CHANGES IN ROOM ASSIGNMENTS
It is part of The Center’s mission to provide space to as many community groups and organizations as possible. To make best use of The Center’s space, it is necessary on occasion to re-assign spaces and The Center reserves the right to make such re-assignments at any time and without notice. If possible, notice of re-assignments will be given in advance, but advance notice may not be possible. It is every Client’s responsibility to check the daily schedule in the lobby to confirm room assignments. It is best not to include room numbers when advertising events.
ACCESS TO PREMISES
Clients will have access to the space(s) designated for their events at the times established in the Space Use Agreements. If Clients require time before or after the event for preparations and clean-up, the prep/clean time must be booked in advance and will be included in calculating space-use fees. If, for its own convenience, The Center allows additional prep/clean time, Clients will not be charged for such time. Regardless of any extra prep/clean time The Center sets, Clients’ access will be as established in their Space Use Agreements.
FEES AND DEPOSITS FOR USE OF SPACE AND EQUIPMENT
The Center charges fees for use of space and equipment. Fees for space include time for preparations and clean-up (prep/clean time). The Center reserves the right to adjust fees at any time, including within and outside of an existing Space Use Agreement. Fees are published on gaycenter.org. The Center requires fee deposits and payments as follows:
- For one-time events under $200, payment is required in full at the time of contract execution to confirm the reservation.
- For one-time events over $200, a 50% deposit payment is required at the time of contract execution to confirm the reservation. The balance is due no later than seven (7) days prior to the event date.
- For recurring events, full payment is due on or before the day of the meeting or event, or as determined within the Space Use Agreement.
All payments and deposits will be detailed in the Space Use Agreement. Any client obligation for payment of fees extends beyond the term of its Space Use Agreement until such time as all fees owed are paid. If any payment exceeds thirty (30) days past due, all future bookings by the subject Client will be suspended until all outstanding payments are received.
Payments may be made in cash, by check or money order payable to ‘The Center’, or by credit card.
Payments are accepted by mail and in-person pursuant to The Center’s payment processing protocols. Speak with an MCS representative for additional payment processing information.
For one-time events cancelled by the Client:
- All reservations are subject to a non-refundable 25% administrative fee.
- A 75% refund will be provided for a cancellation made 30 or more days in advance of the scheduled event date.
- A 50% refund will be provided for a cancellation made 15-29 days in advance of the scheduled event date.
- No refund will be provided for a cancellation made 14 or less days prior to the event date.
For recurring meetings and events, a minimum of 72 hours’ notice prior to the event start time is required; anything less than 72 hours’ notice (or no notice) and the Client will be responsible for the regular, full rate.
If a Client experiences significant personnel changes, especially in the prime contacts that have been provided to The Center in an active Space Use Agreement, the Client is responsible for notifying The Center of such changes immediately.
LISTING IN CENTER PUBLICATIONS
All activities scheduled at The Center are eligible for listing in Center Listings, on The Center’s website, and in The Center’s email newsletter, provided that information is received by the appropriate deadlines.
Listings must be provided in written form to the MCS department by email to email@example.com, or by hand or mail if necessary. The Center, in its sole discretion, will select which listings to use in which media, if at all, and reserves the right to edit any listing.
GRIEVANCE PROCESS AND APPEAL
Complaints regarding any aspect of the Meeting & Conference Services reservation and/or space use experience should be addressed with the Events and Production Manager. All attempts should be made to resolve grievances at that level. If the problem cannot be resolved, a written complaint may be submitted to the Director of Operations. The Director will acknowledge receipt of the complaint, will investigate and make every effort to issue a verbal determination within two (2) weeks.
Appeals may be submitted in writing to the Chief Operating Officer not more than seven (7) days following the initial complaint determination. Written appeals must state the reasons why complainant believes the complaint procedure has not reached an appropriate resolution. The Chief Operating Officer will acknowledge receipt of the appeal, will investigate and make every effort to issue a written determination within two (2) weeks. That decision will be final.
Clients entering into Space Use Agreements with The Center indemnify and hold harmless The Center and its agents and employees from any and all claims for damages or injuries to persons or property arising during the period covered in the Client’s Space Use Agreement. In certain circumstances, and at the sole discretion of The Center, a Certificate of Insurance naming The Center as additional insured may be required as a condition of space provision.
Clients will not permit any activity that will injure or deface The Center in any manner. This includes but is not limited to putting up nails, tacks, or screws without receiving permission from Center staff. Placement of all decorations shall be with the approval and supervision of MCS or I&R staff.
Clients agree that no portion of the sidewalks, entries, vestibules, halls, or ways of access to public utilities shall be obstructed by the Clients, their guests or used for any purpose other than for entering and exiting a room or the building.
Center employees (e.g. management, I&R or maintenance staff) have the right to enter any event at any time.
Clients that fail to comply with a Space Use Agreement or the instructions of Center staff will be penalized by being required to remit additional deposit monies for their next event, and/or not being permitted to book additional space, and/or forfeiting future uses of space which have already been booked.
The Center will not allow space to be used by any group which will undertake illegal activities within The Center. Clients agree to abide by, conform to, and comply with all of the applicable laws, rules, and regulations of the United States and the City and State of New York.
When an event effects The Center’s regular hours of operation or requires additional staffing from The Center, the Client will be charged an appropriate fee, to be determined in advance of the event.
The Center cannot be responsible for equipment or property that is left or stored on its premises. Clients may not leave anything in The Center unless prior arrangements have been made in writing, and even when arrangements have been made, The Center assumes no responsibility of any kind for the subject items. The Center reserves the right to dispose of any property left on the premises after an event is concluded.
Clients may use space only for the purposes indicated in the Space Use Agreement. Any change must be approved in advance.
Clients agree that The Center shall not be liable for failure to provide physical properties and services in the event that such failure is caused by acts or regulations of public authorities, extreme weather, labor difficulties, strike, epidemic, interruption or delay of transportation services, delays in construction schedules or any other cause beyond the control of The Center.
The Center retains the right to terminate any Space Use Agreement without prior notice if The Center determines that the Client in any way failed to adhere to the rules outlined in this document or any of its attachments. Furthermore, The Center reserves the right to cancel any future meetings or events already booked by or later requested by the same Client.
Use of The Center’s name as a meeting site in publicity materials does not constitute an endorsement by The Center of the Client or the event.
Clients may not use The Center’s logo in any promotional materials without permission from, and review and approval of the material by, The Center’s Chief Operating Officer, Director of Communications or their written designate.
The Center will be held harmless for any and all damages and penalties arising from the improper use of copyrighted materials by any Client using space at The Center.
Download Terms & Conditions PDF includes Code of Conduct, User Group Pledge of Non-Discrimination and Good Neighbor Pledge.