TE 5 NIH Events Management Services Policy 1363.pdf

NIH POLICY MANUAL

1363- NIH EVENTS MANAGEMENT SERVICES

Issuing Office: OD/OM/ORS/DMA 301-496-2868

Release Date: 1/7/08

1. Explanation of Material Transmitted: This chapter is being retitled and revised to reflect the name change from “NIH Conference Facilities” to “NIH Events Management Services.” The NIH Events Management Services is organizationally located within the Division of Medical Arts (DMA), Events Management Branch (EMB). Throughout the remainder of this chapter the Events Management Branch will continue to use the trade name recognized by the NIH community- NIH Events Management Services. The chapter provides revised guidelines and procedures for NIH Events Management Services, including conference and multimedia services.

2. Filing Instructions:

Remove: NIH Manual Chapter 1363 dated 5/15/95 Insert: NIH Manual Chapter 1363 dated 1/7/08

PLEASE NOTE: For information on:

• Content of this chapter, contact the issuing office listed above.

• On-line information, enter this URL:

http://www1.od.nih.gov/oma/manualchapters/

• To sign up for e-mail notification of future changes, please go to the NIH

Manual Chapters LISTSERV Web page.

A. PURPOSE:

This chapter provides a description of the procedures and guidelines for the use of NIH conference facilities and multimedia services that serve the NIH Institutes and Centers (ICs) to conduct meetings and events related to their mission. In addition, this chapter also describes program and user responsibilities, reservation and applicable priority procedures, and program funding methodology.

NIH Events Management Services offers comprehensive, best-cost, integrated, event management solutions including proactive event planning, multimedia technology capabilities, convenient meeting solutions, and customized logistical services. NIH Events Management Services assists its clients in quantifying their event planning and funding requirements and provides options and alternatives and their respective costs. By teaming with its customers, NIH Events Management Services builds trust and a sense of partnership in the delivery of NIH Events Management Services.

B. BACKGROUND:

NIH Events Management Services is comprised of two distinct services known as conference services and video/multimedia services. A detailed listing of the services, such as conference rooms, description of the functional capabilities of each room, supplemental services, video products and services, procedures for ordering services, and applicable fees are available at this website: http://dems.ors.od.nih.gov/ .

Services of NIH Events Management Services are also available for certain NIH events to be held in non-NIH leased facilities, including space that is not owned by NIH; i.e., video production, audiovisual support and event planning services for NIH events held in non-NIH conference facilities.

C. SERVICES AVAILABLE:

1. Available Conference Services:

a. Event planning and meeting support services.

b. Concierge services in the lobby of Building 45.

c. Event approval as outlined in “NIH Conditions for Access and Security.”

d. Coordination with NIH Police personnel for special access and logistics.

e. Processing requests for exemptions to the prohibition on alcohol consumption per NIH guidance.

f. Audiovisual presentation support services.

g. Coordination with vendors for special requirements such as tents, exhibitions, caterers, stage lighting, etc.

2. Available Video/Multimedia Services:

Video and multimedia is the combination of various presentation media such as text, sound, graphics, animation, and video to enhance the communication process.

Services are available in the NIH conference facilities and the DC / MD / VA metropolitan area at commercial facilities and public locales for

NIH-related use.

a. Captioning – open and closed.

b. Consultation.

c. Coordinate cable programs, video conferencing, and web casting.

d. Digitizing.

e. Duplication, transfer, and transcription service formats available: Beta, DVD, MPEG, and VHS.

f. Editing.

g. HDTV.

h. Lighting.

i. Media tracking.

j. Narration.

k. NIH studio, patient, and surgical video taping.

l. Preproduction planning.

m. Produce commercials, documentaries, news releases, training videos, etc.

n. Producing, directing, and technical directing.

o. Provide archiving and media relations services.

p. Provide audio distribution, video distribution and teleport operations.

q. Provide satellite, fiber optic, microwave, and CCTV.

r. Scriptwriting.

s. Set design.

t. Story boards.

D. POLICY:

NIH Events Management Services and conference facilities are available to the NIH Office of the Director and all NIH Institutes and Centers for mission related activities. Any other HHS and Federal Government organizations may utilize NIH Events Management Services and conference facilities, if available, for a fee.

