The meeting reservation/confirmation form outlines the privileges, responsibilities and programmatic requirements of the meeting planner reserving space in the Jane S. McKimmon Conference and Training Center.

View previous versions of this rule.

Authority: Vice Chancellor for Extension and Engagement

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

The McKimmon Courtyard provides program participants, visitors, and staff an outdoor area in which to relax and network. This area can accommodate up to 50 participants for social functions and receptions in conjunction with Center-approved educational programs or staff retirements.

2. REQUIREMENTS

Groups whose programs meet eligibility requirements for use of the McKimmon Conference and Training Center (MCTC) qualify to use the courtyard. In order to preserve an environment conducive to learning within the Center and to allow public access to the courtyard during normal business hours, the following requirements are established:

2.1. A courtyard usage fee will be assessed on those occasions that the courtyard function is not part of a larger scheduled event for which appropriate meeting space fees are charged.

2.2. Fees are assessed for courtyard-only activities according to the following:

2.2.1. Courtyard events are required to have concurrent space in the facility for socials and reception in case of inclement weather. The basic room rate of Area 2B is applicable for courtyard rental with no duplicated charges for courtyard versus inside contingency space.

2.2.2. Appropriate space in Area 2 must be reserved/utilized for courtyard events with more than 50 participants. Courtyard plus internal space charges will be applicable in this situation.

2.3. Catering policy and procedures for courtyard events are the same as those for any function held in the MCTC.

2.4. Setup time for weekday courtyard events cannot begin until 5:30 p.m. Setup on weekends may commence prior to 5:30 p.m. if the group is the sole user of the Center.

2.5. Decorations are limited to organizational banners or signs which can be easily displayed and do not interfere with the Center structure, do not restrict participant space in the courtyard, and reflect an image representative of the Center and NC State.

2.6. Musical and choral group entertainment is permitted in the courtyard when there are no other programs or user groups in the building, with sensitivity to the residential area adjacent to the Center. Instrumental and/or choral groups must be non-amplified and are limited to four performers (including the musicians) with no later than a 10:00 p.m. cut-off time.

The Cultural Resource Room is available for campus units to conduct official meetings such as staff retreats, planning meetings, board meetings and more. External user groups with a space reservation in the Jane S. McKimmon Conference and Training Center may schedule planning meetings in the Cultural Resource Room as well.

View previous versions of this rule.

Authority: Vice Chancellor for Extension and Engagement

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

Conference Room 232 is available for campus units to conduct staff retreats, planning meetings, board meetings and other official meetings. External user groups with a space reservation in McKimmon Conference and Training Center (MCTC) may schedule planning meetings for Room 232 as well.

2. REQUIREMENTS

For those campus and non-campus groups who meet eligibility standards for use of the MCTC, the following requirements are established:

2.1. Reservation requests for Room 232 utilization by personnel not a part of the McKimmon Center for Extension and Continuing Education (MCE&CE) can not be confirmed until 12 days prior to desired usage. Contact and arrangements are made through the Client Relations representative, Carmen Dunn at carmen_dunn@ncsu.edu.

2.2. Use is limited to a maximum of two consecutive days with maximum capacity of 14 people.

2.3. Availability of use is between 7:00 a.m. – 5:30 p.m., Monday thru Friday.

2.4. Cancellation for space is to be sent via email or fax to the Client Relations Office at 919-513-2266 – attention Carmen Dunn prior to the scheduled date of use.

2.5. There is no fee for the use of this room.

2.6. User groups will be responsible for their supplies, equipment and clean up of the room prior to leaving. Arrangements can be made with Client Relations for rental of necessary meeting supplies and/or audiovisual equipment. A dry erasure board, monitor and VCR are permanent components of Room 232 and may be used during the scheduled session.

2.7. Plans for break service and plated meal functions are the responsibility of the user groups and must be arranged through one of the MCTC’s approved caterers. University Catering handles all break service requests for the MCTC, Monday through Friday.  

Authority: Vice Chancellor for Extension and Engagement

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

Any food or beverage function held in the McKimmon Conference and Training Center (MCTC) must be serviced by a caterer who has met the requirements to be on the approved caterer list. An appropriate representative of each scheduled program selects a caterer from this list for any food/beverage function associated with the respective program.

