CCC Policies and Procedures

1. Claiborne Conference Center staff accepts reservations via telephone or email.
2. When reserving a room or rooms, the following information must be provided:
   1. Date and beginning and ending times of meeting(s)
   2. Department, Agency and Program reserving room(s)
   3. Name and type of meeting
   4. Required furniture arrangements
   5. Estimated number of attendees
   6. Listing of special needs and/or equipment.
   7. Details regarding outside catering service, if applicable. (CCC does not offer catering, but agencies are welcome to employ catering services. However, food and drinks are not allowed in the Louisiana Purchase Room, Room 1-100).
3. The four Boards which hold their meetings in Room 1-100, Louisiana Purchase Room (Board of Regents, University of Louisiana System Board, BESE Board and Civil Service Board) may schedule room reservations for the Louisiana Purchase Room and rooms required to support their Board meetings up to two years in advance, if the meeting dates have been approved by the respective Board.
4. All other Claiborne Building tenants may reserve rooms up to one year in advance.
5. Non-tenants may reserve rooms up to six months in advance.
6. Requests by tenant agencies, for furniture required for approved functions in the main lobby of the building, must be submitted to Conference Center staff seven to 14 days prior to the meeting date. However, Conference Center staff cannot guarantee that furniture will be available. Top priority will be given to furnishing Conference Center meeting rooms. Therefore, tenants are encouraged to provide their own furniture for functions held in the main lobby of the building.

The main lobby of the Claiborne Building is not part of Claiborne Conference Center and is under the control of the Office of State Buildings. With the approval of the Director of State Buildings, fundraisers sponsored by a tenant agency's administration may be held in the main lobby of the building if 100% of the proceeds will be donated to a non-profit organization. Requests to hold fundraisers in the main lobby of the building must be submitted to the Director of State Buildings a minimum of three weeks prior to the event. Such requests must include a schematic indicating the proposed furniture layout and will only be allowed if means of ingress and egress are not compromised. Use of the main lobby by non-tenants is not allowed.

1. If possible, requests for any special resources must be made at the time of room reservation.
2. Requests for Internet service must be made at least 48 hours prior to the meeting.
3. Requests for Zoom calls or video streaming must be made at least 72 hours prior to the meeting.
4. Handheld microphones, lapel microphones, conference phones, Clickshare devices, and room keys are available from the conference center office.
5. If any Conference Center equipment from item 4 above is available for use, the equipment must be checked out with Conference Center staff. Equipment must be checked in with Conference Center staff immediately following the conclusion of the meeting. Should the meeting conclude after 5:00 p.m., the equipment must be secured in the Claiborne Building by the appropriate agency staff and checked in with Conference Center staff the morning of the next business day. Checked-out equipment cannot be left unattended at any time. Failure to follow procedures will result in the loss of the privilege to use any equipment owned by the Claiborne Conference Center. Should any checked-out equipment be lost during use, the agency hosting the meeting will be responsible for the replacement costs and will be billed accordingly by Conference Center staff.

1. Cancellations must be made at least 48 hours prior to the scheduled meeting
2. Cancellations for the Louisiana Purchase Room must be made at least ten days prior to the scheduled meeting.
3. If a room is not used within the first hour of the scheduled time, it will be considered cancelled and will be made available for immediate use by others.
4. Failure to cancel reservations as indicated above, will result in the agency being charged an administrative fee in the amount of the daily room rate charged to non-tenants. These charges can be found on Conference Center Scheduling page. These charges may be waived by the Office Facilities Corporation if the scheduling agency submits adequate, written justification for failure to use a reserved room.

1. All non-tenants are required to pay a room usage fee. The fees are located on Conference Center scheduling page of this website.
2. Claiborne tenants are not permitted to "sponsor" a non-tenant of the Claiborne Building in order for the non-tenant to avoid payment of a room fee. Should this occur, the sponsoring tenant will be charged the daily rate of the room and equipment used by the non-tenant.

1. The Claiborne Conference Center may be used for fundraiser events if the event is sponsored by the tenant agency's administration.
   1. If 100% of the proceeds from the event will be donated to a non-profit organization no room charges will apply.
   2. If 100% of the proceeds from the event will not be donated to a non-profit organization, the standard non-tenant room charges will apply.
2. The Claiborne Conference Center may be used for events which are held for the benefit of state employees, i.e. Flu Shots, Employee Benefit Fairs, Deferred Compensation meetings, Group Benefits meetings, etc. No charges will apply for such events if sponsored by a tenant agency's administration.

1. Non-tenants will be sent an invoice for payment via email at the time of reservations.
2. All payments from non-tenants are due one week prior to room and equipment usage. Payments for use of the Louisiana Purchase Room are due two weeks prior to use of the room.
3. Failure to remit payments timely will result in cancellation of reservation.
4. Payments are to be made payable to Office Facilities Corporation and remitted to Claiborne Conference Center at 1201 North Third Street, Suite 1-182, Baton Rouge, LA 70802.

1. Celebrations and/or meetings involving food, festive décor, etc. ARE permitted in all Conference Center rooms, excluding room 1-100 (Louisiana Purchase Room). All leftover food and beverages must be removed immediately after meetings. For catered events, all food service equipment must also be removed at the conclusion of the event.
2. Cleaning supplies, trash cans, a vacuum, and a carpet cleaning machine are available in the badging office if needed. Failure to properly clean up after your celebration will result in a $250 clean-up fee per incident, payable before any future room reservations. Checks should be made payable to Office Facilities Corporation. Multiple violations may result in higher fees or a loss of privileges to serve food and beverages in Conference Center rooms.
3. If your meeting is followed by another, your agency is responsible for discarding all trash in the designated bins to allow for timely room turnover.
4. We also ask that you maintain a professional environment by keeping noise levels low to avoid disturbing nearby meetings and events. Repeat offenders may be barred from using Conference Center facilities.
5. Please note that signage is not allowed on doors or walls. Easels are available upon request at the time of your room reservation. Any unauthorized signage will be removed by Conference Center staff in accordance with Office of State Buildings policy.

DO NOT USE THE ELEVATORS IN ANY EVACUATION SITUATION

When utilizing Conference Center rooms, the "teacher/meeting coordinator" of the function is responsible for all attendees during an evacuation. An announcement should be made at the beginning of all functions in Conference Center rooms as to the evacuation procedures.
WHEN THE ALARM SOUNDS

1. The "Instructor/Meeting Coordinator" shall pick-up the designated room evacuation signs along with a sign-in sheet to account for all attendees.
2. Have all attendees follow the "instructor/meeting coordinator" to the designated meeting area (based on where your conference room is located, will depend on which end of the building you evacuate**).
3. Remain calm and quiet. Quickly proceed to the designated assembly area. A normal (vs. leisurely) pace will ensure your safety and that of your attendees.
4. Upon arrival at the designated assembly area, perform a head count to verify that all attendees have been evacuated.
5. If any attendees cannot be accounted for, the evacuation sign should be turned to "red" and notify an OSB employee or DPS Officer.
6. Proceed to and remain in your designated assembly area until you are notified that an "all clear" has been given and it is safe to re-enter the building.

**If the conference room is located on the south side of the building, you will evacuate out the front of the Claiborne Building and assemble at the far south end of the parking lot near the Capitol Annex.
**If the conference room is located on the north side of the building, you will evacuate out via the Claiborne Garage and assemble at the parking lot at the far end of the garage.