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Function & Event Information Request.

Function & Event Information

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  • Audio Visual and Room Setup

    Please select any Audio Visual that you will need and select a room layout option for your event. This document will help us determine how we can meet your specific needs and requests. NOTE: It is best to select a layout based on the number of expected guests.
  • Community Organization Responsibilities Checklist

    • Organizations may host community meetings in HI-New York’s function rooms six times per year. • Organizations cannot charge an admission fee for events held in function rooms. • Function rooms are not available to partisan-political organizations. • Organizations are not permitted to hold religious services in the function rooms. • The event contact person from your organization must be available to be given a brief orientation of what is expected prior to and at the conclusion of your meeting. • We ask that a member of your staff greet guests at HI-New York’s entrance to direct them to the room in which you’re meeting. • If a publicly promoted event, the agency representative should record the number of guests in attendance in accordance with HI-New York’s monthly reporting procedures. • The hosting community organization is responsible for selecting the setup layout of the Room so HI-New York can inform its housekeeping staff to prepare the room for the intended event. The Standard floor plan is posted in the room. • Paper, decoration or other items cannot be taped or otherwise attached to the doors, walls, or ceilings of the Room without prior permission of HI-New York. • Only registered guests and staff are permitted beyond the public area on the first floor. • Food & Beverages are permitted in the Community Room but at the conclusion of your meeting, please clear the tables of all cups, plates, napkins and dispose of in the trash receptacles provided. If more trash bags are needed, please ask at the Front Desk. Spray cleaner and paper towels are to wipe down tables of food and beverage residue. If the space is left in an unsatisfactory condition, there will be a minimum cleaning charge of $25.00. • Please ask your guests to be respectful of guests and other visitors to HI-New York, and keep noise and activity levels to a minimum outside the function rooms. • Organizations will be expected to bring their own supplies such as paper, pens, and other office supplies. HI-New York’s supplies are not available for use. • No live animals/pets are permitted at HI-New York except for service animals for the disabled. • Smoking, alcohol, drugs, and the use of candles or open flames are prohibited at HI-New York. • City/building fire code mandates that meeting/event attendance may not exceed the Ballroom’s capacity of 163 persons, the Board Room’s capacity of 57 persons or the SoHo Room’s capacity of 79 persons. All means of egress must remain clear at all times so as to allow for easy exiting in the event of an emergency. • The organization/person requesting the space will be financially responsible for the facility and/or equipment in the event of loss or damage (including, but not limited to that resulting from theft, abuse, gross misuse) while it is in their possession/under their use. • Event hosts/sponsors are responsible for guests in attendance of their event. • Organizations may use overhead projector and speakers but must supply their own laptops. • HI-New York does not establish long-term rental contracts of more than one year with host organizations using the Community Room. • Failure to comply with the above policies and/or cooperate with HI-New York staff during the course of an event will result in the immediate suspension or termination of the event and potential loss of future reservation privileges. • HI-New York reserves the right to refuse use of function rooms to any group or organization.

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