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About Us > Using One Union Station |
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Please help us ensure that you and your guests have a safe, secure and enjoyable visit by abiding by these restrictions: - You are responsible for GUEST REGISTRATION
It is the responsibility of the hosting oganization/agency to:
Assign a member of their own organization/agency to handle registration in the first floor lobby. This person is required to arrive before all attendees and/or guests and will need to be prepared with a registration list (as check-off) and name badges. Once all guests have arrived, the registration list (annotated to indicate guests present) must be given to the receptionist.
- The NOISE LEVEL must be controlled during office hours
It is very important for all guests to be mindful of the fact that The Rhode Island Foundation is an office building and that sound does resonate throughout the office areas. This is especially important between 8:30 am-5:00 pm. To help minimize this, it is best for people to quietly travel through the lobby areas into the reserved room(s) and not gather and engage in loud conversation in either of these lobby areas. It is the responsibility of the organization’s function organizer to pre-determine (given the nature of the function) if it will be conducive to this office environment.
- You are responsible for keeping your guests out of RESTRICTED AREAS
The on-site representative from the contracted organization/agency is responsible to ensure that they, nor their guests, enter any areas that are restricted to The Rhode Island Foundation staff only (i.e. office areas, staff kitchen/lounge, etc.) for any reason and should remain within the reserved and common areas. (Note: If while on the premises, an attendee would like to visit with one of our staff, please check with our receptionist (1st floor lobby) who will contact the staff person to verify their availability.)
- Do not rearrange 2ND FLOOR LOBBY FURNITURE
Unless prior arrangements were made, the furniture in the 2nd floor lobby should not be rearranged by any organization/agency or their guests.
Function room configuration of existing tables/chairs will be handled by our facilities staff according to pre-arrangements discussed with the Facilities Coordinator.
- OFFICE/KITCHEN SUPPLIES & A/V EQUIPMENT are your responsibility*
Organizations/agencies are expected to be self-sufficient providing their own supplies and equipment including audio-visual equipment, sound equipment (as applicable), extension cords/power strips, easels, pads, markers, pencils/pens, etc. unless they have made prior rental arrangements with the Foundation. This also includes kitchen supplies (i.e. cups, plates, eating/serving utensils, tea, coffee, etc.) since we do not provide any food/beverage services. As applicable, the reserving organization should secure these arrangements directly with a caterer of their choice (or provide their own). - * The Foundation does have a modest amount of equipment that is available for rent on an ‘as available’ basis. View equipment rental information.
- We do not provide DISPLAY CHARTS, DECORATIONS, ETC. IN ROOM(S)
Flip chart sheets/decorations may be applied only to the wooden or glass areas in the reserved room(s). This is permissible using masking tape or flip chart paper with a pre-glued strip at top. Do not apply or stick anything to wallpapered walls or to the clock wall in the Tempus Room; the latter will remove the tint.
Do not drape or hang anything from the light fixtures (extremely hot!)
Existing room décor (wall hangings, pictures, etc.) should not be adjusted or removed from walls or rooms.
- We do not offer COPYING/FAXING/ MAIL HANDLING SERVICES
The Rhode Island Foundation does not provide staff or access to services such as copying, faxing (incoming & outgoing) or mail handling for the hosting organization/agency or their guests.
- PHONE USE is not available for public use.
The Rhode Island Foundation does not have phones available for public use. In the event of an emergency, please check with the receptionist (1st floor lobby) who will direct you to the appropriate phone.
- ADDITIONAL ROOM(S) are available only upon REQUEST
If while on-site, you have a request for an additional room, please ask our receptionist (1st floor lobby) to contact our Facilities Coordinator who will check on availability. Guests should never assume that a vacant room is automatically available.
- NO SMOKING
The Rhode Island Foundation is a non-smoking facility.
- FLAMMABLE/ COMBUSTIBLE DEVICES OR SUBSTANCES are not permitted
The Rhode Island Foundation prohibits the use of any device or substance that is deemed a potential fire or explosive source and reserves the right to make this determination.
Any questions in this regard should be directed to our Facilities Manager.
- The Foundation does not provide PARKING
The Rhode Island Foundation does not provide validated parking for guests attending functions hosted by another organization/agency.
- An organization may choose a CATERER of its choice, but must provide the name to the Facilities Coordinator prior to the event.
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