Reserving Space at Career Design Lab (New York Midtown)

General Conditions

Career Design Lab space requests should be submitted well in advance of the date needed to enable long-term planning and optimal utilization. As a general guideline, requests submitted 2–3 weeks in advance allow for the highest level of service, particularly for events with advanced technology or staffing needs. Requests submitted 1–2 weeks in advance can typically be accommodated for standard use cases. Requests submitted with less than one week’s notice will be addressed based on availability and may be subject to limited support.

Instructional Support will respond to submitted tickets as soon as possible, generally within one business day. If a scheduling conflict arises between requests, full-day curricular sessions and academic events involving students and faculty will receive first priority. When a request cannot be fulfilled, Instructional Support will follow up within 1–2 business days to explore alternate dates or times. Once a reservation is confirmed, the event will be published on the SPS CDL Reservation Calendar. Please ensure that all reservation requests include:

• Chartstring for applicable costs
• Event date(s) and time frame (including time needed for setup and breakdown -- see below)
• Additional security needs if event is outside of CDL business hours
• Headcount estimate
• Layout configuration
• Catering needs
• On-hand tech needs/support for event
• In-person or hybrid (some in person and some remote)
   AV & Technology support services are available through Instructional Support.
• Name and number of the University officer of administration set to be present at event
   

Event Support Service 

Pre-Event Check
Instructional Support will be checking in on every SPS related booking 30 minutes prior to start to ensure all needs are met for the event.  

Full Service Event Support and Reassurance
Includes hands-on support with all event needs and logistics. Please include detailed information in your request ticket so we can best prepare for your event.  

Event Space Usage Terms and Conditions

Below are the general set of rules and requirements aligned with the CDL space through Instructional Support. Please read through this section for a comprehensive understanding of rules when using the space.

Setup and Breakdown 
Instructional Support will coordinate with SPS Facilities in setting up and breaking down the space, including arranging tables, chairs, and equipment based on event or meeting needs. If participants and or requesters move or reconfigure furniture and equipment during the session, please be mindful to set the original configuration at the end of the event.

Technology Use 
Instructional Support will work with requesters and event organizers to ensure appropriate equipment is available for event and meeting needs. Instructional Support also provides prefabricated set ups for a variety of event types. If any requesters have questions or would like to be more hands on with technology offered in the open space, please see the information below: 

• AV Training Document - provides a hands-on understanding of the technology interface and accessories associated with the open space.
  • Any audiovisual equipment must be used responsibly and returned to their original condition and place after use. Any equipment issues or damage should be reported promptly.

Cleanliness and Space Care 
The event space must be left clean and in the same condition in which it was found. Event organizers are responsible for: 

• Removing all decorations, materials, and signage
• Disposing of trash and recycling appropriately
• Cleaning any spills from food or beverages
• Removing leftover food, catering supplies, or personal items
• Failure to leave the space in good condition (materials, trash, and food) may affect future reservation privileges and also result in Facilities charges for cleanup and restoration. 

Food and Beverage  
Instructional Support will be able to provide coordination, acceptance of delivery, and ordering of foods/drinks for academic related events. Event organizers and or requesters are responsible for ensuring that all food-related waste is removed and the area is cleaned following the event. 

• At the event's conclusion, the responsible party must discard leftover food and beverages in the receptacles in the kitchenette. 

• please refer to the cleanliness and space care section for penalties in the event of leaving leftover food and beverages. 

Guidelines for Serving Alcohol

• Review University Event Management (UEM) guidance here and here.
• Submit the Alcohol Registration Form here.
• Indicate alcohol inclusion in your event on the Zendesk ticket.
• Allot 8 weeks to complete UEM’s procedures, secure a caterer/vendor, and obtain a NYS Beer & Wine permit.
• Without compliance with UEM’s regulations and a NYS Beer & Wine permit, your event cannot proceed.
• Leftover alcohol cannot be stored at CDL and will be disposed of.
• Do not leave alcohol behind for later pickup.

Decorations 
All decorations must be removed at the conclusion of the event. Decorations must not damage walls, furniture, or equipment. The following are not permitted unless prior approval is granted:

• Adhesive materials that damage surfaces
• Nails, tacks, or fixtures inserted into walls or furniture
• Open flames, candles, or hazardous materials

Professional Conduct 
Event participants are expected to maintain a professional and respectful environment. Noise levels should be kept at a reasonable level to avoid disrupting nearby offices or activities. 

Security 
The Career Design Lab space has a security guard present from 9am to 5pm on Mondays to Fridays. If your event is operating prior or after operating hours you are required to obtain security with a 30-minute buffer before and after your event. Our team will connect with Facilities to ensure adequate security if your request requires it. Please note these charges will be applied to your department or program chartstring. 

Damage and Reporting  
The responsible party will be accountable for damage to the space, furniture, or technology that occurs during the event. Any issues or damages should be reported immediately, and by using the space, you are required to provide a chartstring for liability assurances.