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SMG h:2110.1

FDA STAFF MANUAL GUIDES, VOLUME III - GENERAL ADMINISTRATION

COMMITTEE AND CONFERENCE MANAGEMENT

USE OF CONFERENCE ROOMS AT FB-8

Transmittal Number 97-07 -- Date: 11/05/96

[PDF Version]

 1. Purpose
 2. Policy
 3. Responsibility
 4. Conference Room Facilities
 5. Special Equipment
 6. Reservations and Cancellations
 7. Rules Governing the Use of Conference Rooms

1. PURPOSE 

This guide provides instructions for reserving FDA controlled conference room space in FB-8 and rules governing the use of the rooms.

2. POLICY 

A. The conference rooms are provided for official functions of the Agency. All requests for their use for non-official functions must be in accordance with the provisions of Staff Manual Guide FDA 2123.1, RECOGNITION OF EMPLOYEE GROUPS AND USE OF FDA FACILITIES FOR MEETINGS FOR NON-OFFICIAL PURPOSES.

B. Conference rooms will not be assigned on a permanent basis.

3. RESPONSIBILITY 

The Office of Management, Office of Facilities, Acquisitions and Central Services, Division of Central Services, Administrative Services Branch, Metropolitan Office Services Section (HFA-216) is responsible for coordinating the use of FDA-controlled conference rooms located in FB-8.

4. CONFERENCE ROOM FACILITIES 

FB-8 currently has two conference rooms available for meetings or conferences held by offices or activities of the Agency. Special room layouts may be requested to adapt the rooms to the particular needs of a meeting; however, standard layouts have been developed for each conference room that will provide for their most efficient use. The layouts are designed primarily for working conferences and presentations-type meetings. The working conference arrangement provides seating at tables and the presentation-type arrangement provides maximum seating without tables. Due to the limited space available, a minimum and maximum number of attendees required to qualify for a conference room has been established. The minimum and the maximum numbers with the arrangements are listed as follows.

RoomMinimumMaximum
1409  
Undivided  

Presentation-type

50110

Working conference

2577
Divided  
Both rooms working conference  

Larger room

1035

Smaller room

525
1813  

Presentation-type

3580

Working conference

2065

5. SPECIAL EQUIPMENT 

Special equipment required, such as audio-visual equipment and easels, will be provided if available. Request for such equipment should be submitted at the time the request for a reservation is made or, if that is not feasible, as far in advance of the meeting as possible. The requesting office will be responsible for the care of all special equipment, which must be returned to the Metropolitan Office Services Section after use.

Special requirements for meetings such as ice for water carafes, pads, pencils, name plates, delivery of telephone messages, and secretarial assistance must be provided by the requesting office.

6. RESERVATIONS AND CANCELLATIONS 

A. Reservations.

1. Reservations may not be made more than 6 months in advance, but, because of the limited number of rooms available, should be made as far in advance as possible within that limitation.

2. Reservations may be made by calling the Metropolitan Office Services Section (202-205-4137). The following information must be supplied:

a. Name and telephone number of person making reservations.

b. Name and organization sponsoring meeting.

c. Room preferred, if any.

d. Number of people participating in the meeting.

e. Date and time desired and length of meeting.

f. Special equipment required, if any.

g. Layout required.

B. Cancellation. Cancellations should be reported immediately to the Metropolitan Office Services Section.

7. RULES GOVERNING THE USE OF CONFERENCE ROOMS 

A. Smoking is not permitted in the conference rooms.

B. Food and beverages may not be brought into the rooms.

C. Conference room furniture may not be removed or transferred from one room to another without permission from the Metropolitan Office Services Section.

D. Personnel must not attempt to move heavy furniture or equipment since such action could cause personal injury or damage to Government property. If rearrangement is required, the Metropolitan Office Services Section should be contacted for assistance.

E. If the meeting is for more than one day, materials and equipment belonging to the sponsoring organization may be left in the room overnight; however, this is at the risk of the sponsoring organization.

F. Upon completion of the meeting, all equipment and working materials, other than that furnished with the room, must be removed or discarded in the waste baskets.