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Event Guidelines
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Policies and Responsibilities [PDF]
- On-site Representative
Every event must have an on-site representative. This person will coordinate event details with Posner Center staff and is required to be in charge and on-site throughout the event. More...
- Opening/Closing Facility
If an event is not scheduled during regular Posner Center hours (Monday-Friday, 1-4 p.m.), the on-site representative must arrange with University Police to open and close the building. Please notify University Police of the event at least 24 hours in advance.
The on-site representative should remain in Posner Center until the event is over and all guests have excited the building. All external doors should be locked.
- Doors
For most events, only the North doors of Posner Center may be used. The South door is an emergency exit only. The side door, into Posner Hall (Tepper School of Business), may be used if catering staff needs access or if guests are using both buildings. The on-site representative must monitor any unlocked or open door into Posner Center throughout the event.
- Event Services
The event sponsor pays for all event services (setup/cleanup, catering, parking, technology, etc.) with authorized service providers, including any overtime incurred by service providers.
With the exception of setup/cleanup, the event sponsor is responsible to arrange for all event services. Posner Center staff arrange for setup/cleanup.
- Setup/Cleanup
The event sponsor is responsible to coordinate setup/cleanup details with Posner Center staff.
- Food and Beverages
Permitted at catered events only. Only University Catering Services may be used. More...
- Carnegie Mellon Alcohol Policy must be observed. More...
- No Open Flames are permitted in or around Posner Center since the Center is also a museum. This includes everything from candles or sterno inside the facility to barbeque grills on the grounds.
- No Smoking
Posner Center is a non-smoking facility and the Carnegie Mellon Smoking Policy applies. Smoking is not permitted on Boardroom terraces.
- Decorations
Decorations, signs, etc. are limited to table decorations and other freestanding items. Decorations may not be attached to the walls, exhibit cases, or glass surfaces.
- Re-arranging/Removing Furniture
If it is necessary to re-arrange or remove Posner Center furnishings for an event, the change must be approved and scheduled by Posner Center staff, and performed by Facilities Management Services. Cost of change and restoration to default condition is the responsibility of the event sponsor.
- North, South or Full Boardroom
The default setup is the full Boardroom with 38 monitors and 75 chairs. The room can be divided into two smaller conference rooms.
If it is necessary to set up the dividing wall for your event, the change must be approved and scheduled by Posner Center staff, and performed by Central Property Services. Cost of change and restoration to default condition is the responsibility of the event sponsor.
- Using Technology
Media Technology support must be scheduled in advance. MediaTech staff will set up desired technology, and must be present during any event that uses any Posner Center technology, including audio or video conferencing, PowerPoint presentations, document cameras, etc.
Do not unplug, move or remove equipment from the Boardroom. Any such change must be performed by Media Technology, 412-268-2430, mediatech@andrew.cmu.edu. Cost of change and restoration to default condition is the responsibility of the event sponsor.
- Parking
Arrange for guest parking through Parking Services, 412-268-2052, parkingreservations@andrew.cmu.edu.
- Heating and Air Conditioning
HVAC systems are calibrated for the optimum well-being of the Posner Center collection. Do not adjust heat or air conditioning during an event. Call University Police in case of an emergency.
- Computers
There is one dedicated public workstation in the reception area for Posner Memorial Collection full-text viewing only. Guests are welcome to bring laptops and use wireless Internet access. Datacom outlets are available in the Boardroom. Network Guest accounts may be set up in advance for guests who are not affiliated with the University.
- Damage
The on-site representative insures that Posner Center facilities are not damaged during an event. Any damages caused by neglect or carelessness will be repaired or replaced at the expense of the event sponsor.
- Cleanup
Posner Center staff arrange cleanup for events using catering services. Cost of post-event cleanup is the responsibility of the event sponsor.
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On-Site Representative
Every event must have an on-site representative, identified by the event sponsor on the room reservation request. The on-site representative needs to work closely with Posner Center staff to plan and report after the event. Event checklists are available.
The on-site representative remains in charge of the facility and event staff until the event is over and all guests have exited. The representative must understand that Posner Center is a museum facility with irreplaceable contents and that security is a very important issue.
Posner Center staff are not a substitute for an on-site representative.
A walk-through of Posner Center is required prior to an event. Posner Center staff will be glad to show the facility, demonstrate how to turn on/off exhibit case and building lights, etc., and answer questions about the collection or exhibits. To schedule a tour, contact the Posner Center Coordinator.
- In case of emergency at a Posner Center event,
contact University Police, 412-268-2323
- Report non-emergency problems to library personnel using the Post-Event Checklist or call Jillian Chisnell (412-268-6330)
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Food and Beverages
At Posner Center, food and beverages are permitted only at catered events. For example, no beverages carried in and no pizza delivery.
University Catering Services is the exclusive caterer to Posner Center. Call 412-268-2129 for a copy of the menus.
- Food and beverages are not permitted in the Reading Room next to the Reception Area.
- Food is not permitted in the Boardroom.
- Beverages are allowed in the Boardroom (trays and coasters must be used).
- Do not permit drinks to be set directly on furniture.
- Clean up spills immediately.
- Notify Posner Center staff if it appears that furniture, upholstery, granite, carpet or walls may have been stained during an event (Post-Event Checklist).
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Alcohol
The event sponsor and on-site representative insure that the university's alcohol policy is followed at Posner Center. Bartending and security costs are the responsibility of the event sponsor.
Alcohol for purchase (cash bar) is prohibited, and under no circumstances are individuals allowed to directly provide or serve alcohol for any event in the building. Hosts wishing to have alcohol served without charge to guests may do so through University Catering Services, 412-268-2129.
Security is required for alcohol service and must be arranged with University Police, 412-268-6232.
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Service Providers
Central Properties Services (CPS)
Facilities Management Services (FMS)
Media Technology
Parking Services
University Catering Services
University Libraries
- Jillian Chisnell, Arts Specialist and Posner Center Coordinator, 412-268-6330, jillianc@andrew.cmu.edu
- Maranda Reilly, Arts Library Associate, 412-268-1407 or 412-268-7680, mreilly@andrew.cmu.edu
- Ignatios Alexander, Business and Facilities Manager, 412-268-7258, ignatios@andrew.cmu.edu
- Mary Kay Johnsen, Special Collections and Design Librarian, 412-268-6622, mj0g@andrew.cmu.edu
- Erika Linke, Associate Dean of University Libraries, 412-268-7800, el08@andrew.cmu.edu
- Arts and Special Collections Reference Desk, Hunt Library, 412-268-7272
Posner Center
- Reception Desk: 412-268-7680
University Police
- Emergency: 412-268-2323
- Non-emergency: 412-268-6232
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