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Guidelines and Conditions

Space Reservation Requirements

Sunday and Holiday Utilization

Request for Space

Space Reservation Procedures

Cancellation of Space Request

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WELCOME TO THE SPACE RESERVATION DEPARTMENT

Coordinator: Sowonee Duworko
Building: Carroll Building
Room: C-226
Telephone: 270-6116
email: Spacereq@mec.cuny.edu


GUIDELINES and CONDITIONS

All transactions between any organization or 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 right 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 seven (7) business days prior to event date.
7. Facilities are allocated on a first-come, first-confirmed basis. Reservation can be made up to ninety (90) days prior to an event.
8. 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.
9. An event must not be advertised or promoted prior to written confirmation that space request has been approved.
10. 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.
11. 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 President.

REQUEST FOR SPACE

All requests for space should be directed to Ms. Sowonee Duworko at the Space Reservation Office, 1150 Carroll Street, Room: C4, Brooklyn, N.Y. 11225. Phone number: (718) 270-6116. Office hours are Monday - Friday, 9:00am to 4:00pm

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, at least three (3) weeks prior to the date of the event.
2. Submit with your application a $25.00 (non-refundable) processing fee. An invoice will then be generated.
3. An administrative fee of 5% of assessed charges shall be included in the total assessments. Submit payment together with invoice to the Bursar Office located on the mezzanine floor of the Carroll Street facility, 1150 Carroll Street, Brooklyn, NY 11225, Mondays through Thursdays, 10am to 5pm and Fridays 10am to 2pm. A Copy of Bursar's receipt must then be submitted to the Space Reservation Coordinator located in room 211 of the Carroll Street facility.

CANCELLATION OF SPACE REQUEST

In the event of cancellation of a booked event, at least seven business days of notification is required. 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

MEC Forms (PDF)

Space Requisition Form

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