Conference Center Guidelines. Wake Forest Biotech Place

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1 Conference Center Guidelines Wake Forest Biotech Place

2 CONTENTS Reservation Procedures... 4 Event Operations & Management... 4 Cancellations... 5 Food Service... 5 Insurance... 5 Equipment... 5 Facilities... 6 Parking... 6 General Policies... 6 Services... 7 Conference Room Descriptions and Rental Rates... 7 Room Descriptions... 7 Room Rental Rates... 7 Additional Incidental Fees... 7 Contact Us Appendix A: Approved Vendors... 9 Rentals:... 9 A/V services & support:... 9 Cushman & Wakefield WF Biotech Place Conference Center Guidelines 2

3 Appendix B: Sample Certificate of Insurance Appendix C: Full List of Equipment By Room Appendix D: Conference Center Floor Plan Atrium Rental Supplemental Info Additional Charges Security Furniture Moving Cleaning Audio-Visual Support Additional Information Approved Vendors Bands/Music/DJs Alcohol Floorplans & Capacities Current Floorplan Auditorium/Theater Style Floorplan Dining Style Floorplan Cushman & Wakefield WF Biotech Place Conference Center Guidelines 3

4 PLEASE READ CAREFULLY The Wake Forest Biotech Place (WFBP) reserves the right to limit the use of conference space to those organizations sponsoring programs that are consistent with the Wake Forest Innovation Quarter s mission of promoting life sciences research, technology commercialization and community affairs. Reservation Procedures To reserve conference room space at Wake Forest Biotech Place, per the online reservation system or through the building office, Licensee must agree to abide by these Guidelines. Events may be scheduled seven days a week from 7 am to midnight. There will be a minimum of 30 minutes between reservations for any given room to allow for cleanup or setup that may be required for the next scheduled group. All events MUST conclude on time. Reservations can be made by submitting a request through the online reservation request form: Requests will be subject to approval on a case-by-case basis. Room reservations are requested one month in advance of event. Requests are subject to approval on a case-by-case basis. Submission does not guarantee that your event is approved. Please allow up to three business days for a response to your reservation request. The deposit, if applicable, must be received by Building Management a minimum of seventy-two (72) hours prior to the event date. If the security deposit has not been received Building Management, at its sole discretion, may cancel the event. The Licensee will be given a forty-eight (48) hour notice. Event Operations & Management The Wake Forest Biotech Place Conference Center is managed by Cushman & Wakefield (Building Management.) 1. The Licensee is responsible for setup for any rented or personal equipment supplied. Please reserve the room 30 minutes prior to the start of your meeting time to allow for setup time. 2. All event attendees are required to abide by the Conference Center and Building Rules and Regulations. 3. Licensee must supply at least one contact person for each event. 4. It is strongly recommended that Licensee review the room prior to the event to ensure that their equipment is compatible with the Conference Center audio/visual equipment. Cushman & Wakefield WF Biotech Place Conference Center Guidelines 4

5 Cancellations Building Management requires 48 hours written notice for cancellations; otherwise Licensee will be billed for the cost of the room rental. Food Service All arrangements for food services, menu selections, and payment must be made directly between the Licensee and an approved catering firm. For a list of approved caterers please A copy of the caterer s Liquor License must be on file with Building Management if alcohol is being served. Licensee is responsible for cleanup and removal of food and drinks at the end of the event. Arrangements should be made with the caterer for cleanup and trash removal for an event held after normal business hours, otherwise an after-hours cleanup fee may be assessed. Insurance A Certificate of Insurance is required from Licensee. An example of an acceptable certificate of insurance can be found in Appendix B. Equipment Audio/Visual (A/V) equipment to be used must be specified on the Reservation Request form prior to the scheduled event. There is no additional cost to use any A/V equipment existing in the rooms, and A/V assistance for and during your meeting can be arranged; however, if you require more technical assistance beyond what we provide, an additional fee may be assessed. Licensee should assess equipment and operational capabilities prior to event. If Licensee chooses to bring A/V equipment onsite, there may not be an A/V technician available should assistance be needed. Each room is equipped with user-friendly A/V equipment. Building Management is available to assist with setup. Equipment includes: 1. LCD/Video projector for multimedia computer/dvd presentations 2. Motorized projections screens 3. Overhead audio system 4. Remote control touch panels to control the audio/visual systems 5. Wired and wireless microphones 6. Podium with integrated audio/visual elements 7. Conference call capable phone systems Cushman & Wakefield WF Biotech Place Conference Center Guidelines 5

