Event Services

Policies

Definitions

Students currently enrolled in Weill Cornell Medical College as well as those working on behalf of a Weill Cornell Medicine (WCM) department, division or group are considered internal customers.

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

Procedures

Room Reservations

New reservation requests from internal customers may be made up to 365 days in advance.

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

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

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

Reservations are normally accepted on a first-come, first-served basis. However, certain WCM and/or Cornell University functions have priority over all others. Should it be necessary that we cancel a reservation, we 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 and Billing

After a 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 our 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 WCM fund number or six-digit NewYork-Presbyterian (NYP) account number to which the signee has approval rights.
  2. A valid Mastercard, Visa or American Express credit card number and expiration.

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

Video Services

We provide basic recording services for lectures and meetings. Any additional video editing will require utilization of our internal production service or an outside service. All footage will be deleted 30 days after completion; we do not maintain an archival video storage service.

External Services

External vendors and suppliers must meet with our staff and obtain approval during the planning stage of an event. All necessary authorization must be obtained prior to the provision of external services (e.g., video production or catering) in our spaces.

Prices & Fees

Audiovisual Services

Please refer to our audiovisual fees for current audiovisual service pricing information.

Audiovisual service pricing is subject to change without notice. At the time of any pricing changes, events that have already been quoted and are occurring within the next 30 days will be honored according to previous rates. Any events occurring more than 30 days in the future may incur charges according to new rates.

Rush Booking

Event bookings requested less than three business days in advance will be considered a "rush booking", and will be billed at the premium external customer rate - $400 for preproduction planning for each event, and an additional $50 per hour for tech time.

Cancellations and Reservation Changes

A reservation canceled more than two weeks in advance will incur a cancellation penalty fee equal to the full cost of preproduction planning.

A reservation canceled two weeks or less in advance will incur a cancellation penalty fee equal to the full quoted cost of the event.

A changed reservation date will incur a penalty fee of $50 or the full cost of preproduction planning, whichever is more when the change request is made. Additional charges will also be incurred for technical, facility and catering services that have already been performed before the change was requested.

Food and Beverage Catering

Griffis Faculty Club is the preferred banquet catering service for the Weill Greenberg Center (WGC) Selma Ruben Conference Center and Great Hall. Alcohol is not permitted to be served in any conference room, except through Griffis Faculty Club.

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

Policy Violations

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

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

On first violation, a letter of warning detailing the incident will be sent to the event organizer as well as the sponsoring department chair. Subsequent violations will incur a doubling of all prices and fees for any future bookings made by that department over the next year.

AV Services 1300 York Ave., Box 43 New York, NY 10065 (646) 962-9717


Event Services 1300 York Ave., Box 32 New York, NY 10065 646-962-6112