CLAIBORNE CONFERENCE CENTER

POLICIES AND PROCEDURES

Reserving a Room:

1. The conference center staff accepts reservations via telephone, fax, or email.
2. When reserving a room or rooms, the following information must be provided:
   1. Date and beginning and ending times of meetings
   2. Department, Agency and Program reserving room(s)
   3. Name and type of meeting
   4. Required furniture arrangements
   5. Estimated number of attendees
   6. Listing of special needs and/or equipment (internet, projectors, etc.)
   7. Details regarding outside catering service, if applicable. (The CCC does not offer catering but agencies are welcome to employ catering services). 
3. Request to hold functions in the Main Lobby of the building must be submitted a minimum of three (3) weeks prior and will only be allowed if means of ingress and egress are not compromised. 

Reserving Special Resources:

1. If possible, requests for any special resources must be made at time of room reservation.
2. Requests for internet service must be made at least 48 hours prior to meeting.
3. Request for video conferencing must be made at least 72 hours prior to meeting.
4. Requests for use of projectors and/or laptops, owned by CCC, will be granted based on availability.
5. If CCC owned projectors and/or laptops are available, agencies will be required to “check-out” and “check-in” the equipment.

Cancellation of Reservations:

1. Cancellations must be made at least 48 hours prior to the scheduled meeting
2. Cancellations for the Louisiana Purchase room must be made at least ten (10) days prior to the scheduled meeting.
3. If a room is not used within the first hour of the scheduled time, it will be considered cancelled and will be made available for immediate use by others.
4. Failure to cancel reservations as indicated above, will result in the agency being charged an administrative fee in the amount of the daily room rate charged to non-tenants.  These charges can be found on the CCC website.  These charges may be waived by the Office Facilities Corporation if the scheduling agency submits adequate, written justification for failure to use a reserved room. 

Use by Non-Tenants of the Claiborne Building:

1. All non-tenants are required to pay a room usage fee.  The fees are located on the CCC website.
2. All non-tenants are required to pay a fee for use of video conferencing equipment in the amount of $50.00 per meeting.
3. Claiborne tenants are not permitted to “sponsor” a non-tenant of the Claiborne Building in order for the non-tenant to avoid payment of a room fee.  Should this occur, the sponsoring tenant will be charged the daily rate of the room and equipment used by the non-tenant.

Payment Procedures for Non-tenants:

1. Non-tenants will be sent an invoice for payment via email at the time of reservations.
2. All payments form non-tenants are due one week prior to room and equipment usage.  Payments for use of the Louisiana Purchase Room are due two weeks prior to use of the room. 
3. Failure to remit payments timely will result in cancellation of reservation.
4. Payments are to be made payable to Office Facilities Corporation and remitted to the Claiborne Conference Center at 1201 North Third Street, Suite 1-182, Baton Rouge, LA 70802.

Room cleanliness and readiness, room noise, and food and beverages:

1. At this time, food and beverages are allowed in every room EXCEPT the Louisiana Purchase room (1-100).
2. If food and beverages are served, the user agency will be required to remove all leftover food and beverages immediately following the meeting. If a meeting is catered, all food service equipment must also be removed at the end of your meeting. 
   1. Violation of this rule will result in assessment of a clean-up charge of $150.00 per incident, which must be paid prior to future use of any room in the Conference Center.  Checks are made payable to Office Facilities Corporation at the address listed above.   
   2. Multiple violations by an agency may result in higher assessments or the cancellation of privileges to serve food and beverages in the Conference Center.
3. If the room is scheduled for use immediately following your meeting, it will be the user agency’s responsibility to properly discard all trash in the proper bins.  You will be notified accordingly. 
4. Professional courtesy is to be shown at all times to other meetings and functions by keeping noise levels to a minimum.

Claiborne Conference Center Staff:

            Clint Schoppert, Manager                             Karin Herrin, Assistant Manager

            Office:  (225) 219-7296                                   Office: (225) 342-2640

            Cell:  (225) 247-5607                                      Cell:  (225) 921-2109

            clint.schoppert@la.gov                                   karin.herrin@la.gov