CLINICAL AND TRANSLATIONAL RESEARCH
CENTER
SEMINAR / CONFERENCE ROOM RESERVATION
POLICY, PROCEDURE & FEE SCHEDULE
RESERVATIONS UB Clinical and Translational Research Center (CTRC) Seminar and Conference rooms may be reserved for use through the online reservation form. Completed forms should be emailed to: ctrc-­‐reception@buffalo.edu. Reservations are accepted on a first-­‐come-­‐first-­‐served basis. Your reservation remains tentative until you receive an email confirmation of the reservation. For events that require a fee, University users must provide a complete account number. •
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CTRC and BGMC events may use seminar/conference rooms at no charge. Other UB and Kaleida events may reserve space at discounted rates. Non-­‐University events may reserve space at the non-­‐university rate. FEE SCHEDULE 5002 Conference Room Standard Seating* 12 University / Kaleida Rate $ 25 (1 – 4 hours) 5019 A Seminar Room 49 $100 (1 – 4 hours) $300 (1 – 4 hours) 5019 B Seminar Room 51 $100 (1 – 4 hours) $300 (1 – 4 hours) 5019 A + B Combined 100 $200 (1 – 4 hours) $600 (1 – 4 hours) 6003 A Conference Room 8 $ 25 (1 – 4 hours) $ 75 (1 – 4 hours) 6003 B Conference Room 8 $ 25 (1 – 4 hours) $ 75 (1 – 4 hours) 6003 A + B Combined 16 $ 50 (1 – 4 hours) $150 (1 – 4 hours) 8003 A Conference Room 8 $ 25 (1 – 4 hours) $ 75 (1 – 4 hours) 8003 B Conference Room 8 $ 25 (1 – 4 hours) $ 75 (1 – 4 hours) 8003 A + B Combined 16 $ 50 (1 – 4 hours) $150 (1 – 4 hours) UB CTRC Atrium N/A $200 (1 – 4 hours) $600 (1 – 4 hours) Room # Non-­‐University Rate $ 75 (1 – 4 hours) *Maximum room capacity is determined by seating configuration. CANCELLATIONS If you must cancel, please let us know as soon as possible so the space can be made available for another group’s use. HOST RESPONSIBILITIES •
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The host organization is financially responsible for any damages which occur during their use . The host organization is responsible for setting up room configuration and returning to the standard configuration. The host organization is financially responsible for any charges related to set-­‐up or clean-­‐up of the space as a result of their use. The host organization is responsible for adhering to all building and fire code regulations. The host organization is responsible for obtaining a liquor license if alcohol will be available at their event. If the event caterer does not have a license the host organization must obtain one. A copy of the license must be provided to UB CTRC at least 1 week prior to the event. The host organization is responsible for all catering arrangements as well as for any loss or damage resulting from the caterer’s activities. The host organization is responsible for ensuring knowledge of operation of AV equipment in advance of the event date. GENERAL INFORMATION •
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Restrooms are located in close proximity to each seminar / conference room. All facilities are handicap accessible. The UB CTRC is a smoke-­‐free facility. Organizers of and attendees at events using University-­‐managed property are required to abide by the University at Buffalo Smoke-­‐Free-­‐Policy. UB CTRC is not responsible for items lost/left in the facility. AV AND EVENT PLANNING All rooms have “State of the Art” equipment computer access, projectors and screens. AV instructions are printed and available in each room. •
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IT support: please contact Dan Schofield at omc-­‐req@buffalo.edu at least one week before your event. Video taping: please contact Jamie Enser at jenser@buffalo.edu at least one week before your event. Video conferencing*: please contact David Shurtleff at (716) 645-­‐5525 or dls29@buffalo.edu at least one week before your event *Kaleida Health events only contact: Steve Rukavina at (716)859-­‐2370 or srukavina@kaleidahealth.org Conference telephone: please contact: Sheri Hosken at ctrc-reception@buffalo.edu at least one week before your event Special Event Planning – Logistics Support: please contact The Office of Special Events: Conference Services – General Information 352 Fargo Quad, Bldg. 4, Buffalo, NY 14261 Phone: (716) 645-­‐6147 Fax: (716) 645-­‐2801 Email: stu-­‐conferences@buffalo.edu http://www.student-­‐affairs.buffalo.edu/special/ CONTACT FOR INFORMATION OR WITH ADDITIONAL QUESTIONS: SHERI HOSKEN, Receptionist / Building Assistant University at Buffalo Clinical and Translational Research Center Phone: (716) 888-­‐4850 Fax: (716) 854-­‐1397 Email: ctrc-­‐reception@buffalo.edu