2. REQUIREMENTS

Specific requirements applicable to Center user groups include:

2.1. Only caterers from the approved Caterer List can be used for functions held at the MCTC.

2.2. Food is not allowed in the facility unless brought in by one of the approved caterers.

2.3. All breaks service needs Monday through Friday are provided by University Catering but weekend events can be served by the client’s choice from one of the approved caterers.

2.4. The Center reserves the right to combine luncheon functions for groups with less than 30 attendees that plan to serve a standard buffet and have no planned luncheon program agenda.

Additional information, including catering can be accessed at the MCTC Website.

Authority: Vice Chancellor for Extension and Engagement

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Related Policies:
NCSU POL04.20.02 – Alcohol Policy

Additional References:
McKimmon Conference and Training Center (MCTC) Website

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

All aspects related to alcoholic beverage distribution and consumption at planned social functions must be in compliance with the Center’s “special occasion permit” status issued/monitored by the State Alcoholic Beverage Control (ABC) Unit.

2. REQUIREMENTS

The Client Relations office will review all requests for social events that include alcoholic beverages and inform the program contact if approved and address specific issues/concerns that may arise.

2.1. The user group representative must choose a caterer from the Center-approved caterer list to serve alcohol and provide the bartender(s) for such events.

2.2. Only those caterers with a valid ABC Off-Premise Beer/Fortified Wine Permit are eligible to provide this service for (MCTC) events.

2.3. The client can opt to procure the alcoholic beverage and deliver it to the caterer for transport to and from the facility. A second option is for the caterer to procure and transport the alcohol to the MCTC. The choice is at the discretion of the user group but the Client Relations staff must be informed after the decision is made. The caterer is required to remove the alcohol from the facility in either case.

2.4. Alcohol events should be structured as part of the overall program and the associated costs included in program registration fees. If the event is sponsored with no costs assessed to the individual participants, planning with the MCTC and arrangements with the caterer remain the responsibility of the program contact person, not the social sponsor.

2.5. Brown bagging, cash bars, or the selling of “drink” tickets are not permitted within or on the MCTC premises. Beer kegs are prohibited as well.

2.6. When a dinner or a meal function does not immediately follow a reception/social, the client must coordinate with the caterer to serve heavy hors d’oeuvres including at least two hot hors d’oeuvres.

2.7. The serving of alcohol is generally limited to one hour with no alcohol being served prior to 5:00 p.m. on weekdays and 3:00 p.m. on weekends.

2.8. Client Relations staff will be responsible for posting a special occasion permit within the room serving alcohol. Alcoholic beverages are served and consumed only in the area where the alcohol permit is posted.

2.9. Alcoholic beverages cannot be served to anyone under 21 years of age; the caterer is ultimately responsible for verifying the age of any individual served.

2.10. The caterer providing service for a dinner function may serve alcohol if requested by the client group. Permission to serve beyond the one-hour limit can be requested with review and approval by Client Relations.

The Jane S. McKimmon Conference and Training Center is a smoke-free building and follows NC State’s REG 04.20.03 Smoking Regulation for University Facilities. Designated protected and heated smoking areas have been established outside of the facility.

Authority: Vice Chancellor for Extension and Engagement

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

Many educational programs held in the McKimmon Conference and Training Center (MCTC) include displays and exhibits to enhance the learning experience.

2. REQUIREMENTS

Certain limitations are required with respect to the sale of merchandise on-the-premises based on non-related business income issues. Exhibitors and program sponsors must follow the guidelines listed below:

2.1. Only University units and non-profit or governmental organizations with a tax exempt Federal Identification number may sell items in the MCTC. These items, products and/or materials must have direct relationship to the program content and be viewed as complementary to the educational purpose of the program.

2.2. Costs for course materials and related instructional resources should be included in the registration fee and distributed to attendees at the assigned registration area or assigned meeting room.

2.3. Items for sale must be displayed and sales transacted within the designated meeting space, Monday through Friday, even if the program is the only scheduled MCTC function. The same requirement pertains to weekends unless the given group is the sole user of the building allowing for such activity in an area specified by the Client Relations office.

2.4. Sales must be conducted by a member or members of the program sponsor; a vendor or vendors can not fulfill this role. Sales are limited to program participants only.

2.5. The University Bookstore operates under a specific exemption in the Umstead Act and, therefore, is permitted to sell course and/or NC State items in the MCTC. The Bookstore’s staff may handle those transactions in space designated by Client Relations.