6 A full list of A/V equipment is available in Appendix C. Facilities Restrooms are located on the first level across the atrium (underneath the staircase) and in the second- and third-floor elevator lobbies. Parking Parking availability is limited and will be discussed as a follow-up to the reservation request. Parking availability is determined based on day and time of event and may require the use of public parking decks adjacent to the Innovation Quarter. General Policies All trash must be picked up and placed in the trash containers in the room. Room must be left in a clean and organized condition, like it was found. Furniture may NOT be moved within or removed from conference rooms without prior permission from Building Management, and NOTHING MAY BE TAPED TO WINDOWS, WALLS OR DOORS. Licensee is responsible for inspecting event space prior to use and reporting any damage or equipment that is not operating properly. Wake Forest Biotech Place is a tobacco-free campus environment. Tobacco use is prohibited within 25 feet of the property line. Services Arrangements to store materials, boxes or equipment prior to the event or overnight should be made with the Building Management. Building Management will not sign for any event materials delivered to the building. Conference Room Descriptions Conference rooms are available for reservation on a first-come, first-served basis. One-time events may reserve space up to one year in advance. Recurring events may book up to six months in advance. Cushman & Wakefield WF Biotech Place Conference Center Guidelines 6

7 1. Room Descriptions Description Suite Number Floor Capacity Seating Notes Conference room Flexible Auditorium Fixed Video Teleconference Enabled Conference room Fixed Video Teleconference Enabled Conference room Fixed Conference room Fixed Conference room Fixed Conference room 153 A 1 20 Flexible A&B can be combined Conference room 153 B 1 20 Flexible Conference room 155 A 1 20 Flexible A&B can be combined Conference room 155 B 1 20 Flexible Atrium 133 A Flexible Please see Appendix D for conference center layouts. 2. Room Rental Rates Please contact the Building Management for more information on specific room rental rates. 3. Additional Incidental Fees If Licensee has additional requirements that cannot be filled by Building Management additional charges may apply. Building Management will not be responsible for any additional fees. Cushman & Wakefield WF Biotech Place Conference Center Guidelines 7

8 Contact Us Cushman & Wakefield Please Office: Cushman & Wakefield WF Biotech Place Conference Center Guidelines 8

9 Appendix A: Approved Vendors Rental companies are listed below. All vendors must supply a certificate of insurance prior to each event. Please see the insurance section for the guidelines on the insurance certificate requirements. A copy of the liquor license must be provided to Building Management at least 48 hours prior to any event where alcohol is being served. All caterers, event planners, sound/av vendors and/or furniture rental companies must coordinate all plans and activities with Building Management. Rentals: 1. Happy Rentz Hauser Rentals Sterling Events Group David Munoz Additional Approved Vendors: A New Leaf Brad s Golf Carts Velda Walsh Cushman & Wakefield WF Biotech Place Conference Center Guidelines 9

10 Conference Center Guidelines Appendix B: Sample Certificate of Insurance

11 Catering/Meeting Room Da-Lite Projection screen 2. NEC NP4100W Projector 3. Ceiling speakers 4. Amplifier Appendix C: Full List of Equipment By Room Auditorium Suite Da-Lite ceiling mounted projection screens 2. 2 projectors Multimedia Lectern includes: 1. AMX touch panel to control A/V components 2. Gooseneck microphone 3. Smart Technologies SSID370 Sympodium 4. Blue-Ray DVD player 5. Cable Cubby LCD display on column in front of presenter 5. 2 HD PTZ cameras on front wall Ceiling speakers 7. Polycom Videoconferencing system 8. Polycom Soundstructure C16 audio mixer Meeting Room Suite 152 (Videoconference Enabled) 9. Polycom HDX Media Center includes: 1. (2) 50 LCD displays 2. HD Codec 3. Ceiling mounted microphone 4. Eagle Eye HD camera 10. Blu-ray DVD player in credenza 11. Connectivity to display at Extron box in table Conference Room Suite 153 A & B (Split conference room) 12. AMX touch panel, one each room (2) 13. Da-Lite Projection screen, one each room (2) 14. FMultimedia lectern 15. JBL Control 26 ceiling speakers, one each room (2) 16. JBL Control 25 wall mounted speakers, one each room (2) LCD in lectern 18. Projector, one each room, one each room (2) 19. Polycom Soundstructure C RGB Spectrum LX Lavalier wireless microphone 22. Gooseneck microphone display 24. Blu-ray DVD Cushman & Wakefield WF Biotech Place Conference Center Guidelines 11

12 Meeting Room - Suite Sony 60 LCD wall mounted at head-end of the conference table 26. Blu-ray DVD player located in credenza 27. Sony remote will control the display 28. Connectivity to display at Extron box in table Conference Room Suite 155 A & B (Split conference room) 29. AMX touch panel (2) 30. Da-Lite Projection screen, one each room (2) 31. Multimedia lectern 32. JBL Control 26 ceiling speakers, one each room (2) 33. JBL Control 25 wall mounted speakers, one each room (2) LCD in lectern 35. Projector, one each room, one each room (2) 36. Polycom Soundstructure C RGB Spectrum LX Shure lavalier wireless microphone 39. Shure gooseneck microphone display 41. Blu-ray DVD Meeting Room Suite Sony 60 LCD wall mounted at head-end of the conference table 43. Blu-ray DVD player located in credenza 44. Sony remote will control the display 45. Connectivity to display at Extron box in table Atrium 46. AMX NXT-1200 Touch Panel (12 ) 47. AMX NXT-CV7 Touch Panel (7 ) 48. AMX NI-3100 Control System Processor 49. Christie Microtile Wall 50. Christie Digital Vista Spyder 51. Crown CTS-4200A power amplifier (3) 52. JBL CBT 100LA line array speakers 53. Marshall Dual 10.4 monitor 54. Lavalier microphones (2) 55. Shure handheld microphones (2) 56. Blu-ray DVD player (2) 57. Sony EVIHD7V HD PTZ camera Cushman & Wakefield WF Biotech Place Conference Center Guidelines 12