Per NIH Manual Chapter 26-101-17-1, “Acquisition of Temporary non-NIH Conference Space”, ICs may request to procure non-Government space when suitable NIH conference facilities are not available.

E. REFERENCES:

1. “Conditions for Access to and Use of NIH Facilities for Group Functions, Activities, and Special Events”, describes the ORS policy on the appropriate use of NIH facilities for group functions, activities and special events under a graduated set of “Threat Conditions” as defined by the Homeland Security Advisory System. This includes review for approval of any NIH outdoor events.

http://security.nih.gov/PDFs/accessNIHfacilitiesEvents.pdf

2. NIH Manual Chapter 26101-17-1 “Acquisition of Temporary non-NIH Conference Space” provides guidance for procuring non-NIH conference space. http://www1.od.nih.gov/oma/manualchapters/acquisitions/26101- 17-1

3. NIH Policy Manual 1160-1 “Entertainment,” contains revised policies and procedures as they pertain to the use of gift funds and appropriated funds for entertainment related activities.

http://www1.od.nih.gov/oma/manualchapters/management/1160-1/

4. NIH Policy Manual 1130 “Delegation of Authority”, General Administration #31 “Alcohol for Official Entertaining” describes the approval process required for the sale, use, or consumption of alcoholic beverages for occasions held on NIH property in conjunction with official entertaining.

http://delegations.od.nih.gov/DOADetails.aspx?id=1630

5. NIH Policy Manual 2204 “Reasonable Accommodations”, describes the policies and guidance for the application of reasonable accommodations for the employment of people with disabilities and the retention of employees who develop a disability condition while employed at the NIH. http://www1.od.nih.gov/oma/manualchapters/management/2204/

F. DEFINITIONS:

1. After-Hour Event – a.) An event occurring Monday through Friday after 6:00 PM in Building 45; b) an event occurring Monday through Friday after 5:00 PM in all other NIH conference facilities c) An event held on a weekend or Federal holiday.

2. Audio Conference Calling – Conferring with one or more parties via special amplification phone equipment.

3. Basic Conference Services – Services included in fee-for-service room rates.

4. Broadcast – One-way distribution of video and audio signals to many locations utilizing NIH distribution vehicles.

5. CAN - Term used for Common Account Number to which fees for using the services of NIH Events Management Services will be charged to the

IC.

6. Client – NIH IC program official authorized to obligate funds for services that result in a fee. An employee classified in the NIH Enterprise Directory (NED) as a Contractor cannot be a client.

7. Contact – IC Government employee or IC contractor employee who orders NIH Events Management Services for the client.

8. Definitions and Classification of User Groups – A detailed description is listed at this website:

http://security.nih.gov/PDFs/accessNIHfacilitiesEvents.pdf

9. Event – An administrative, educational, scientific, or public affairs activity that has a NIH affiliation, occurs at NIH, and is related to the mission of NIH.

10. IC Conference Space – Space controlled by a NIH IC with a capacity of less than 50 people.

11. NIH Conference Facilities - Conference space and services available on-campus and off-campus, which are centrally managed by NIH Events Management Services.

12. Non-Government Conference Space – Commercially available conference space, i.e. hotels and conference centers. ICs may procure conference services from commercial sources if suitable NIH conference space is not available.

13. Project Number – An identification number assigned to an event consisting of more than one work order; i.e. council meeting, scientific board review, recurring meeting, single day or multi-day conference, employee or community related events.

14. Rental Equipment – Equipment that may be rented through the NIH Events Management Services directly from an outside vendor.

15. Sponsor – IC client who sponsors an NIH mission-related event held by another Federal Government agency, professional association, non-profit organizations, etc. using the NIH space. The sponsor will assume responsibility for payment of all applicable fees including cancellation fees.

16. Supplemental Services – Services that are not included in the Basic Conference Service fees.

17. Video Conferencing – Two-way video and audio transmission over Internet Protocol and phone lines with one or more parties using the appropriate equipment certified by the NIH video bridge.

18. Web Cast – Streaming live or archive video and audio via intra and/or Internet. Access control that can be world accessible, NIH only, HHS only or private. Captioning is automatically included with this service.

