Cancellation and Rescheduling Policy:
NYCSCC facilities are booked and configured specifically for you as indicated on the reservation form. Our rooms, computers, software, display systems, PA systems, internet access, and any other resources are allocated exclusively for your session. Therefore, we must strictly adhere to the following policies concerning cancellation and rescheduling. Your organization may cancel or reschedule your facilities reservation up to 30 days before the scheduled date without penalty. At any time thereafter, you are responsible for 100% (one hundred percent) of the fee. There is a $300 per day event day, non-refundable fee on all bookings processed. Your signature at the bottom of the Facilities Reservation Form indicates your authority to enter this agreement, your understanding of this policy and that you agree to comply, including full payment of any applicable cancellation or rescheduling fees.
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 which are 8 a.m. to 4:30 p.m., Monday thru Friday. Please ensure that all boxes and/or packages are labeled with as much information as possible and to inform your Event Manager of the number of packages you will be expecting to expedite the delivery process. When shipping boxes and/or packages back to your office, NYCSCC requires that our clients 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 (114 West 26th Street), nor be brought up or down the main elevators. All clients are required to bring all boxes and/or packages to our freight entrance. If a lot of boxes and/or packages need to be brought in and/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 suggested 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 and fax in one of our Catering Reservation Forms at least 3 (three) 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 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 a.m. due to freight elevator regulations. If you need breakfast to be served at an earlier time, there will be an additional fee.
Leaving Equipment Overnight 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.
Mutual Indemnification:
Each party (the “Indemnifying Party”) shall indemnify, defend, and hold harmless the other party, its officers, directors, employees, and agents (the “Indemnified Party”), from and against any and all third-party claims, actions, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees and court costs) (collectively, “Claims”) to the extent such Claims arise out of or relate to:
(a) the Indemnifying Party’s gross negligence or willful misconduct in connection with the performance of this Agreement; or
(b) the Indemnifying Party’s material breach of any representation, warranty, or obligation under this Agreement.
Limitations on Liability:
In no event shall either party be liable to the other for incidental, indirect, special, consequential, or punitive damages, including but not limited to lost profits or business interruption, even if advised of the possibility of such damages. However, the above waiver does not apply to (i) indemnity obligations arising from third-party claims, (ii) claims for bodily injury or property damage, or (iii) damages arising from a party’s gross negligence or willful misconduct.
The total cumulative liability of either party for all Claims under this Agreement shall not exceed the total fees paid by Client to Vendor under this Agreement during the twelve (12) months preceding the event giving rise to the claim."
ADA Compliance:
Company represents to the best of its knowledge that the Event space, including but not limited to, all facilities, common areas, restrooms, entrances, and pathways, is and will remain in compliance with the Americans with Disabilities Act of 1990 (“ADA”), as amended, and all other applicable federal, state, and local accessibility laws, regulations and standards.
Force Majeure:
Neither Client nor the Conference Center shall be liable for any delays, damages or failure to perform any of the terms and provisions of this Agreement arising from causes reasonably beyond its control, including but not limited to, unforeseen, unpreventable acts of God or public enemies, reduction of public interest due to terrorist attacks or war, preventative governmental action motivated by fear or violence whether or not such violence takes place, acts of civil or military authority, labor disputes, airport closings, fires, riots, wars or conditions of war, embargoes, accidents, pandemics, epidemics, flood or other unusually severe weather, closing or obstruction of highways, bridges or ferries, compliance with a domestic governmental regulation or order, shortage of raw materials or power, or breakdown or other failure of equipment which have a material, substantial and adverse effect on either party’s ability to perform pursuant to the terms of this Agreement; provided, the party claiming force majeure promptly notifies the other party of the event of force majeure, the anticipated duration of the event of force majeure, and the steps taken to remedy the failure. The party claiming force majeure shall use its best, commercially reasonable efforts, promptly commenced and diligently pursued, to minimize the extent, duration and effect of the delay or failure on the other party hereto. If any party anticipates that any circumstances beyond its control may occur, that party shall promptly furnish written notice of such circumstances to the other party, and shall take all reasonable steps to carry out the terms of this Agreement as soon as reasonably possible, subject to delays as may be caused by such an event.