13 Appendix D: Conference Center Floor Plan Cushman & Wakefield WF Biotech Place Conference Center Guidelines 13

14 Atrium Rental Supplemental Info General Information Thank you for considering the Wake Forest Biotech Place as a venue for your event. Wake Forest Biotech Place is a 24-hour office and lab facility, so please keep this in mind when planning your event. The atrium may be rented in half-day or full-day increments. Please contact Building Management for more information on rental rates for your specific event. Additional Charges In addition to the room rental charges, Licensee may incur additional charges depending on your event. These costs will be charged directly to Licensee, if incurred. Security Particularly for large events, Building Management may determine that additional security staff will need to be hired. Sunstates Security is contracted to provide security for the building, and depending on the size and type of event, Licensee may be required to pay for additional security officers that are deemed necessary. Building Management will make every effort to let Licensee know in advance of event the number of security officers that will be hired if it is determined if officers are deemed necessary. Licensee will receive a bill for these services following the event. Furniture Moving If Licensee wishes to move or remove any atrium furniture please notify Building Management 48 hours in advance of event. United Maintenance Corporation is contracted to remove and store any atrium furniture. Licensee will be billed for associated furniture removal costs. Cleaning Building Management will determine if janitorial staff is necessary for events taking place in Wake Forest Biotech Place. United Maintenance Corporation is contracted for on-site janitorial services. Please discuss your event with Building Management to determine whether planning for an on-site porter is recommended. If janitorial staff is required or requested, Licensee will be billed for associated costs. Cushman & Wakefield WF Biotech Place Conference Center Guidelines 14

15 Audio-Visual Support The atrium has been built with an extensive array of audio-visual (A/V) equipment. The A/V equipment installed includes but isn t limited to: 1. AMX NXT-1200 Touch Panel (12 ) 2. AMX NXT-CV7 Touch Panel (7 ) 3. AMX NI-3100 Control System Processor 4. Christie Microtile Wall 5. Christie Digital Vista Spyder 6. Crown CTS-4200A power amplifier (3) 7. JBL CBT 100LA line array speakers 8. Marshall Dual 10.4 monitor 9. Lavalier microphones (2) 10. Shure handheld microphones (4) 11. Blu-ray DVD player (2) 12. Sony EVIHD7V HD PTZ camera Building Management is trained to set up for basic A/V needs (PowerPoint, DVDs, etc.). If Licensee requires a greater deal of A/V support deemed necessary by Building Management, an outside A/V vendor may be recommended. If Licensee requires the services of an outside A/V vendor, Building Management requires the use of an approved vendor. Additional Information Approved Vendors Please refer to page five of the Conference Center Guidelines for our policy on food and beverage in Wake Forest Biotech Place. Bands/Music/DJs Bands, DJs or other form of amplified sound must be discussed with Building Management at least 48 hours in advance of event. Please keep in mind that Wake Forest Biotech Place is a 24-7 office and research facility, and sound levels will need to be at an appropriate level. Alcohol If Licensee intends to serve alcohol at an event function, Building Management must be notified at least 48 hours in advance of event. Additionally, Licensee must use one of the approved caterers (referenced on page 5 and Appendix A). Depending on the type of function and type of alcohol provided, there may be requirements to obtain an additional alcohol permit from the ABC Board. This is the responsibility of the Licensee and cannot be substituted with the alcohol permit Cushman & Wakefield WF Biotech Place Conference Center Guidelines 15

16 provided by the approved caterer. Typical time to obtain a permit after completed paperwork has been turned in is approximately two weeks. Cushman & Wakefield WF Biotech Place Conference Center Guidelines 16

17 Floorplans & Capacities Current Floorplan (no atrium furniture removed) Max Occupancy: 350 (Standing) Cushman & Wakefield WF Biotech Place Conference Center Guidelines 17

18 Auditorium/ Theater Style Floorplan Max Occupancy: 500 (Chairs) Cushman & Wakefield WF Biotech Place Conference Center Guidelines 18

19 Dining Style Floorplan Max Occupancy: 275 (Tables and Chairs) Cushman & Wakefield WF Biotech Place Conference Center Guidelines 19

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