19. Work Order Number – A number assigned to any activity using conference and multimedia services.

G. RESPONSIBILITIES:

1. NIH Events Management Services responsibilities include the following:

a. Management and operation of NIH conference facilities and the use of the outdoors for events.

b. Scheduling and confirming event orders in a timely and accurate fashion, translating client needs into viable meeting solutions by making available the best suited event space and setup, understanding and supporting all audiovisual requirements, providing effective customer service, accommodating last minute customer requests, etc.

NIH Events Management Services emails a status report to the client and contact upon scheduling the event and resources and subsequent requested changes.

c. Provision of video/multimedia products and services, both in studio and on location (wherever the client needs are), of informational documentaries, research and surgical procedures, location videotaping of conferences, lectures, round table discussions, live events, Video News Releases, public service announcements, and training tapes.

d. Continuous improvement of facilities and equipment, assessment of overall program costs and the development and implementation of funding methods to cover those costs.

e. Implementation and operation of effective resource management and billing systems to ensure an efficient operation of facilities and equipment, measuring utilization of resources, and accurate and timely client billing.

f. Ensuring caterers selected by clients and meeting planners have the appropriate license and liability insurance when providing services at

NIH.

g. Compliance with the “Conditions for Access to and Use of NIH Facilities for Group Functions, Activities, and Special Events,” which entails gathering information regarding the purpose of the event, identifying the user group and restrictions that may apply, and submitting the request for approval/disapproval if necessary.

h. Provision of event schedules and attendee lists to the NIH Police to ensure non-NIH attendees can enter the NIH campus in a timely manner while maintaining security protocols.

2. IC Responsibilities include the following:

IC clients or contacts are responsible for providing pertinent information regarding a requested event to enable NIH Events Management Services staff to determine the appropriate use of NIH conference facilities as established in “Conditions for Access to and Use of NIH Facilities for Group Functions, Activities, and Special Events.” Specific information needed includes:

a. Name of IC responsible for funding the event.

b. Client information: IC Office, Center or Division affiliation, program official or administrative officer authorized to obligate funding and applicable fees.

c. Contact information: IC or contractor employee coordinating the event.

d. Number of NIH employees and the number of non-NIH participants expected to attend the event.

e. Name and purpose of the event.

f. Preferred location, date, and time needed for the event and any supplemental service requirements.

g. Reasonable accommodation services such as assistive listening devices, captioning, computer-aided real-time translation services, and sign language interpreting services, etc.

h. Upon the receipt of NIH Events Management Services status report, IC clients review and approve the reservation and applicable fees by replying via email. If the client’s reply is not received within 48 hours, the reservation may be cancelled.

i. Outdoor events require review and approval by the NIH Police, NIH Parking, and NIH Grounds Maintenance. Therefore, a reservation request requires a lead time of, at a minimum, four weeks before the date of the event. If a tent is being rented, the tent vendor must be made aware that no stakes to fasten it are allowed.

j. Vendor exhibitions must be approved and reservations made through the NIH Office of Logistics and Acquisition Operations (OLAO), the Center for Information Technology (CIT) and/or the NIH Office of Communications and Public Liaison (OCPL).

The OLAO, DLAO sponsors NIH Central Stockroom vendors requesting an event related to their stockroom products that can be provided to the NIH Research community through the NIH Central Stockroom program. For more information on sponsorship in reserving a space to house an event at an NIH facility, call 301-496- 3395.

The CIT reviews and approves information technology vendor events. For more information, contact the CIT Communications Office at 301-496-6203 or send an email to:

CITCommOffice@mail.nih.gov .

The OCPL coordinates the annual Research Festival and vendor exhibition. For more information, contact OCPL by sending an email to: NIHOoC@mail.nih.gov .

k. Ensure no alcoholic beverages are offered and imbibed, unless written approval has been obtained from the Associate Director for Research Services, ORS – for memorandum sample, contact NIH Events Management Services at (301) 496-9966 or send an email to:

niheventsmgt@mail.nih.gov .

l. Ensure compliance with all federal regulations and policies regarding the use of appropriated funds for gifts, food, entertainment, alcohol, etc. and NIH Manual 26101-l7-1 if suitable NIH conference space is not available. To request off-campus campus conference space complete form NIH 827-1 available at http://forms.cit.nih.gov/adobe/procurement/NH827_1.PDF and submit it to nihevntsmgt@mail.nih.gov for review and approval.

