6 FAM 1720
USE OF AUDITORIUMS, CONFERENCE
ROOMS, AND OTHER MEETING PLACES
(CT:GS-178; 08-28-2014)
(Office of Origin: A/OPR/GSM)
6 FAM 1721 GENERAL
(CT:GS-178; 08-28-2014)
(State Only)
a. Auditoriums,
conference rooms, and other meeting places such as the International Conference Center and the George C.
Marshall Conference Center in the Harry S Truman (HST) building are
available for use by any agency of the Federal Government or the Government of
the District of Columbia when such facilities are not required by the
Department of State. Consumption of food and beverages is prohibited in all
auditoriums and conference rooms; smoking is also prohibited.
b. The Delegates
Lounge, generally reserved with the Loy Henderson Conference Room, may be used
for morning and afternoon breaks. However,
reservations for use of the Delegates Lounge for a separate function will be
canceled if a meeting is scheduled in the Loy Henderson Conference Room that
requires use of the Delegates Lounge. Beverage and food items
appropriate for breaks may be served in this area only; however, breakfasts,
luncheons, and dinners are prohibited within this area.
c. A list of the rooms
managed by the Office of General Services Management (A/OPR/GSM), including the
amenities and attributes of each room, may be found on the GSM
SharePoint site.. Questions may be addressed to
the GSM Conference Room collective mailbox (ConfRmGSM@state.gov).
6 FAM 1722 ELIGIBLE FUNCTIONS
(CT:GS-178; 08-28-2014)
(State Only)
The Departments facilities may be used, upon written
confirmation from A/OPR/GSM, for the
following purposes:
(1) A function attended by the President, the Vice
President, or the Secretary of State;
(2) International conferences in which the U.S.
Government participates, as host or delegate, coordinated by the Office of Major Events and Conferences (M/MECS) or the Office
of International Conferences (IO/C);
(3) An official function hosted by an Assistant Secretary
of State (or equivalent or higher rank in USAID);
(4) Meetings to carry out the assigned functions of
Federal agencies, and meetings and performances that are closely related to or
support those functions;
(5) Meetings and performances by recognized Federal
employee groups, including retired Federal employee groups, as part of a group
activity; and
(6) Meetings and performances sponsored by accredited
representatives of foreign governments when supported by an Assistant Secretary
of State or an official of Assistant Secretary-level rank or higher of an
applying agency.
6 FAM 1723 INELIGIBLE FUNCTIONS
(CT:GS-178; 08-28-2014)
(State Only)
The Departments facilities are not available for the
following uses:
(1) Meetings or performances sponsored by
profit-making organizations that promote
commercial enterprises or commodities, unless such meetings or performances
contribute substantially to the efficient and economic performance of assigned
functions of Federal agencies;
(2) Meetings or performances that have a partisan,
political, sectarian, or similar nature or purpose;
(3) Meetings by or for any organization practicing
discrimination based upon race, creed, color, age, sex, physical handicap, or
national origin;
(4) Meetings held to discuss or conduct personal
business and the holding of private parties or social events; and
(5) In addition to functions described in
subparagraphs (1) through (4) of this section, the Deputy Assistant Secretary for Operations (A/OPR) reserves
the right to deny use of Department facilities
if, in his/her opinion, the nature of the
meeting or performance is not in keeping with the type of function which
properly should be held on U.S. Government property. Functions include open
meetings, public hearings, gatherings, discussions, or presentations concerning
subjects not associated with official Department business that would reflect
unfavorably on the Department or the U.S. Government.
6 FAM 1724 SECURITY
(CT:GS-178; 08-28-2014)
(State Only)
The sponsoring agency must adhere to security requirements
as prescribed by the Bureau of Diplomatic Security (DS) in 12 FAM 340 Domestic Facility Physical Security.
6 FAM 1725 EXPENSES
(CT:GS-178; 08-28-2014)
(State Only)
Conferences and events
hosted in the Harry S Truman building are generally scheduled between the hours
of 8:15 a.m. and 5:00 p.m., Monday through Friday. Events can be hosted
outside of normal business hours; however, all expenses incurred
in connection with the assignment of these facilities, such as those for Diplomatic Security Uniformed Protection Officers,
translators, electronic technicians, labor
services, and any applicable overtime
charges for support staff, are to be borne by the sponsoring
organization.
6 FAM 1726 CANCELLATIONS OF
RESERVATIONS
6 FAM 1726.1 By Department
(CT:GS-178; 08-28-2014)
(State Only)
All reservations or assignments are subject to preemption
if the facilities are needed for activities of the President, Vice President,
Secretary of State or an international conference hosted by the U.S.
Government. The Deputy Assistant Secretary for Operations (A/OPR) reserves the
right to cancel or preempt any previously scheduled reservation if it is
determined that this course of action is in the best interest of the Department
or the U.S. Government.
6 FAM 1726.2 By Sponsoring Agency
or Office
(CT:GS-178; 08-28-2014)
(State Only)
If meetings or performances are cancelled for any reason,
the facilities reserved must be released immediately by contacting the Operations Support Branch, Support Services Division, Office of General
Services Management (A/OPR/GSM/SS). Notice of
cancellation should be sent to the GSM Conference Room collective mailbox (ConfRmGSM@state.gov), which will permit reassignment of the room to other eligible
programs.
6 FAM 1727 ADMISSION FEES AND
COLLECTIONS
(CT:GS-178; 08-28-2014)
(State Only)
No admission fee is to be charged for the use of these
facilities. No indirect assessment is to be made for admission, nor
collections, or solicitation made for any purpose on the premises.
6 FAM 1728 COMPLIANCE WITH PUBLIC
BUILDINGS RULES AND REGULATIONS
(CT:GS-178; 08-28-2014)
(State Only)
All personnel hosting, attending, and participating in
meetings and performances on the premises are required to adhere to the General
Services Administrations (GSA) rules and regulations governing public
buildings and grounds as specified in the Federal
Management Regulations, Subchapter C-Real Property, Part 102-74 Facility
Management.
NOTE: Questions
pertaining to the rules and regulations should be sent to the GSM Conference
Room collective mailbox (ConfRmGSM@state.gov).
6 FAM 1729 APPLICATION FOR USE
(CT:GS-178; 08-28-2014)
(State Only)
a. Each
application for use of these facilities, by both Department
of State and other-agency entities, must be
directed in writing to the Chief, Operations Support Branch, Support Services Division, Office of General
Services Management (A/OPR/GSM/SS), Department of State, Washington, DC, 20520.
Department employees may request reservation of facilities.
Under GSMs purview by submitting a
request via email to the GSM Conference Room
collective mailbox (ConfRmGSM@state.gov).
All requests should include the following information:
(1) Date(s) requested;
(2) Time requested
(please include set-up and breakdown);
(3) Purpose of the
meeting (title);
(3) Exact times of the
meeting;
(4) Access time;
(5) Alternate dates/time;
(6) Number of guests;
(7) Number of rooms
needed;
(8) Audio visual, flag,
or special accommodation requirements, if any (complete and submit a form DS-1141, which may be sent via email attachment to ConfRmGSM@state.gov or faxed to 202-647-0718);
(9) Simultaneous
interpretation requirements; and
(10) POC and alternate
POC information.
b. All
reservations requests must be confirmed in
writing by the Office of General Services Management before scheduling any event activities in the room.