2.6. When a user group reserves and pays rental for space to accommodate an exhibit/exposition, vendors may be invited by the group to showcase their services and/or products but sales are not permitted in or on the MCTC premises.

Authority: Executive Vice Chancellor and Provost

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

The McKimmon Conference and Training Center (MCTC) cancellation terms for equipment and space that are contained in the Meeting Reservation and Confirmation Form.

2. REQUIREMENTS

The client/user group representative with confirmed space and/or equipment for a scheduled event must send a written cancellation to the Client Relations Office according to the following deadlines in order to not be assessed the basic rental fee:

2.1. One room (not to include dining area): a 30-day advanced written notice is required;

2.2. Two-to five-rooms (not to include dining area): a 45-day advance written notice is required.

2.3. More than five rooms (not to include dining area): a 90-day advance written notice is required; and

2.4. Audio-visual equipment/technical support services: written notice at least one full working day prior to the scheduled event is required.

Authority: Vice Chancellor for Extension and Engagement

History: First Issued: April 8, 2001. Last Revised: February 13, 2008.

Additional References:
McKimmon Conference and Training Center (MCTC) Website
Statement of Agreement

Contact Info: Client Relations & Customer Service Manager (919-515-2277)

1. INTRODUCTION

Fiscal year agreements between McKimmon Conference and Training Center (MCTC) and interested caterers are approved and signed with the respective caterers to provide service on a client-selection basis.

2. REQUIREMENTS

An advertised annual meeting is held in April the spring of each year the contract per for potential MCTC caterers. This question and answer session introduces caterers to the procedures and requirements associated with becoming an approved caterer at the MCTC on a one fiscal year arrangement. The primary contract requirements with a May 15 deadline are the following:

2.1. Two signed copies of the Statement of Agreement, signed by the owner or senior partner of the catering operation, as appropriate;

2.2. Copy of a valid Grade A State Health Department rating;

2.3. Proof of insurance validating a minimum of $1 million each for liability, bodily injury, and property damage; 

2.4. A copy of a current privilege license for operating a food catering business within the City of Raleigh;

2.5. A copy of a valid ABC Off-Premise Beer/Fortified Wine Permit if the caterer opts to secure and serve alcoholic beverages for Center-approved functions; and

2.6. Six hundred copies of menus with prices for distribution to Center clientele.

Note: Our current CSW lists all of the following:

1. Have a minimum of six (6) years’ experience operating their current catering

Establishment.

2. Be able to cater a complete meal.

3. Possess a valid Grade A Health Department Rating, issued by the controlling governmental authority, for all food processing areas used by the CATERER.

The CATERER shall immediately advise the Assistant Director of Client

Relations (“Assistant Director”) should any Health Department inspection reflect

a sanitary rating below Grade A. If the sanitary rating falls below a Grade A, this

CSW shall automatically terminate.

4. Each CATERER signing this Catering Statement of Work (CSW) for the first time shall provide four (4) letters of

reference from organizations they have catered for within the past twelve

months.

5. Shall provide the University with proof of Commercial General Liability

insurance, with limits of not less than One Million Dollars ($1,000,000.00) , per

occurrence and Three Million Dollars ($3,000,000) aggregate limit . When the

CATERER is in the business of either manufacturing , distributing, selling or

serving alcohol, the CATERER shall also carry Liquor Liability Insurance

coverage with coverage limits of no less than One Million Dollars ($ 1,000,000 ),

per occurrence and Two Million Dollars ( $2,000,000) aggregate limit. The

University shall be included as an Additional Insured to such insurance coverage

as to the actions, products , or services provided by the CATERER as part of this

agreement. The certificate must contain a thirty (30) day cancellation notice. No

cost associated with this insurance shall accrue to the University.

6. A copy of a valid ABC off-premises beer/fortified wine permit, Special Occasion

and/or Mixed Beverage Catering Permit, if applicable.

7. CATERER shall have no conflict of interest with the University.

8. CATERERS shall provide an email address for correspondence with potential USERS.

9. CENTER prefers that all selected CATERERS shall have two (2) years of

Conference Center catering experience. However, the CENTER may, in its

sole discretion, select a CATERER with less than two (2) years’ experience.

10. CATERER shall provide an “in-store” contact for all clients when processing orders.