H. PROCEDURES:

1. Scheduling and Use of Space and Services

NIH conference services and video/multimedia services are always in high demand. Therefore, reservations should be made at the earliest possible time.

Reserving NIH conference space is subject to the following priorities listed in descending order.

The Office of the Director, NIH, has the authority to displace a scheduled event. However, an emergency shut down of conference space may also result in displacing an event. Every effort will be made to accommodate any displaced event in another NIH conference facility.

Priority 1:

The Director, NIH, and reservations made through the NIH, Office of the Director for the HHS Secretary and equivalent, or other high-level Federal Government officials.

Priority 2:

IC Advisory Councils and Boards of Scientific Counselors.

Meeting periods are as follows:

• Last week of January through first week of March;

• May and June; and

• September, October and November.

The ICs are advised to reserve space for these meetings two years in advance at the beginning of each calendar year. The procedure for reserving Council space will be reviewed and updated with IC Committee Managers. The meetings are limited to conference rooms in Building 31/6C, the Natcher Conference Center (Building 45), the Neuroscience Conference Center (6001 Executive Boulevard), and the 5635 Fishers Lane Conference Center.

Priority 3:

IC-Sponsored International, National, and Regional Conferences and Symposia may be reserved up to three years in advance outside the reserved time frames for the events listed in Priority 2.

Priority 4:

Official NIH meetings/events, which are as follows:

• Periodic events (weekly, bi-weekly, monthly, etc.) may be scheduled for up to two years in advance following completion of reservations for events listed in Priority 2.

• Non-periodic events may be scheduled up to one year in advance.

Priority 5:

Non-NIH Official Government Meetings, such as the events sponsored by the Foundation for Advanced Education in the Sciences (FAES) and Recreation and Welfare (R&W).

NIH Events Management Services reserves the right to move events of all categories, if such moves result in a more efficient use of NIH conference space and/or more suitable room arrangements for higher priority meetings than the one affected by rescheduling efforts. NIH Events Management Services will immediately advise affected clients and contacts of any required changes.

Special Use Privileges

Building 1 is a restricted use building; the use of conference room 151 is exclusively assigned to the NIH Director and a few authorized recurring Office(s) of the Director meetings. The use of Wilson Hall is limited to NIH/OD and IC/OD sponsored events.

Building 45, Natcher Conference Center, under Priority 4, will be given priority consideration for Conference Room F in the Natcher Building.

In Research Facilities such as Buildings 10, 40, 49, and 50 priority use of NIH conference rooms will be given to events that concern scientific research.

2. Reservation and Cancellation Procedure

NIH Events Management Services uses an online resource scheduling system in order to reserve space, equipment, personnel, and services at all NIH conference facilities. Meeting planners may call (301) 496- 9966, send an email to: niheventsmgt@mail.nih.gov, and/or use the Events Management/Conference Services website available at:

http://dems.ors.od.nih.gov/ to request a reservation. However, requests for reserving recurring meetings must be submitted by sending an email to: niheventsmgt@mail.nih.gov.

Whichever method is chosen, the requestor should provide the information referenced in Section G, item 2, a through l, of this chapter.

Upon determining availability of a suitable space, NIH Events Management Services will immediately reserve that space and issue a project number and work order number(s) to the meeting planner.

A status report will be e-mailed to the client and the contact within two working days. NIH Events Management Services will hold tentative event dates for a maximum of five working days before canceling them.

See IC additional responsibilities in Section G.

Staff of NIH Events Management Services will initiate logistics planning of events with the meeting planner at the time of making a reservation and continue it as necessary. For assistance with security-related logistics, staff of NIH Events Management Services will provide a liaison, on behalf of the client, with the NIH Police Special Events Section.

In the event of canceling an event, the client or contact should e-mail the request to the assigned coordinator or send an email to:

niheventsmgt@mail.nih.gov .

For details of the current cancellation plan, reference the NIH Events Management Services website: http://dems.ors.od.nih.gov/index.htm .

3. Reservation Reminder Notification

A reminder will be emailed to the client and the contact before cancellation fees apply except for a less than 24-hour cancellation. This action ensures that the NIH conference facilities and the meeting planners will be ready for the event. Meeting planners must send an e-mail message niheventsmgt@mail.nih.gov to NIH Events Management Services when canceling an event and the date of the email cancellation will determine if a cancellation fee will be charged.

