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NYU Washington DC Requirements & Guidelines

Event spaces in the Constance Milstein and Family Global Academic Center are available to the NYU Community and 501(c)(3) non-profit organizations. Space requests for private events held by alumni will be considered.

Clients booking space at NYU are required to sign a license agreement and provide a certificate of insurance (COI).


Guidelines & Procedures

1.0 NYU

NYU Washington, DC Operations manages the Constance Milstein and Family Global Academic Center, reserves meeting and programming space, and provides event support for University and University sponsored clients. NYU Washington, DC can be reached at (202) 654-8300.

2.0 ACCESS

New York University students, faculty, staff and alumni, as well as scheduled event participants and attendees have access to the Constance Milstein and Family Global Academic Center. In addition, visitors who are guests of NYU students, faculty and staff have access to the Center.

2.1 Daily Access - NYU Students, Faculty, Staff and Alumni

Entrance is permitted with a valid NYU ID card that is presented to NYU Washington, DC security staff. Alumni must present a valid NYU Alumni card or a Coles Alumni Card with a valid government issued photo ID.

2.2 Guest Policy

Faculty, staff and students with a valid NYU ID cards may host two non-NYU guests in the Constance Milstein and Family Global Academic Center. Guests must be accompanied by their NYU host, present a valid government issued photo ID and sign the guest register. NYU hosts are responsible for the actions of their guests at all times during their visit to the Constance Milstein and Family Global Academic Center.

2.3 Event Access

Access for non-NYU guests for specific programs is by ticket for ticketed events or by registering at the front desk for non-ticketed events. All guests must present a valid government issued photo ID to Security personnel.

2.3.1 Ticketed Events

Arts, entertainment and major academic events may be ticketed. Tickets specify that a valid government issued photo ID accompany the ticket for admission.

2.3.2 Event participants (Speakers, Panelists, Moderators, etc)

Event participants will be asked to present a valid government issued photo ID at registration.

2.4 Office Visitors

Offices within the Constance Milstein and Family Global Academic Center should provide a list of daily expected visitors to Security staff at the front desk. Guests must provide a valid government issued photo ID and must sign the guest register.

2.4.1 Unannounced Visitors

Guests visiting an office unannounced must call from the front desk to be met and escorted by staff from that office.

2.5 Accessibility

The Constance Milstein and Family Global Academic Center is an ADA-compliant facility and, in keeping with University policy, is committed to serving the needs of those with disabilities.

3.0 USE OF MEETING AND PROGRAMMING FACILITIES

All programs held at the Constance Milstein and Family Global Academic Center must have a New York University affiliation or have New York University sponsorship. Programs held at the Constance Milstein and Family Global Academic Center are either University or University sponsored organizations. All organizations must adhere to Federal, State and City laws and the policies of New York University and the Constance Milstein and Family Global Academic Center.

3.1 University Organizations

University organizations are defined as schools and colleges, academic departments, institutes, administrative departments, student organizations registered with the Office of Student Activities or with their school student activities department and other organizations with official, recognized affiliation with New York University. All University organizations must have a valid University chartfield for the payment of fees. The event sponsor must be identified as an individual of that University organization with the authority to approve payments. Payments by personal or third party check are not allowed.

3.2 University Sponsored Organizations

University sponsored organizations must be sponsored by a unit of the University that will assume responsibility, including financial obligations, for the organization. The purpose and objectives of the University sponsored organization must be consistent with the educational purposes of the University and not conflict with any legal restrictions on the use of University facilities.

3.3 Insurance for 501(c)(3) Organizations

Approved organizations holding events at NYU Washington DC must provide comprehensive liability insurance for events naming New York University as an additional policy holder. Coverage amounts are $2 million for each occurrence and $4 million in general aggregate.

4.0 ROOM RESERVATION PROCEDURES

Room reservations should be made online (online reservations).

4.1 Authority

Reservations must be arranged by a person authorized to make financial contracts for the requesting organization. Billing arrangements must be clearly determined prior to confirmation of any reservation.

4.2 Cancellations

Cancellations for Abramson Family Auditorium, Pearlstein Grand Foyer, 3rd Floor Reading Room and Weissberg Family Seminar Room must be made in writing at least 15 days prior to the event or 7 days for all other spaces. Notice of cancellation must be received in writing by email to nyudc.reservations@nyu.edu, or by fax to 202-654-8750. If cancellation notice is not received by the time indicated above, 50% of the space fees will be charged to the organization. If no cancellation notification has been received the organization will be assessed 100% of the room rental costs.

4.3 Quick Turnarounds

Last-minute reservations can be made through e-mail, phone (202-654-8300), or in-person at the NYU Washington, DC Operations office. Reservations are limited to available space, setup as-is, and cannot request media support.

