with your MLML Sponsor to have our Facilities Supervisor re-program the doors if your event is prior or after business hours. This must be done after the initial room reservations are made.
• Please bring your own expendable items and office supplies (utensils, napkins, plates, cups, paper, pens, flip charts, easels, etc).
• Questions about other available or needed items should be directed to your MLML Sponsor.
• Handicap parking is available at the front entrance to MLML. If the number of vehicles in a group exceeds twenty, all cars must be parked down the hill from the building on Moss Landing Road.
• Attendees must be reminded that MLML is a working laboratory and school; therefore, use of our meeting facilities includes access to only the meeting room, public gallery, and deck area. Tours of the facility may be arranged prior to your event through Friends of Moss Landing Marine Laboratories (831) 771-4100.

Reservation Form