TERMS & CONDITIONS
Important: Please Read Carefully Before Reserving Facilities
Facilities at the New York City Seminar and Conference Center are booked and configured specifically for you as indicated in this proposal. Our rooms, computers, software, display systems, PA systems, internet access, and any other resources are allocated exclusively for your session. Therefore, we must strictly adhere to the following policies concerning cancellation and rescheduling. Your organization may cancel or reschedule your reservation strictly according to the terms described below. At any time thereafter, you are responsible for 100% of the relevant charges.
On Registration Fees/Deposits
The registration fee/deposit for all rooms is due immediately to reserve the space and is non-refundable. The registration/deposit fee is equal to the following:
For smaller rooms (Conference Rooms 1 and 2, Meeting Room 2):
The charges are $100 per room per day
For mid-sized rooms (Seminar Room A, Seminar Room B, Seminar Room C, Meeting Room 1, Meeting Room 3, Soho Annex Rooms):
The charges are 20% of the balance of the room charges (the total room charge plus estimated AV and equipment charges).
For the Event Hall configurations (Event Hall 1, Event Hall 2, Event Hall 3, Event Hall 4):
The charges are 30% of the balance of the room charges (the total room charge plus estimated AV and equipment charges).
On Balance of Room Charges and Estimated AV After Payment of Registration Fees/Deposits
For smaller and mid-sized rooms (Conference Rooms 1 and 2, Meeting Room 2, Seminar Room A, Seminar Room B, Seminar Room C, Meeting Room 1, Meeting Room 3, Soho Annex Rooms):
The lead time for payment of balance of room charges and estimated AV (equal to this charge less the registration fee/deposit previously paid) is 14 days prior to the start of the event. This means that if a client pays the balance of room fees prior to the 14-day cutoff, they can cancel up to two weeks in advance of the event and get a refund. If they cancel after the 14-day cutoff, return of the funds is at the sole discretion of NYCSCC – meaning that they are non-refundable. NYCSCC may, at its discretion, choose to offer credits in whole or in part for the client’s future events, or refund the money.
For the Event Hall configurations (Event Hall 1, Event Hall 2, Event Hall 3, Event Hall 4):
The lead time for payment of balance of room charges and estimated AV (equal to this charge less the registration fee/deposit previously paid) is 30 days prior to the start of the event. This means that if a client pays the balance of room fees prior to the 30-day cutoff, they can cancel up to one month in advance of the event and get a refund. If they cancel after the 30-day cutoff, return of the funds is at the sole discretion of NYCSCC – meaning that they are non-refundable. NYCSCC may, at its sole discretion, choose to offer credits in whole or in part for client’s future events, or refund the money.
In cases where multiple rooms are booked for a single event, the payment policy for the largest included room is the one that applies.
On Payment of Estimated and Actual Catering Charges
All catering charges for NYCSCC events are due 7 days prior to the start of the event when the menu is finalized between the client and NYCSCC’s catering team. Additional charges for added catering as well as charges for on-consumption beverages are due immediately upon the completion of the event. NYCSCC may request a credit card to be authorized in advance of the event completion date for this purpose.
On Payment Methods
Acceptable methods of payment include credit card, electronic payment (wire transfer, ACH, or Zelle), and company check tendered no less than 30 days in advance of the event with tracking by FedEx or UPS subject to approval by NYCSCC as to timing prior to the booking. There is a surcharge of up to 4% for the use of credit cards, and NYCSCC reserves the right to ask for the client to authorize a credit card for payment of charges as it deems appropriate based on the client’s credit history. If you do not plan on using a credit card, let us know and we will remove the credit card fee from your proposal.
Policies and Procedures of NYC Seminar and Conference Center
Please read carefully the following policies and procedures before arriving for your event at the New York City Seminar and Conference Center.
Shipping Policy To and From our Facility:
All boxes and/or packages must be received by NYCSCC at least one business day prior to the start of your event. Please ensure that all boxes and/or packages are labeled with as much information as possible and to inform your Event Manager of the number of packages you will be expecting to expedite the delivery process. When shipping boxes and/or packages back to your office, NYCSCC requires that our clients handle all arrangements and provide all necessary paperwork.
