Policies and Procedures of NYC Seminar and Conference Center


Please read carefully the following policies and procedures before arriving for your event at the NYC Seminar and Conference Center (NYCSCC).

Cancellation and Rescheduling Policy
NYCSCC facilities are booked and configured specifically for you as indicated on our reservation forms. Our rooms, computers, software, display systems, PA systems, internet access, and all other resources are allocated exclusively for your session. We strictly adhere to the following policies concerning cancellation and rescheduling.

To schedule an event, you will be charged a non-refundable processing fee depending upon the type of event (e.g., $500/room/day for a 2,400-SF room; or $100/room/day for a 200-, 500-, or 800-SF room). This processing fee is deducted from your base event fees and final event charges, but is non-refundable if you cancel or reschedule outside of the cancellation period.

You have up to 1 month (30 days) to cancel booked events without penalty for 2,400-SF rooms.

You have up to 2 weeks (14 days) to cancel without penalty for 800-, 500-, and 200-SF rooms.

Within 30 days prior to the start date of the event in 2,400-SF rooms, your credit card will be charged the balance of your base fee. Catering, if applicable, will be settled with the credit card on file at the time of the event. If you cancel or postpone within 30 days, all fees collected will be non-refundable.

Within 14 days prior to the start date of the event in 800-, 500-, and 200-SF rooms, your credit card on file will be charged the balance of your base fee. Catering, if applicable, will be settled with the credit card on file at the time of the event. If you cancel or postpone within 14 days, all fees collected will be non-refundable.

Method of cancellation.
Any NYCSCC customer wishing to cancel a scheduled event, according to their acceptance of the Terms and Conditions of the Facilities Reservation Agreement, must complete a NYCSCC online event cancellation form in a timely manner in order for their cancellation to be effective. Any event cancellation form submitted after the deadline of the relevant cancellation period (30 days for 2400+ SF rooms; 14 days for 800-, 500-, 300- or 200-SF rooms) will NOT serve to release the customer from payment responsibility for all event fees, except at the sole discretion of NYCSCC.

Click here to access our Online Cancellations Form

Your organization may cancel or reschedule your facilities and event reservations up to 2 weeks (14 days) or 1 month (30 days) before the scheduled date without penalty, depending on the type of event (except for the processing fees). At any time thereafter, you are responsible for 100% of the fees. NYCSCC, at its sole discretion, may allow adjustments where circumstances warrant once inside the cancellation period. Your signature on our online reservation forms or proposals, estimates, and event contracts indicates your authority to enter into agreements with NYCSCC as well as an understanding of our policies and your agreement to comply (including full payment of any applicable fees).

Note: we accept Visa, Mastercard, American Express, and Discover.

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. Boxes and/or packages can only be accepted during our building operating freight hours: 8 am–4:30 pm, Monday-Friday. Please ensure that all boxes and/or packages are labeled with as much information as possible and make sure to inform your event manager of the number of packages you will be expecting to expedite the delivery process. When boxes and/or packages are shipped back to your office, NYCSCC requires that you handle all arrangement 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 through the main entrance (71 West 23rd Street), nor be brought up or down the main elevators. All clients are required to bring boxes and/or packages to our freight entrances (46-54 West 24th Street or 716 Sixth Avenue). If there are numerous boxes and/or packages which need to be brought in or out, our staff may provide a cart to help facilitate this move, but a $25 service charge will be administered. To prevent any problems or delays, it is strongly recommended 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 without exception. If you require catering for your event, please make sure to fill out the online Catering Reservation Form at least 3 business days prior to your event. There will be a 20% service fee along with all applicable fees and taxes on all catering. Catering is available for order the day of your event, but certain restrictions will apply, and an extra fee may be charged. Please note that breakfast cannot be served until 8:15 am due to freight elevator regulations. If you need breakfast to be served at an earlier time, there will be an additional fee.

Leaving Equipment 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.

PRIVACY POLICY
NYCSCC is committed to respecting your privacy and recognizing your need for appropriate protection and management of contact information that you share with us. "Contact information" refers to any information by which you can be reached such as your name, mailing/email address, telephone number, etc. The purpose of this privacy policy is to inform you of the contact information that we may collect, how we use such information, the choices you have regarding our use of this information, as well as your ability to review, correct, and opt out of our use of the information provided.

As a part of our commitment to your privacy, NYCSCC supports and adheres to the guidelines and practices adopted by the Direct Marketing Association's "Privacy Promise to American Consumers." We have agreed to (1) provide customers with notice of their ability to opt out of information rental, sale or exchange with other marketers; (2) honor customers' requests not to share their information with other marketers; and (3) honor customers' requests not to receive mail, telephone or other solicitations from NYCSCC. When collecting information about you, there may be times (such as when you communicate with us by phone, web, or in person and you reserve our facilities as well as order related catering, tech support services, equipment and other event related items, etc.) when we ask you to provide certain information about yourself, such as your name, shipping/billing address, telephone number, email address, credit card information, birth date, gender, occupation, personal interests, etc. We may also maintain a record of your product purchases. Whether or not to provide such information is completely your own choice. But, if you choose not to provide the information we request, you may be unable to purchase products, or access certain services, offers and content on our website. In addition, we may need to contact you via phone, email or mail to address questions or issues specific to your order, entry, etc., even if you have opted to not receive communications from us. In general, you can visit many of our web pages without telling us who you are or revealing any contact information about yourself. We may track the internet domain address from which people visit us and analyze this data for preferences, trends and statistics, but individual users will remain anonymous (unless you voluntarily tell us who you are.)

Using Information About You
We use the contact information you provide for internal purposes, such as confirming and tracking your order, subscription or registration, and preferences if you have a history of being a valued guest at NYCSCC.

Security
We take necessary precautions, including use of sophisticated encryption and authentication tools, to protect the security of the contact information you share with us. Also, remember to logout of your account and close your browser window when you have finished your visit and confirmed your order. This is to ensure that others cannot access your account, especially if you are sharing a computer with someone else or are using a computer in a public place such as a library or internet cafe.

Links To Third Party Sites
Our websites may contain links to websites operated and maintained by third parties (over which we have no control.) Privacy policies on such linked sites may be different from our privacy policy. You access such linked sites at your own risk. You should always read the privacy policy of a linked site before disclosing any personal information on such site.

Policy Changes
If we decide to change our privacy policy in whole or in part, we will inform you by posting a notice on our website. Those changes will go into effect on the date the notice is posted and at the end of the revised Privacy Policy. The new policy will apply to all current and past users of our web site and will replace any prior policies that are inconsistent. Your continued use of our website/services constitutes your consent to be bound by the revised Privacy Policy.

Use of Alcohol in the Conference Center
Any use of alcohol on premises must be approved in advance by NYCSCC management subject to suitable proof of insurance and indemnification by its customers.

If you have any questions or concerns about these procedures and policies, please contact your event manager.