Office of Space Reservation

 
WELCOME TO THE SPACE RESERVATION DEPARTMENT

Director:
Sowonee Duworko

Staff:
Fredine Carter, Office Assistant, available Monday & Wednesdays Only
Arita Babb, Office Assistant, available Tuesday, Thursday & Fridays Only

Building:
Carroll Building

Room:
M-6

Telephone:
718-270-6116/6005

email:
Spacereq@mec.cuny.edu

The Office of Office of Space Reservation is a unit within the Administration, Finance & Capital projects. This unit is responsible for scheduling all space for events at the college, which includes non- academic internal & external events. In addition to scheduling, this office is responsible for telecommunications (switch board operator) and coordinates all parking related activities for Students, Staff, Faculty & External (visitors, vendors, etc.)
 
The mission of the Office of Space Reservation is to provide quality services to all constituents utilizing space at the college for events and to interact with other service areas within the college to ensure optimal services are provided to all and continue to be a Revenue engine for the college.

Services Provided
  • Room Reservations     Reserve rooms/space for all non-academic External /Community events
  • Parking                        Provide accessibility Student, Employee, Event & Visitor Parking
  • Telecommunications    Receive and direct all calls through the switch board operator
GUIDELINES and CONDITIONS
All transactions between any organization and individual and Medgar Evers College-CUNY are made subject to the following rules and regulations of the college:
  1. An event (meeting, seminar, reception, graduation, etc.) or a speaker reserving space does not constitute an endorsement by the college.
  2. Medgar Evers College reserves the rights to deny the use of its facilities and properties to any organization or individual whose activities are not in compliance with policies and procedures of Federal, N.Y. State, New York City, or City University of New York laws.
  3. When using college facilities, organizations or individuals shall conduct themselves in a manner that does not cause injury or damage to persons or property. An event must not cause disruption of college programs, operations, or atmosphere.
  4. The college reserves the right to relocate, reschedule, or modify the time of a scheduled event if such event is in conflict with an academic sponsored activity.
  5. All charges and fees must be paid ten (10) business days prior to an event. The college reserves the right to cancel an event due to non-payment. Future events will not be honored until all outstanding balances are paid.
  6. To cancel a reservation, a written notice must be submitted as soon as it is known but no later than seven (7) business days prior to event confirmed date.
  7. Facilities are allocated based on the following CUNY Guidelines below:
  1. Class Assignments
  2. Academic & Department programs
  3. Student Club (registered & recognized) and Student Sponsored Events
  4. Space Rental – fees apply – Internal/External groups
  5. Adult & Continuing Education
  6. Community Sponsored Programs
  • Related to Academics
  • Un-related to Academics
  • Social Issues
  • Political Events 
Reservations can be made up to ninety (90) days prior to an event.
  1. An organization or speaker may display the name and address of 'Medgar Evers College' on promotional materials for the sole purpose of indicating the location of the event. Under no other circumstances shall the name 'Medgar Evers College' be used or displayed without explicit written approval of the college.
  2. An event must not be advertised or promoted prior to written confirmation received from the College Space Reservation office that space request has been approved.
  3. Medgar Evers College-CUNY is a smoke-free institution. Smoking is not permitted at any time on campus facilities. In addition, balloons are not permitted in the college Auditorium. No Alcohol is permitted on campus without prior permission and proper documents.
  4. An organization or speaker may not assign any rights or obligations under the term of the Space Reservation Agreement to another party without prior written consent of the college.
SPACE RESERVATION REQUIREMENTS
  1. STATE CHARTER:
    A copy of the State Charter indicating the non-profit status of the group or organization must accompany the request for space.
  2. INSURANCE REQUIREMENT:
    Insurance is required by the renter so as to provide Medgar Evers College with $1,000,000 liability coverage per event, per occurrence.
SUNDAY AND HOLIDAY UTILIZATION OF COLLEGE FACILITIES
No activities will be scheduled on Sundays and Holidays unless approved by the College Space Reservation Committee.
REQUEST FOR SPACE
All requests for space should be directed to Ms. Sowonee Duworko at the Space Reservation Office, 1150 Carroll Street, and Room: M-6, Brooklyn, N.Y. 11225. Phone number: (718) 270-6116/6005. Office hours are Monday - Friday, 9:00am to 5:00pm

CONFIRMATION OF SPACE
Confirmation of space shall not be granted until all procedures listed below are complied with:
            SPACE RESERVATION PROCEDURES
  1. Submit completed Space Reservation Request Form, along with state charter if applicable, at least Six (6) to Eight (8) weeks prior to event date, depending on nature of your event.  Include alternate dates and all contact information.
  2. Submit with your application a $30.00 (non-refundable) processing fee by check or Money Order.
  3. Upon confirmation of your request by the review committee, an invoice will be generated. A $250.00 non-refundable holding fee will be required within 10 business days of your confirmation to secure your requested location. An administrative fee of 10% shall be included in your total invoice amount.
  4. Submit payment along with invoice to the Bursar Office located on the 3rd floor of the SBSS Building, 1637 Bedford Ave. Brooklyn, NY 11225 on Mondays through Fridays, 9am to 5pm. A Copy of payment receipt must be submitted to the Space Reservation Office located in room M-6 of the Carroll Street building.
CANCELLATION OF SPACE REQUEST
  • Cancellation for a confirmed event must be submitted in writing to the Office of Space Reservation no later than 2 weeks prior to scheduled event.
  • Deposit fees of $250.00 are non-refundable in the event of cancellation. If a full payment was made prior your event and you must cancel, you will receive a refund on the following scale.
  • 1 month prior to event – 75% refund
  • 2weeks prior to event – 25% refund
  • 1 week prior to event – no  refund
Additionally, the College reserves the right to cancel a request for space due to delinquency in fulfilling the conditions outlined under Space Reservation Procedures.

FACILITIES AVAILABLE for Rental and Charges
The following table summarizes the usage fees
Basic 4 hrs. Rental
Facility Capacity Mondays - Thursdays Friday - Sundays
Application Processing fee             $30.00
Non Refundable Holding Fee  $250.00
Bedford Building (1650 Bedford Ave.)
Founders Auditorium 466 $2,000 $2,500
Amphitheater 1,000 $1,250 $1,500
President’s Conference Room 75 $750 $1,000
Johnson Lecture Hall 75 $750 $750
Class Room 40 250/300pd-6hrs 350pd-6hrs
Student Services (“S”) Building (1637 Bedford Ave.)
Pinkett Lecture Hall 74 $750 $1,000
3rd Floor Lobby Lounge 63 $500 $750
3rd Floor Lobby Patio 48 $500 $750
3rd Floor Lobby Lounge and Patio 111 $1,000 $1,500
3rd Floor Conference Room 21 500 500
Carroll Street Building (1150 Carroll St.)
Gymnasium 272 $1,500 $2,000
AB1 Health & Science Building (1638 Bedford Ave.)
Edison O. Jackson Auditorium 117 $1,000 $1,500
Multi-Purpose Room 60 $600 $850
VIP Dining Room 60 $750 $850
Cafeteria/Main Dining  Room 246 $1,600 $2,000
Class rooms 40 + 250/300pd-4hrs-6hrs 350-400pd4hrs-6hrs
Science Lab 20+ 800 1,000
 
Space Rental Packet – Attached
Package Includes
Space Reservation Form