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Available rooms.
The following common facilities are available to tenant organizations (in pursuit
of their tax-exempt purposes) by advance reservation, subject to the stipulations
indicated:
Rooms A (near corridor on first floor on the southside of the
building) and B (near window.) Either room is available for a minimum of 10, maximum of 30 persons.
When the number expected exceeds 30, the two rooms may be used together for
a maximum of 75. (These numbers refer to accommodation at tables. More persons
can be admitted for auditorium style seating.)
The use of these
rooms at midday is restricted. Room A is normally a part of the buffet seating
area (475 Room), and will be released for other purposes at midday only when
it is to be used for a meal function, as part of an all-day function, or when
there is an urgent need otherwise. Room B will be assigned at midday only for
meal functions.
Room A or B or
both may be booked for a meal function at midday, subject to the established
minimum/maximum numbers, either for buffet-style or served meal. When the number
of persons is 10-25 inclusive, they may use the regular buffet lines. If the
number exceeds 25, a separate buffet will be set up in the meeting room, in
order to avoid congestion in the regular buffet. There is an extra charge made
by the Food Service contractor for setting up the separate buffet.
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Rooms C and D, together with A and B. These four rooms can be used for a meal
function with a minimum of 76 persons and a maximum of 185. If wanted at midday,
it is requested the booking be made at least a month in advance, so that adequate
notice can be given that the general buffet will be inoperative at the time.
The
first floor lounge. This may be booked for meetings, press conferences and
receptions with a minimum of 25 and a maximum of 200. It may be booked, in conjunction
with A and B, or with A,B,C, and D, for luncheons or dinners where the other
rooms are insufficient in size. The lounge is not to be used for "brown
bag lunches," snacking, or meals, except as meals or refreshments are obtained
for a group by arrangement with the Center's Food Services contractor.
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Cafeteria.
The cafeteria may be used for evening affairs, with a minimum of 100 persons,
a maximum of 350. Three small meeting rooms, Cafeteria #1, #2, are available
for meetings of less than 20 persons. We also offer a cafeteria #3, available
for 20-25 people.
Orthodox
Room. This room may be booked for meetings of up to 30 persons.
Robing
Room. It may be used for meetings; minimum of 6 persons, maximum of 25.
Because of the limited capacity of the Robing Room, it is not to be used for
events to which more than 25 people have been invited. For example, it is not
available for open press conferences, where it is possible that the number of
persons desiring admittance will exceed the rated capacity of the room.
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Chapel.
For devotional services or meetings. No food or beverages may be brought into
the chapel except as required for eucharistic celebrations. Minimum of 10 persons;
maximum of 400. The services of the organist are available without cost on request.
Any use of the organs must be cleared through him. More complete regulations
regarding the use of the chapel are printed separately.
Reservations.
Reservations for use of these rooms are made only through the use of a Room
Reservation form, not orally. The Room Reservation form must be submitted to
The Interchurch Center office at least 72 hours in advance.
The earlier the submission is made, the more likely it is that the room can
be made available as requested. The reservation has been confirmed only when
an approved confirmation copy of the form has been returned to the tenant agency
concerned.
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Use
of rooms. The following additional regulations apply to the use of meeting
rooms:
In order for the
Room Reservation form to be considered in The Interchurch Center office, it
must be signed by a duly authorized official of the tenant organization making
the request.
The head of the
tenant organization, and the officer who signed the lease (or his/her successor
in office) are considered to be authorized for this purpose; additional officers
may be authorized by filing with The Interchurch Center office a delegation
of such authority, signed by the agency head or the lease-signing representative.
For all meetings
in common space, a representative of the tenant organization, named on the reservation
form, must be present and responsible at all times. For meetings which are outside
normal business hours (that is, on Saturdays, Sundays, holidays, or in evenings),
the tenant organization representative who is present must be a person with
an S-2 building pass. The tenant representative in charge will be regarded as
the person responsible for the conduct of personnel, responsiveness to the security
situations, etc. Evening meetings must be adjourned so that those attending
are out of the building by 10 p.m.
Rooms are for
the use of tenant organizations, The Interchurch Center corporation itself,
and by special arrangement, neighboring institutions. A tenant organization
may permit an "outside organization" to conduct a meeting under its
sponsorship, provided that the sponsored event is directly related to the tax-exempt
purpose of the tenant, the meeting is conducted in accordance with the building
rules, and an authorized representative of the tenant is present.
No sales, or solicitation
of sales or contributions are permitted.
Nothing is to
be affixed to the walls of any of the common facilities, even temporarily.
The portions of
this manual pertaining to Food Services are applicable to the use of meeting
rooms in common facilities when food or beverages are made available or consumed.
All catering is to be done by the Center's food service organization.
The tenant organization
will be charged for extra costs incurred by the Center in connection with the
use of meeting rooms; for example, overtime security and porter service for
an evening meeting.
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Equipment
available. On 24-hour notice, the following can be provided in the common
meeting rooms:
1 Grand Piano (in
Chapel and Lounge only)
1 Standing Lectern
1 Table Lectern
2 Table Lecterns built-in with amplifier
16 mm Projector
1 Video Projector
1 LCD Projector
TV/DVD/VCR
Easels
Display Panels
Silver Tea Service
10 Ft. Projection Screen
Smaller Projection Screen
VCR, Monitor and Cart
Overhead Projector
Shipping
and receiving. The building's loading dock and bay (accommodating two trucks)
is at 621 W. 119th Street, near Claremont Avenue. Tenant organizations are requested
to specify on their purchase orders and contracts with vendors that delivery
is to be made through the use of these facilities, and only between 8:30 a.m.
and noon, or between 1 p.m. and 4:00 p.m. on workdays when a tenant representative
will be present to accept the delivery. Two elevators are designated for freight
use; hand trucks and other such equipment for the handling of freight are not
to be used on the passenger elevators. The building's security officers and
other staff have been instructed not to accept packages on behalf of tenant
organizations and employees.
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Lost
and found. Any items found should be brought to the office of the Building
Manager in the sub-basement. Items lost may be reported to that office (ext.
3011).
Public
telephones. Coin telephones for public use may be found on the basement
level in the corridor leading to the parking area where one of the four telephones
is designed for handicap use. One house phone and one coin telephone are located
in the Claremont Avenue lobby. The telephones of the Front Desk Attendants and
the Security Officer are for use only by those employees; all others are requested
to avoid asking to use their telephones. Conversations between visitors on the
first floor and tenant employees in their offices are to be conducted over the
house phone or public telephones only.
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