4. Posting of Event Schedules

At a minimum NIH Events Management Services will post daily event schedules at the entrance(s) of each NIH conference facility If you do not want your event information posted please inform the conference coordinator when you make your reservation. If you wish to post the event on the NIH Events Calendar, you may do so by at this website:

http://www.nih.gov/news/ Under Calendar and Events Series, click NIH Calendar of Events at this website:

http://calendar.nih.gov/app/MCalWelcome.aspx

5. Availability of NIH Conference Facilities Tours

NIH Events Management Services will conduct site tours and planning meetings for IC meeting planners, IC conference management contractors, and non-NIH Government officials who are involved in the planning and management of symposia, conferences, exhibitions, and large meetings. To make and appointment for a facilities tour, contact NIH Events Management Services at (301) 496-9966. Tours are conducted at non-peak times during normal business hours Monday through Friday.

6. NIH Events Management Services Protocol and Services

The NIH conference facilities are designed to accommodate a wide spectrum of event and presentation requirements. Please review the room matrix, catering information, and hours of operation at this website:

http://dems.ors.od.nih.gov/index.htm

NIH Events Management Services provides water and cups for conference and classroom style events, but not for theater style arrangements. Additional services such as making copies (maximum 100 pages per event), sending faxes, LAN connections and/or guest logon stations are available in the conference centers of Buildings 31/6C, 45, 6001 Executive Boulevard and 6130 Executive Boulevard.

At each conference facility, staff will take messages and distribute them to participants. Upon request, at the time of the reservation and anytime thereafter, NIH Events Management Services staff will provide information about local lodging, public transportation, parking, etc. to event participants.

7. Refreshment Breaks and Catering

At the time of the event planning, staff of NIH Events Management Services and or caterer will work with the meeting planner to decide approximate times for refreshment and lunch breaks. The dining centers on-campus and off-campus are primarily designed for use by NIH employees. However, careful planning of each event's refreshment and lunch breaks will contribute to the participants' and the building occupants' satisfaction. For more information reference these websites http://www1.od.nih.gov/oma/manualchapters/management/1160-1/ http://does.ors.od.nih.gov/food/approved_caterers.htm

NIH Events Management Services coordinates with the meeting planner and approved caterers regarding the logistics of catered food in reserved rooms and areas. Event planners should ask about approved caterers at time of scheduling an event. The following basic rules apply to events with catering:

• Caterers need to be approved by NIH OD ORS Division of

Amenities and Transportation Services;

• Caterers need to coordinate catering activities with NIH Events

Management Services;

• Caterers are required to bring their own tables and linens; and

• Caterers are required to remove tables, linens, and cleaning up the area after the event.

Food and beverages are not allowed in the following rooms:

• Building 10 –Masur Auditorium and Lipsett Amphitheater; and

• Building 45 – Natcher Main Auditorium, Balconies, and Rooms D, H & J.

Food and beverage are allowed in pre-function areas, and selected conference rooms. (Please ask when making your reservation.)

In most facilities, refreshments can be bought at nearby concession stands, dining centers and vending machines. More information is available at this website: http://does.ors.od.nih.gov/food/index.htm

8. Audiovisual and Video/Multimedia Services

Audiovisual and Video/Multimedia services are described in detail at this website: http://dems.ors.od.nih.gov/index.htm

Any needs regarding presentation, recording, web casting, broadcasting, etc. should be identified at the time of making the reservation. Based on the complexity of the requirements, the scheduler may refer the client to a video producer.

9. Dedicated NIH Events Management Services Staff

As part of the basic fees, professional NIH Events Management Services staff is available to assist lecturers and presenters for pre-meeting instruction in the use of the presentation equipment. Additional staff may be requested for a fee.

10. Safety and Security in NIH Conference Space

Access to the NIH conference facilities is governed by the “Condition for Access to and Use of NIH Facilities for Group Functions, Activities, and Special Events”. Any after-hour events require prior approval. More details are available at this website: http://dems.ors.od.nih.gov/index.htm

In Building 1, no after-hour events will be permitted unless requested by the NIH Office of the Director.