4.4 Transfer

No event sponsor may transfer a reservation to another organization, nor may space reserved for an approved program be used for another purpose. This may result in the loss of the current and future reservations as well as an assessment of fees.

4.5 Confirmation

Unless there is an unforeseen emergency, or the Client cannot meet the terms of the license agreement, the event is confirmed once the confirmation email is received by the client.

4.6 Rights Reserved

NYU Washington, DC reserves the right to refuse and/or cancel any reservation at any time for any reason and will make every effort to locate an alternate space.

4.7 Fees

Organizations are responsible for all room, media and other fees associated with the space reserved.

4.8 Liability

New York University does not assume any liability for articles that are stolen, misplaced or left on University property.

Insurance Requirements

New York University and NYU Conference and Event Services require coverage of $2 million per occurrence and $4 million in aggregate and New York University named as additional insured for the date of the event.

Event insurance is available for purchase through the Marsh Campus Connexions portal here.


Regulations

5.0 REGULATIONS


5.1 Supersession

All facilities at New York University are governed by the Guidelines for the Use of University Facilities, the policies of New York University and the laws of Washington, DC and the Federal Government. Use of the facilities is limited to University faculty, students and staff and University affiliated organizations and their guests. Non-University organizations must be sponsored by a University department or school.

5.2 Contractual Stipulations & Follow-Through

All events scheduled must be conducted in the manner stipulated in the license agreement. No changes or additions can be made in this agreement unless confirmed in writing by NYU Washington, DC.

5.3 Catering

Catering for all official events in the Constance Milstein and Family Global Academic Center is provided through Geppetto Catering, unless otherwise permitted by NYU Washington, DC.

5.4 Alcohol

The University restricts the use of alcoholic beverages in campus facilities.

5.4.1

All organizations serving alcoholic beverages must state that on the reservation form.

5.4.2

All organizations must adhere to the University Policy on Use of Alcohol.

5.4.3

Alcoholic beverages may only be purchased and served through Geppetto Catering, unless otherwise stipulated.

5.5 Animals

Animals are not permitted in the Constance Milstein and Family Global Academic Center unless assisting a disabled person.

5.6 Outside Vendors

No outside vendors are permitted in public spaces; vendors are permitted only in spaces reserved by organizations.

5.7 Smoking

There is no smoking in the Constance Milstein and Family Global Academic Center including outdoor terraces in accordance with DC law.

5.8 Vehicles & Parking

Skateboards, skates and cycles are not permitted in the building. Parking arrangements must be made by the event organizer. Parking is not available at the Constance Milstein and Family Global Academic Center.

5.9 Deliveries

All event sponsors wishing to have deliveries made must be present to accept the deliveries unless otherwise agreed by NYU Washignton, DC Operations. The Constance Milstein and Family Global Academic Center will not accept deliveries that have not been arranged in advance.

5.10 Event Termination

All equipment and supplies furnished by the event organizer must be removed at the end of the event. The University and the NYU Washington, DC assume no responsibility for damage to or loss of equipment and materials left in the Constance Milstein and Family Global Academic Center.

5.11 Copyright Authorization

All videos and copywrited DVDs to be viewed in the Constance Milstein and Family Global Academic Center must be obtained from an authorized distributor in accordance with copyright laws.

5.12 Guest Speakers

All organizations inviting a guest speaker must identify that speaker on the reservation form in accordance with the Guidelines Regarding Protest and Dissent. If there are potential security or other public safety issues, a meeting with secyrutt staff may be arranged.

5.13 Age

No one under 18 years of age is admitted to the Constance Milstein and Family Global Academic Center unless they are an NYU student or they are accompanied by a parent, guardian, an NYU ID holder or have special permission from NYU Washington, DC Operations.

5.14 NYU Public Affairs and the Media

University Relations & NYU Public Affairs must approve any media coming to cover an event.

5.15 Photography

All photographing in the Constance Milstein and Family Global Academic Center must be approved in advance by NYU Washington, DC Operations. Filming and video-taping are not allowed in the Constance Milstein and Family Global Academic Center unless as a part of a scheduled program and approved by NYU Washington, DC.

5.16 Safety

Event organizers may be asked to attend a security briefing if the program falls under the Guidelines Regarding Protest and Dissent or because of potential crowding or safety issues.

5.17 Banners

No banners, posters or other hangings are allowed on the public walls or the exterior of the building unless authorized by NYU Washington, DC.

5.18 Balloons

Balloons filled with helium, confetti, and silly string are prohibited.

5.19 Solicitation

Soliciting of any kind is strictly prohibited.

5.20 Fire

Open flames of any kind are strictly prohibited.

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