CMS: Capitol Mall Conference Rooms Terms & Conditions

1. Conference rooms are available for use by reservation by State agencies between 8am and 5pm weekdays, excluding holidays.
2. We are unable to provide immediate response for equipment malfunctions/failures. As such, use whiteboards, microphones, and other room amenities at your own risk.
3. An invoice will be sent to the reserving agency each month for the previous month’s reservations. We cannot accept payment from individuals directly.
4. The room is yours for the time you reserve; i.e. if your reservation is from 8:00pm-12:30pm, the room will be unlocked for you at 8:00am.
5. If you request  a setup (i.e. if we set up the room for you) then we will need the first hour of your reservation (starting no earlier than 8:00am) to do the setup. We must have 1 week notice of all setups.
6. We cannot accept any responsibility for equipment or other items that you may leave in conference rooms. You are entirely responsible for all personal items you bring into the room.
7. CANCELLATION: You must cancel a reservation a minimum of 48 hours prior to start time in order to not be charged.
8. You may NOT move equipment or furnishing out of a room.
9. The fire door between JRW East and JRW West conference rooms must remain closed, and the area in front of them completely clear, at all times. If you block them, we WILL interrupt your meeting to correct the situation.
10. Lectern microphone: do not interfere, alter, or otherwise fiddle with it. Lecterns will be checked after each reservation, and if repairs are needed due to microphone fiddling, you will be charged.  Yes, you may move the mic around — it’s articulated for that purpose.
11. Do not unplug the lectern. If you do not need the microphone, turn it off on the lectern.
12. The AV/videoconferencing equipment in the East and West Conference Rooms are not operational.

YOUR CLEANUP RESPONSIBILITIES:

A room that is not left properly cleaned may result in a fee. Please do the following before you vacate a room:

1. Erase whiteboard.
2. Putting trash (soda cans, cups, napkins, wrappers, etc…) in receptacles.
3. Wipe up food and drink spills.
4. Remove equipment or other items you brought.
5. Assure that caterer’s equipment (coffee pots, cups, ice containers, etc…) is removed from room.
6. You do NOT need to put away tables/chairs.

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