Policies

The Office for Educational Resources (OER) is responsible for the reservations of the Conference Center and other meeting space. In an effort to balance the various and often conflicting room requests, priority guidelines of space for users was developed to provide maximum usage of this space.

Reservations for regular ongoing activities by internal groups (i.e. repetitive meeting, grand rounds, departmental conferences) will be permitted in the Conference Center given the following:

• Repetitive activities may be scheduled on Mondays, Tuesdays and Wednesdays.
• Reservations may be made up to one year in advance
• All reservations will be subject to institutional priorities administered by OER

All cancellations must be received in writing to the OER office at box 709 or by e-mailing Roomscheduler@urmc.rochester.edu.

All users are responsible for returning conference rooms to their normal configuration. Diagrams indicating Normal setup are posted in each room.

Only University approved Caterers will be allowed to service activities within the Conference Center.

All users are responsible for paying Service Costs associated with their activity. These include, but are not limited to: Parking, housekeeping set ups, special media needs, catering, equipment rental, etc.

To ensure compliance with University, County, State and Fire Code Regulations please check with the Conference & Events Coordinator.