Event Services Office - Policies and Fees

Definitions

Persons working on behalf of a Weill Cornell Medical College department, division, or group are considered internal customers.

Undergraduate and graduate medical students that are currently enrolled with WCMC are considered student customers.

Persons working on behalf of all other groups are considered external customers.

Procedures

Room Reservation

New reservation requests from internal customers or student customers can be made up to 365 days in advance.

New reservation requests from external customers can be made up to 60 days in advance.

Recurring meetings can only be booked within the same time constraints (365 days for internal and student events, 60 days for external events).

While staff or faculty requesting reservations may indicate a preference for a particular room, not all requests will be able to be fulfilled. The final decision over which space is used for an event is at the final discretion of the scheduler.

Reservations are normally accepted on a first-come, first-served basis. However, certain Medical College and/or University functions have priority over all groups. Should it be necessary to cancel a reservation, the Event Services Office will inform the appropriate contact person immediately. If an alternate venue cannot be found or the event cannot be rescheduled, the booking will be canceled with no penalty.

Quotes, Billing, and Charges

After the request for an event is received, a quote will be generated and sent to the requesting party. An account number or payment must be received first in order to secure the reservation. Please note that we do not accept or hold tentative bookings and that reservations are not placed in the ESO calendar until after payment is received.

A reservation will be considered acknowledged and paid in full when we receive one of the following:

  1. A valid eight-digit WCMC fund number to which the signee has approval rights, or
  2. A valid six-digit NYP account number to which the signee has approval rights, or
  3. A valid credit card number and expiration date from either a MasterCard, Visa, or American Express card.

The ESO reserves the right to charge up to the full balance of the quote against the given account or credit card as a 100% deposit once the reservation requirements are met.

Video Services

We provide basic recording of lectures and meetings. Any additional video editing or changes will require either our limited internal production services, or you may use an outside service. All video projects and materials will be deleted 30 days after completion. ESO does not maintain an archival video storage service.

Outside Services

Outside vendors and suppliers must meet with the ESO staff and obtain approval during the planning stage of the event. All necessary authorization must be obtained from the Event Services Office prior to providing outside services in our spaces, e.g., video production and outside catering services.

Rates and Charges

Rate Information

Please see the ESO Rate Card for current pricing information.

The ESO Rate Card is subject to change without notice. At the time of any change to the ESO Rate Card, events that have already been quoted and are occurring within the next 30 days will be honored. Any events occurring more than 30 days in the future may be re-quoted.

Rush Booking

Event bookings requested less than three business days in advance will be considered a "Rush Booking", and will be billed at the External Customer Premium rate.

For External Customers the rush fee is $400 for the Pre-Production Planning for each event and an additional $50 per hour for tech time.

Cancellation & Change Orders

A reservation cancelled more than two weeks in advance of its event date will incur a cancellation penalty consisting of the full cost of the "Pre-Production” charge.

A reservation cancelled within two weeks or less before its event date will incur a cancellation penalty of the full quoted cost of the event.

A reservation that changes its event date will incur an additional penalty of $50 or the “Pre-Production” charge whichever is more, as listed on the ESO Rate Card at the time that the change order request is made. Additional charges will also be incurred for technical, facilities, and catering services that have already been performed before the change order was placed into effect by the client.

Food & Drink / Catering

Griffis Faculty Club is the preferred banquet catering facility for the WGC Selma Ruben Conference Center and the WGC Great Hall.

Alcohol is not permitted to be served in any conference room, except through the Griffis Faculty Club.

Food and beverages are strictly prohibited in the auditoriums. Violation of this policy will result in additional charges.

Policy Violations

In addition to the above policies, all events must adhere to all relevant federal, state, and local laws, as well as any and all other applicable university policies.

Should any of these policies be broken by event attendees, the incident will be documented by the Event Services Office staff.

On the first violation, a letter of warning detailing the incident will be sent to the event organizer, as well as the department chair for the sponsoring department.

All subsequent violations will cause a doubling of all rates and charges for any future bookings made by that department. This penalty will last for a duration of 365 days.