Cross Utilization of Meeting Facilities
All federal agencies have meeting rooms. Sometimes one organization has a need of more meeting rooms than are available in their own building/facility on a given day. Sometimes organizations are specifically directed to have an off-site meeting as a "retreat" away from their regular worksite to ensure full engagement in a particular activity. I work in downtown Washington DC. Everytime we need to have an off-site ...more »
All federal agencies have meeting rooms. Sometimes one organization has a need of more meeting rooms than are available in their own building/facility on a given day. Sometimes organizations are specifically directed to have an off-site meeting as a "retreat" away from their regular worksite to ensure full engagement in a particular activity. I work in downtown Washington DC. Everytime we need to have an off-site retreat we go through elaborate measures to find a suitable meeting location. Sometimes we meet 20 miles away at another facility within our own agency, and sometimes we rent a meeting room at a local hotel. I don't believe we have EVER just gone five blocks up the street to borrow a conference room from another federal agency. Why not???? We are SURROUNDED by other federal agencies with plenty of meeting rooms. All we need is a meeting room to seat 30 people, bathrooms nearby, and someplace to buy drinks and snacks. Why are we not just borrowing conference rooms from other agencies when we need extra meetiing rooms or off-site meeting rooms? I believe that there should be a method for coordinating use of meeting rooms between the different federal buildings. This is ESPECIALLY true in DC where there are so many of them near eachother, but would also be applicable nationwide. My own building has a centralized on-line booking system to reserve conference rooms, but only people who work in my building can access the system. I assume the situation is similar at other agencies/buildings. At a minimum, we could arrange a single person as a point of contact to book rooms on behalf of other federal agencies. Perhaps the training office in each federal building could do this. Most of the "off-sites" are training activities. Most of us have sufficient security clearances/background checks to grant us access to most other federal buildings.
The benefits are: 1--We don't pay to rent hotel meeting rooms. 2--We don't waste valuable employee time travelling excessive distances to meeting locations when closer options exist. 3--Training office staff don't spend excessive amounts of time trying to identify a suitable location. 4--We have extra meeting space available nearby when our own facilities are overbooked and empty rooms get used. This reduces the need to build/rent more space.
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