The NIH employs specific security measures to ensure the safety of NIH employees, patients, and visitors. As part of the NIH Perimeter Security System, all visitor vehicles, including taxicabs, hotel and airport shuttles, delivery trucks and vans will be inspected before being allowed on campus. Visitors will be required to show one (1) form of Government issued identification (a government-issued photo ID — driver’s license, passport, green card, etc.) and undergo a physical security screening process. For detailed information about perimeter security see NIH Visitors and Security at these websites:

http://www.nih.gov/about/visitorsecurity.htm and http://www.security.nih.gov.

The NIH Police Special Events Section works in concert with NIH Events Management Services staff to assist ICs with security related logistics to ensure smooth and efficient access for visitors to the NIH campus and conference facilities.

On a case-by-case basis, the NIH Police will determine the need for additional police and security personnel for after-hour events or other events requiring special security logistics. This also applies to events occurring during regular hours with more than 50 non-NIH participants.

An additional cost may be charged to the IC hosting the event.

NOTE: NIH Events Management Services staff does not assume responsibility for items left unattended or left behind by participants.

Items found will be tagged and kept in a safe place for 30-calendar days before being deposited with the NIH Police for disposal in accordance with 45 C.F.R. Part 3, the regulation governing conduct on the NIH Bethesda enclave. Upon realization of having lost an item at an event, the participant should, if possible, immediately check the conference facility personally or call the appropriate conference facility.

11. Directions and Parking

The NIH does not provide parking for NIH conference facilities. Event participants are strongly encouraged to use public transportation. There is limited paid parking available. Public transportation options are available to reach the NIH campus and Medical Center Metro station.

Travel and transportation information is available at these websites:

http://dtts.ors.od.nih.gov/transportation.htm http://www.wmata.com/ and http://montgomerycountymd.gov/content/dpwt/transit/default.asp

The NIH Visitor and Security website provides current information for directions to NIH buildings, campus access and exit routes and times, as well as any pertinent security alerts.

http://www.nih.gov/about/visitorsecurity.htm

NIH Shuttle services are available once visitors have obtained a visitor badge at the NIH Gateway Center.

Meeting planners are responsible for informing event participants of directions to NIH and off-campus buildings, access to the NIH facilities and parking limitations.

I. RECORDS RETENTION AND DISPOSAL:

All records (e-mail and non-e-mail) pertaining to this chapter must be retained and disposed of under the authority of NIH Manual 1743, “Keeping and Destroying Records, Appendix 1, “NIH Records Control Schedule, “Item 1100 – M “General Administrative Files at IC and lower levels”.

NIH e-mail messages: NIH e-mail messages (messages, including attachments that are created on NIH computer systems or transmitted over NIH networks) that are evidence of the activities of the agency or have informational value are considered Federal records. These records must be maintained in accordance with current NIH Records Management guidelines. Contact your IC Records Officer for additional information.

All e-mail messages are considered Government property, and, if requested for a legitimate Government purpose, must be provided to the requester.

Employees’ supervisors, NIH staff conducting official reviews or investigations, and the Office of Inspector General may request access to or copies of the e-mail messages. E-mail messages must also be provided to Congressional oversight committees if requested and are subject to Freedom of Information Act requests. Since most e-mail systems have back-up files that are retained for significant periods of time, e-mail messages and attachments are likely to be retrievable from a back-up file after they have been deleted from an individual’s computer. The back-up files are subject to the same requests as the original messages.

J. MANAGEMENT CONTROLS:

The purpose of this manual issuance is to provide a description of the policies, procedures and guidelines regarding the use of the NIH conference facilities and multimedia services serving the NIH ICs in the conduct of mission related meetings and events.

1. Office Responsible for Reviewing Management Controls relative to this Chapter (Issuing Office): OD/OM/ORS/DMA (301) 496-2868.

2. Frequency of Review (in years): Ongoing; triennially.

3. Method of Review: The Division of Medical Arts conducts at a minimum an annual presentation to the Office of Research Services Advisory Committee (ORSAC) reporting the utilization of assets (facilities, multimedia equipment and systems, and services in support of client (user’s needs). In addition, requests for capital improvements of facilities and multimedia equipment/systems are presented to ORSAC for approval and funding.

4. Review Reports are sent to the Associate Director for Program and Employee Services, the Associate Director for Research Services and the Deputy Director for Management. Reports should indicate that controls are in place and working well or include any management control issues that should be brought to the attention of the report recipient.

NIH