Freight Regulations and Bringing Boxes and/or Packages into and out of our Building:
Due to our building regulations, NO boxes and/or packages are allowed to enter or to exit our building at 114 West 26th Street through the main entrance (the entrance with the awning that says “Delta”), nor be brought up or down the main elevators. All clients are required to bring all boxes and/or packages to our freight entrance (the entrance that says “Freight Entrance”). Boxes and/or packages can only be accepted at times when NYCSCC staff is at the building. Get in touch with your event manager to book a delivery time/window, and we will run the freight elevator to allow the delivery people to bring the packages up to our office. If you are handling exceptionally large items, you must use the building’s larger freight elevator run by special building staff, with operating freight hours which are 9am to 5pm, Monday through Friday. To prevent any problems or delays, it is suggested that all boxes and/or packages be sent to our facility prior to the start of your event.
Catering Regulations:
All catering on our premises must be done through NYCSCC unless you get specific permission from NYCSCC to bring in your own catering beforehand, in which case, you will be charged an additional outside catering fee that is 20% of the total cost of all the food that you bring for the event. This expense must be documented by a receipt from your food vendor, and the receipt must be provided to us. If you require catering for your event, please make sure to fill out your menu selections on our Direct Book Form or Catering Request Form, or get in touch with our catering manager over a week before the start of the event so there is enough time to finalize the selections, process your payment, and order them from our vendor(s). There will be a 20% service fee along with all applicable fees and taxes on all catering. Catering is available the day of your event, but certain restrictions will apply and an extra fee may be charged.
Leaving Equipment Overnight and/or Materials Overnight:
Clients are allowed to leave equipment in our facilities overnight if necessary. Please note that our rooms are used in the evenings so we might ask that you pack your equipment up in order for us to move it to a more secure location. If you would prefer this not to take place, or are bringing in a lot of equipment, we do have a 24-hour hold option which you can place on the room at an extra charge. If you are interested in more information about this, please let us know.
Mutual Indemnification:
Each party (the “Indemnifying Party”) shall indemnify, defend, and hold harmless the other party, its officers, directors, employees, and agents (the “Indemnified Party”), from and against any and all third-party claims, actions, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees and court costs) (collectively, “Claims”) to the extent such Claims arise out of or relate to:
(a) the Indemnifying Party’s gross negligence or willful misconduct in connection with the performance of this Agreement; or
(b) the Indemnifying Party’s material breach of any representation, warranty, or obligation under this Agreement.
Limitations on Liability:
In no event shall either party be liable to the other for incidental, indirect, special, consequential, or punitive damages, including but not limited to lost profits or business interruption, even if advised of the possibility of such damages. However, the above waiver does not apply to (i) indemnity obligations arising from third-party claims, (ii) claims for bodily injury or property damage, or (iii) damages arising from a party’s gross negligence or willful misconduct.
The total cumulative liability of either party for all Claims under this Agreement shall not exceed the total fees paid by Client to Vendor under this Agreement during the twelve (12) months preceding the event giving rise to the claim.
ADA Compliance:
Company represents to the best of its knowledge that the event space, including but not limited to, all facilities, common areas, restrooms, entrances, and pathways, is and will remain in compliance with the Americans with Disabilities Act of 1990 (“ADA”), as amended, and all other applicable federal, state, and local accessibility laws, regulations and standards.
Force Majeure:
Neither Client nor the Conference Center shall be liable for any delays, damages or failure to perform any of the terms and provisions of this Agreement arising from causes reasonably beyond its control, including but not limited to, unforeseen, unpreventable acts of God or public enemies, reduction of public interest due to terrorist attacks or war, preventative governmental action motivated by fear or violence whether or not such violence takes place, acts of civil or military authority, labor disputes, airport closings, fires, riots, wars or conditions of war, embargoes, accidents, pandemics, epidemics, flood or other unusually severe weather, closing or obstruction of highways, bridges or ferries, compliance with a domestic governmental regulation or order, shortage of raw materials or power, or breakdown or other failure of equipment which have a material, substantial and adverse effect on either party’s ability to perform pursuant to the terms of this Agreement; provided, the party claiming force majeure promptly notifies the other party of the event of force majeure, the anticipated duration of the event of force majeure, and the steps taken to remedy the failure. The party claiming force majeure shall use its best, commercially reasonable efforts, promptly commenced and diligently pursued, to minimize the extent, duration and effect of the delay or failure on the other party hereto. If any party anticipates that any circumstances beyond its control may occur, that party shall promptly furnish written notice of such circumstances to the other party, and shall take all reasonable steps to carry out the terms of this Agreement as soon as reasonably possible, subject to delays as may be caused by such an event.
If you have any questions or concerns about these procedures and policies, please contact your Event Manager. Your signature/name at the bottom of this proposal indicates your authority to enter into this agreement, your understanding of this policy, and that you agree to comply, including full payment of any applicable cancellation or rescheduling fees.